Who can do what? Staff roles and permissions

Who can do what? Staff roles and permissions

Every team member has one Staff Role. The Access Charts, Access Billing and Licensed provider switches change what that role allows.

Each task below lists the roles that allow it. Where a switch is named, it must be set as shown. Switches that aren't named can be on or off. Opening a specific patient's chart also needs the person to be on that patient's care team.

Change someone's role

Who can do this: team members whose role shows a check under Manage Org & Assign Roles (Front Desk, Administrative Staff / All Billing and Full Access).

1. Go to Settings → General → My Team.
2. On the person's row, select the pencil icon, then Edit Permissions.
3. Pick a Staff Role, then set the switches.
4. Select Save Changes.

The person is signed out and must sign in again. You can't deactivate yourself or an owner here, and GRAICE won't save a change that leaves the clinic with no active member who can assign roles.

Anyone who can change roles can change any member's role, including their own. So a Front Desk or Administrative Staff / All Billing member can make themselves Full Access with Access Charts and Licensed provider on, the combination that can open patient charts. Give these roles only to people you would trust with Full Access.

The Staff Roles & Permissions card on the same page shows a short summary of each role.

How the switches work

• Access Charts: not available for No Access and Auditor.
• Access Billing: always included for Administrative Staff / All Billing and Full Access. It has no effect for No Access and Auditor.
• Licensed provider: always on for Clinician (Limited). Optional for Full Access. Not available for other roles.

Who can do each task

Patients and charts

See their own patient list. Lists the patients whose care team they are on. The list alone doesn't open charts.

• Clinician (Limited) with Access Charts on
• Front Desk with Access Charts on
• Administrative Staff / All Billing with Access Charts on
• Full Access with Access Charts on

See the clinic-wide patient list. Every patient in the clinic. This list alone doesn't open charts.

• Front Desk
• Administrative Staff / All Billing
• Full Access

The Front Desk menu has no Patients item, which is where this list and patient demographics are.

View any patient's demographics. Demographic details for any patient in the clinic.

• Front Desk
• Administrative Staff / All Billing
• Full Access

Edit any patient's demographics. Change demographic details for any patient in the clinic.

• Front Desk
• Administrative Staff / All Billing
• Full Access

Open patient charts. Only for patients whose care team they are on.

• Clinician (Limited) with Access Charts on
• Full Access with Access Charts and Licensed provider on

While their role stays the same, Front Desk and Administrative Staff / All Billing members can't open the clinical chart. With Access Charts on, they can be added to a care team for messages, scheduling and billing. They can change their own role, though (see Change someone's role), so this is not a hard limit.

Import patient data. Bring patient records in, such as a CSV import or a C-CDA upload. This doesn't let them read the records afterwards.

• Clinician (Limited)
• Front Desk
• Administrative Staff / All Billing
• Full Access

Put a patient on a clinician's care team. Choose which clinician cares for a patient. The clinician's own role still decides what they can do for that patient.

• Clinician (Limited)
• Administrative Staff / All Billing
• Full Access

Be made a note reviewer. A note reviewer approves or returns colleagues' clinical notes when the clinic requires review.

• Clinician (Limited) with Access Charts on
• Full Access with Access Charts and Licensed provider on

See a patient's last sign-in time. The exact date and time a patient last signed in to their portal account.

• Clinician (Limited)
• Full Access

Scheduling and check-in

See their own schedule. Their own appointments.

• Clinician (Limited)
• Front Desk
• Administrative Staff / All Billing
• Full Access

See every provider's schedule. View all providers' appointments in the Clinic view of the schedule.

• Front Desk
• Administrative Staff / All Billing
• Full Access

When booking an appointment, Administrative Staff / All Billing and Full Access with Licensed provider off can search for any patient in the clinic. Everyone else, including Front Desk, can book only for patients on their own care team.

Check in any patient. Check in patients across the clinic.

• Front Desk
• Administrative Staff / All Billing
• Full Access

A Clinician (Limited) member with Access Charts on can still check in patients on their own care team.

Billing

Use billing. Bill patients and manage the clinic's billable services.

• Clinician (Limited) with Access Billing on
• Front Desk with Access Billing on
• Administrative Staff / All Billing
• Full Access

A Clinician (Limited) member with Access Charts on can also bill patients on their own care team, even without Access Billing.

Running the clinic

Manage clinic settings. Change clinic settings, such as online booking, the patient portal and telehealth.

• Front Desk
• Administrative Staff / All Billing
• Full Access

Invite staff and change their roles. Invite team members and edit anyone's Staff Role and switches, including their own.

• Front Desk
• Administrative Staff / All Billing
• Full Access

See audit records. Read the clinic's compliance records in the read-only audit portal.

• Full Access with Licensed provider off
• Auditor

Good to know

• No Access can't do any of the tasks above.
• Patients have none of these staff permissions.
• This page doesn't fully cover coaches, which some older accounts are. A coach shows as Clinician (Limited) (or Full Access) on My Team. Unless a coach also has billing access, their menu has no Tasks, Forms, Reports or Patient Billing item. Saving any change to a coach's role makes them a clinician.