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Security Role Permissions Matrix

Cliniko has a few security roles that make it easy to set a user to access what they need, while restricting them from what they don't.  If you want a full break down of what exactly a particular security role does though, have a look over the following tables.

Appointments
  Scheduler Receptionist Practitioner Bookkeeper Power Receptionist Administrator
View  
Create  
Edit  
Delete  
Patients
  Scheduler Receptionist Practitioner Bookkeeper Power Receptionist Administrator
View (Basic Details only)   ✓  ✓ 
Create   ✓  ✓ 
Edit   ✓  ✓ 
Send SMS Messages  
Archive/Activate     ✓  ✓ 
Delete         ✓  ✓ 
Patient File Attachments
  Scheduler Receptionist Practitioner Bookkeeper Power Receptionist Administrator
 Upload    
View List (Names only)     
View Files        
Update File Description       ✓ 
Delete Own Files       ✓ 
Delete All files         ✓ 
Announcement Messages
  Scheduler Receptionist Practitioner Bookkeeper Power Receptionist Administrator
View, Edit and Delete Messages
Comment on Messages 
User Information
  Scheduler Receptionist Practitioner Bookkeeper Power Receptionist Administrator
View their own details ✓ 
Edit their own details
Add/Edit/View other users          
Invoices
  Scheduler Receptionist Practitioner Bookkeeper Power Receptionist Administrator
View  
Create   ✓ 
Edit       ✓ 
Delete      
Payments
  Scheduler Receptionist Practitioner Bookkeeper Power Receptionist Administrator
 View  
Create   
Edit       
Delete      
Products
  Scheduler Receptionist Practitioner Bookkeeper Power Receptionist Administrator
View  
Edit   
Create   
Adjust Stock Level   
Delete       
Expenses
  Scheduler Receptionist Practitioner Bookkeeper Power Receptionist Administrator
View   1 1
Create  
Edit    ✓1 1 
Delete      

1Can only view/edit expenses they have created themselves, not expenses anyone else has created.

Contacts
  Scheduler Receptionist Practitioner Bookkeeper Power Receptionist Administrator
View  ✓  
Create    
Edit    
Delete        
Communications
  Scheduler Receptionist Practitioner Bookkeeper Power Receptionist Administrator
 View     ✓ 
Medical Alerts
  Scheduler Receptionist Practitioner Bookkeeper Power Receptionist Administrator
View/Edit Create/Delete        
Treatment Notes

Keep in mind that in order to create Treatment notes, you need your user account to be set to "Is a practitioner", which is a separate setting to the security role.  Administrators who are not a "Practitioner" will be able to see treatment notes, but not create them.

  Scheduler Receptionist Practitioner Bookkeeper Power Receptionist Administrator
View/Create own notes        
View all Notes     2
   
Edit own Draft notes        
Delete          

2The Administrator can set whether Practitioners can view all treatment notes or only their own treatment notes via Settings -> General

Letters
  Scheduler Receptionist Practitioner Bookkeeper Power Receptionist Administrator
Create    ✓   ✓ 
View/Edit own letters   ✓    ✓ 
View/Edit all letters   3 3   3 
Delete letters          

3The Administrator can set whether practitioners, receptionist and power receptionists can view all letters or only their own letters via Settings -> General

Recalls

  Scheduler Receptionist Practitioner Bookkeeper Power Receptionist Administrator
Add Recall type        
Edit Recall type        
Delete Recall type        
Add Recall to patient ✓  ✓   

Edit Recall on patient ✓   ✓  

Delete Recall on patient        
Mark patient as Recalled ✓  ✓   ✓   ✓ 
Reports
  Scheduler Receptionist Practitioner Bookkeeper Power Receptionist Administrator
Appointment Schedule  
Missed Appointments    
Upcoming Birthdays      
Patients without upcoming appointments      

Patients By Total Invoiced      

Daily Payments  
Payment Summary      
Outstanding Invoices    
Practice Revenue        
Practitioner Revenue     4  
Expenses      
Recalls  ✓ ✓    ✓  ✓ 
Referral Sources        
Patients Marketing        
Appointments Marketing        

4Practitioners can only run a Practitioner Revenue report for themselves.

Data Exports
  Scheduler Receptionist Practitioner Bookkeeper Power Receptionist Administrator
Products        
Invoices (and invoice items)        
Payments        
Expenses        
All other exports          
Settings
  Scheduler Receptionist Practitioner Bookkeeper Power Receptionist Administrator
Import Patients, Contacts, and Products        
Account General Settings        
Appointment Reminders        
Appointment Types        
Billable Items      
Business Information        
Online Bookings        
Concession types        
Documents and Printing        
Integrations        
Invoice Settings        
Letter Templates        
Payment Types      
Referral Sources        
SMS Settings        
Subscription        
Taxes      
Treatment Note Templates        
Users and Practitioners          
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Comments

  • Avatar
    Patricia

    permissions for 'Contacts' are missing on this list.

