Overview

What a staff sees in the Clinical Charting Module is based on the staff's clinical charting permissions. This article will help you navigate and change (if necessary) these permissions.

Important: For a basic understanding of where to find permissions and how they work in Procentive, please read Understand Permissions.

Where To Find Them

Clinical Charting permissions are listed at the bottom of the permission window. There are two columns: Clinical/Charting/Staff Rules and Clinical/Charting/Client Rules. The Client Rules column defines which clients this staff role can see clinical documents for and the Staff Rules column defines what they can do with the document they see.

When Making Changes

Whenever you are making any changes to the clinical charting permissions, you want to be sure to

Click on the rule listed in the rule table (the large white box).
Check the checkboxes to give permissions or uncheck to remove the permission
- This staff rule says: Whenever I (myself) creates a clinical document, I have permission to Open, Change, Lock, etc.
- Important: Only one side (most often Staff Rules) should have the checkboxes checked.
- More on Checkboxes.
Click the Change Rule.
Click the Change Role to solidify all changes for the Role.

Important: Permissions changes require the user to log out and then log back in to take effect.

Change Client Rules

Click on the dropdown and select what this role should see
- Note: Do not check any boxes.
Click the Add Rule button
- The rule will be added to the rule table (the large white box) on the left.
- You can add more than one rule if needed for the role by repeating the steps 1-2
- You can delete a rule by highlighting the rule in the table (the large white box), then click Delete Rule.
- The table below gives a description of the each rule
Click the Change Role to solidify all changes for the Role.

Client Rules	Description of the rule associations based on the staff logged in
Clients with whom I am associated	This is the staff listed in the Clients Module, Staff tab
Clients of my clinical supervisees	In the Staff Module, Role tab, this staff name will be listed as the Clinical Supervisor
Clients of my billing supervisees	In the Staff Module, Role tab, this staff name will be listed as the Billing Supervisor
Clients in my programs	The client's programs and the staff's programs must have at least one match
Clients in my locations	The client's location matches one of the staff's associated locations
Clients for whom I supervise	In the Clients Module, Staff tab, this staff is listed AND the column "Billing Supervisor for this client?" is set to Yes- default or Yes- Alternate
Clients for whom I am primary	This is the staff listed in the Clients Module, Staff tab AND selected as Primary
All clients	Staff with this role can see all client without filters (most permissive)

Change Staff Rules

This determines what the staff can do to the clinical documents they can see (the records identified in the Client Rules)

Click on the drop-down arrow and select the rule.
Check the checkboxes for the rule to allow them the designated permission
Click the Add Rule button.
- The rule will be added to the rule table (the large white box) on the left.
- You can add more than one rule if needed for the role by repeating the steps 1-3
- You can delete a rule by highlighting the rule in the table (the large white box), then click Delete Rule.
- The table below gives a description of each rule.
Click the Change Role to solidify all changes for the Role.

Staff Rules	Description of the rule associations based on the staff logged in
Staff in my staff groups	Allow this role these permissions for other staff's records when they have a staff group in common (in the Staff Groups Module)
Staff in my programs	Allow this role these permissions for other staff's records when they have at least one program in common
Staff in my locations	Allow this role these permissions for other staff's records when they have at least one location in common
Staff for whom I am clinical supervisor	Allow this role these permissions for other staff's records if the staff is listed as the Clinical Supervisor in the Staff Module, Role tab
Staff for whom I am billing supervisor	Allow this role these permissions for other staff's records if the staff is listed as the Billing Supervisor in the Staff Module, Role tab
Myself	Allow this role these permissions when the staff is listed as the owner of the clinical document
All staff	Allow this role these permissions when any other staff is listed as the owner of the clinical document

Checkboxes

Checkboxes should be used to specify what the staff can do with the clinical documents they can see. Checkboxes should always be applied on the Staff Rules side (unless otherwise instructed by Procentive).
In the example below, when a staff is listed as the clinical supervisor for the staff who created the clinical document, the user can do all the things checked to the clinical document.
The table below gives a description of each check box.

Checkbox	Description of how it works
Match Program	This is a restrictive checkbox. It means the program of the document created must be a match to one of the users programs
Open	Allows the user to double click on the clinical record to open it
Change	Allows the user to make edits within the form
Delete	Recommended for champion staff only. Allows the user to delete the clinical document (cannot be recovered)
Lock	Allows the user to click the Lock button
Change Audit Ready	Allows the user to check or uncheck the Audit Ready checkbox
Change Printed and Filed	Allows the user to check or uncheck the Printed and Filed checkbox
Sign	Allows the use to sign a signature line using the ways the clinical charting module permissions allow
Unlock Own Signature	Allows the user to click the Unlock link next to signatures applied while the use was logged in (his/her own, client, guardian). Unlock will delete the signature
Unlock Document	Allows the user to click the Unlock button which will delete any signature tied to the locking of the clinical document.
Unlock Others' Signatures	Allows the user to click the Unlock link next to other signatures. Unlock will delete the signature