Managing Roles and Permissions

Managing Roles and Permissions

Overview  

This guide outlines the steps for managing roles and permissions in ICANotes+. Roles determine the actions users can perform within the system, based on their assigned permissions. You can also duplicate existing roles and customize their permissions to create new ones. Note that roles assigned to users cannot be deleted. 

 

 

Creating a New Role and Assigning Permissions 

To create a new role:

 

  1. Navigate to Settings > Practice Settings > Roles & Permissions.
  2. Click the Create New Role button.

 

 

 

On the Create New Role screen, provide the following details: 

 

  • Role: Enter the role's name.
  • Description: Provide a brief description of the role.
  • Is Clinician: Select this checkbox if the role is for a clinician. This enables the Subscription dropdown.
  • Subscription: Choose a subscription type from the following: 
    • Full-Time Prescribing Clinician
    • Part-Time Prescribing Clinician
    • Full-Time Non-Prescribing Clinician
    • Part-Time Non-Prescribing Clinician
    • Full-Time Non-Prescribing (Notes only)
    • Part-Time Non-Prescribing (Notes only)
    • Case Manager
    • Intern
    • Paraprofessional

On this screen, permissions are listed alphabetically for easy navigation. 

 

 

 

Expand each feature to view and assign its actions. For example, permissions for the Calendar feature are displayed in an organized, alphabetical manner within their section. 

 

 

 

 

Searching for Specific Permissions 

Use the smart search feature to locate permissions:

 

  1. Enter a keyword in the Search Permissions field.
  2. The system displays related permissions containing the keyword.

 

 

 

 

Copying Permissions from Existing Roles 

To save time, duplicate an existing role and modify its permissions:

 

  1. Locate the Copy button on the Roles & Permissions screen.
  2. Clicking Copy opens a new screen with the selected role's permissions pre-populated.
  3. Update the role name, description, and permissions as needed.

 

 

 

 

 

 

Assigning Roles to Users  

To assign roles to users:

 

  1. Navigate to Settings > Account Management > User Management.
  2. Click the Invite User button.
  3. On the Invite a User screen, select one or more roles from the Roles dropdown.

 

 

 

 

Allowing User Access Based on Subscription  

Permissions are influenced by the user's subscription. For example, if you assign the "Sign Notes" permission to a user with a "Staff" subscription, they will not be able to sign notes, as their subscription does not support this action. 

 

 

 

Editing a Role  

To edit a role:

 

  1. Locate the Edit button on the Roles & Permissions screen.
  2. Note that system-created roles (e.g., Administrator, eRx Administrator, Support eRx) cannot be edited.

 

 

 

 

Deleting a Role 

To delete a role:

 

  1. Locate the Delete button on the Roles & Permissions screen.
  2. Deletion is only possible if the role is not assigned to any user.

 

Non-deletable roles:

 

  • Administrator
  • eRx Administrator
  • Staff Administrator
  • Support eRx

 

 

Watch the Video

Click here to watch a video about this feature.

FAQs 

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


Click here for quick access to the FAQs.

 

 

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Need additional assistance?

Phone: 443-203-5857 

Text: 866-301-0085

Email: ticket@icanotes.com

Chat: http://app.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. 

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