Overview  

This Knowledge Base article provides comprehensive guidance on assigning user access to billing features within the system. It outlines the step-by-step process for granting access and includes screenshots to illustrate how access limitations are displayed to users without the required permissions.

By using this guide, administrators can efficiently manage access and ensure that only authorized personnel can handle billing-related tasks.

Grant User Access to Account Ledger 

To grant user access to the Account Ledger:

1. Go to Settings > Practice Settings > Roles & Permissions.
   
2. Select the Edit button for the desired role.
   
3. On the Update Role screen, expand the Billing tab and select the Access Account Ledger checkbox.
   

When users without this permission navigate to client's chart and click the Account button, the Account Ledger panel will be disabled, and a tooltip will display as shown below.

Grant User Access to Account Payments/Adjustments 

To grant access to the Account Payments/Adjustments:

1. Go to Settings > Practice Settings > Roles & Permissions.
   
2. Select the Edit button for the desired role.
   
3. On the Update Role screen, expand the Billing tab and select the Access Account Payments/Adjustments checkbox.

When users without this permission navigate to client's chart and click the Account button, the Account Payments/Adjustments panel will be disabled, and a tooltip will display as shown below.

Grant User Access to Clinical Billing Rates in Personal Preferences  

To grant user access to Clinical Billing Rates in Personal Preferences:

1. Go to Settings > Practice Settings > Roles & Permissions.
   
2. Select the Edit button for the desired role.
   
3. On the Update Role screen, expand the Billing tab and select the Access Clinical Billing Rates in Personal Preferences checkbox.

When users without this permission navigate to the Personal Preferences > Revenue Cycle Management tab, the Clinical Billing Rates section will not appear to them. Refer to the screen below:

Grant User Access to Invoicing 

To grant access to Invoicing:

1. Go to Settings > Practice Settings > Roles & Permissions.
   
2. Select the Edit button for the desired role.
   
3. On the Update Role screen, expand the Billing tab and select the Access  Invoicing checkbox.

When users without this permission navigate to client's chart and click the Account button, the Invoicing panel will be disabled, and a tooltip will display as shown below.

Permit Users to Modify Client Balance in Account Ledger 

To allow users to modify client balance in account ledger:

1. Go to Settings > Practice Settings > Roles & Permissions.
   
2. Select the Edit button for the desired role.
   
3. On the Update Role screen, expand the Billing tab and select the Edit Client Balance in Account Ledger checkbox.

When users without this permission navigate to client's chart, click the Account button, expand the Account Ledger panel, and attempt to edit the client balance, a restriction message will be displayed as shown below. 

Permit Users to Generate Invoices 

To assign user access to generate invoice:

1. Go to Settings > Practice Settings > Roles & Permissions.
   
2. Select the Edit button for the desired role.
   
3. On the Update Role screen, expand the Billing tab and select the Generate Invoice checkbox.

Where This Permission Applies:  

Account > Invoicing Section

• If users lack permission, the Generate Invoice link will appear disabled, with a tooltip explaining the restriction, as shown below. 
  

Within a Note

• When generating an invoice in a note, users without the required permission will find the Generate Invoice button disabled, with the tooltip appearing as shown below. 

Permit Users to View Charge Amount on Notes 

To allow users to view charge amount on notes:

1. Go to Settings > Practice Settings > Roles & Permissions.
   
2. Select the Edit button for the desired role.
   
3. On the Update Role screen, expand the Billing tab and select the View Charge Amount on Note checkbox.

When users without this permission access the Service Code section in the note, the Charge Amount detail will be hidden from view. Refer to the screenshot below: 

Grant User Access to the Billing Tab in the Chart Face 

To grant user access to the Billing tab:

1. Go to Settings > Practice Settings > Roles & Permissions.
   
2. Select the Edit button for the desired role.
   
3. On the Update Role screen, expand the Billing tab and select the View Chart Face Billing Tab checkbox.

When users without this permission attempt to access the Account button in the client's chart, a restriction message will be displayed as shown below: 

Permit Users to View Invoices and Superbills 

To grant user access to view invoices and superbills:

1. Go to Settings > Practice Settings > Roles & Permissions.
   
2. Select the Edit button for the desired role.
   
3. On the Update Role screen, expand the Billing tab and select the View Invoice and Superbill checkbox.

Where This Permission Applies:  

Account > Invoicing Section

• If users lack permission, the View Invoice and View Superbill buttons will appear disabled, with a tooltip explaining the restriction, as shown below. 

 

Documents Tab

• Without permission, the View Invoice and View Superbill buttons will also be disabled here, displaying the same tooltip. 

Within a Note

• When generating an invoice in a note, users without the required permission will find the View Invoice and View Superbill buttons disabled, with the tooltip appearing as shown below. 

FAQs 

You can find the Frequently Asked Questions (FAQs) on our Knowledge Base page.

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Text: 866-301-0085

Email: ticket@icanotes.com

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Proprietary Notice Information: This article is provided for informational purposes only, and the information herein is subject to change without notice. While every effort has been made to ensure that the information contained within this article is accurate, ICANotes cannot and does not accept any type of liability for errors in, or omissions arising from the use of this information.