  • Avatar
    Jim Sadusky

    Corrected.  Thanks for pointing out Patricia!

  • Avatar
    Brigid Linden

    I would really appreciate the ability to control the specific abilities and access levels for my receptionists.  For our clinic, reception role isn't enough, but power receptionist has too much access.  Surely we should have the ability to tick the box for the tasks that we would like our receptionists to have access to, and if people choose not to allocate specific access levels then it could default to your suggestions?

  • Avatar
    La Donna Stancliffe-Deans

    So the receptionist role is a different access to the practioner ? Woukd I have to pay to have the division of the roles ? At the moment we use my sign in then the receptionist uses the program. How do I get a separate operation for the reception ? A bit confused :(

  • Avatar
    Jim Sadusky

    La Donna - You can create different user accounts in Settings -> Users & Practitioners.  Each user has a security setting (as described in this matrix) to do what they need.

    You only need to increase your plan if you are adding additional practitioners.

    Brigid - We have had quite a few discussions on this topic, and I think a granular security setting is in the future.  However it would be a HUGE change from how security is done currently, and touch literally every aspect of the software, so it's still a long ways off to make that type of change.  Sorry!

  • Avatar
    Dr. Derek Lee

    Jim, with the "scheduler" or "receptionist" roles, is it possible to give them access to only one clinic in a multiple clinic practice? 

  • Avatar
    Bart Lewis

    @Derek, I'm afraid not currently. They would have access to all the locations. 

  • Avatar
    as530

    I would definitely second the request to be able to set exactly which rights the different users have - these roles are not suitable for what i need my staff to do - either too little or too much access to functionality! Setting the various rights in terms of a user interface would be easy - just present the table as above, name your users at the top, and check the relevant boxes. Obviously the underlying functions would be more difficult to deal with in terms of the software, but I think it would be extremely useful. You could of course keep these as pre-defined roles, and offer more granular settings as an "advanced" optional functionality.

  • Avatar
    Laura Saul

    I would like my Power Receptionist to be able to view all letters.  Sometimes we get a call from a GP or a hospital needing an update on a patient- usual practice would be to send out a recent letter.  I need my Receptionist to be able to view letters and send these out. 

  • Avatar
    Dr. Derek Lee

    Since many are making suggestions, I'd like a scheduler or receptionist to have access to only specific clinics in a multi-office practice.  I'm probably the only one with this issue but I'm putting it out there!  :)

  • Avatar
    Jim Sadusky

    It's unlikely we will make further changes to the existing security roles at this point - they work very well for many clinics.  However as I mentioned earlier this month, we're eventually going to look to add functions to allow you to set your own roles and permissions.  However as it is a very big change to how we've done security in the past, it will still be a ways off - thanks to all for the feedback!

  • Avatar
    Darin Blanchette

    Hi,

    Firstly, great work on this solution.  Very impressed indeed.

    I agree with Derek here.  Restricted scheduler and reception access to a specific clinic in a multi clinic business is an important factor in business. The application promotes multi clinic / businesses. However, I can't see any benefit for a Scheduler or Receptionist located in another State of Australia to access all clients nationally.

    Please keep us in the loop if Cliniko position changes here and the feature request is added to the product roadmap. I'm sure there are plenty of potential clients who would consider paying extra for this, as and extra module, to help help fast track the development cost and access to this feature. It was the only missing feature that has stopped our business investing this solution.

  • Avatar
    Dr. Derek Lee

    I'd also like to suggest that for multi-clinic practices, it would be better to have separate online booking url's for each clinic.  Currently, I only use the online booking function for 1 clinic because I don't want my patient's at my other clinics to know pricing/services information at my other clinics.  The online booking function works very well but it's too bad I can't use it for every clinic. 

    I hope this is a part of a future upgrade.

  • Avatar
    sonia

    As your support staff know in order for me to subscribe to this software I need to be able to customise the security settings for my staff. It appears I am not alone with needing to manage the access staff have to my IP and business assets. Levels of security are important especially when employing locums. I also have multiple locations so I want to be kept abreast of updates in this area. Sonia

  • Avatar
    Marsha

    It would be helpful if Practitoners could have access to altering treatment note templates themselves.

  • Avatar
    Oscar Yildirim

    It would be great for practitioners to generate their own "Patients without upcoming appointments" report so they can follow up on their own patients who have dropped off treatment plans. At the moment only a receptionist, power receptionist or administrator has access to a general report. It would be a huge plus for all physio, chiro or massage businesses. 

  • Avatar
    Cathie Beach

    Wondering if this issue has had any further developments? I need receptionists to be able to edit invoices but not have the full access of a Power Receptionist.

  • Avatar
    Hily

    Does the practitioner role have the ability to view ALL the practice revenue by ALL practitioners using the "Patients By Total Invoiced" report?

  • Avatar
    Lisa Jane Malherbe

    I agree - allowing receptionists role to edit invoices/payments would be great!

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