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  3. Managing practitioners and office staff

Understanding Office staff permissions

  • Permissions determine what actions Office staff can perform when logged into ClinicSense
  • Configuring these permissions ensures that staff members have the access they need to perform their tasks effectively, while also protecting sensitive information
  • Continue reading for more information

Contents

About permissions

  • Permissions are a powerful tool for managing your practice
  • Like any powerful tool, they can sometimes be complex
  • Many permissions depend on one another
  • Two (or more) permissions may be required to perform a single function in the system
  • If you have any questions about permissions, feel free to submit a support request

Make Account Administrator

This permission is related to the management of your practice.

Is Practice Administrator

  • Active: Will have full access to all features and settings in ClinicSense, except for removing the super administrator and changing subscription/payment information; this is usually meant for a practice's co-owner or manager(s); deactivating any other permission will remove administrator status
  • Inactive: Will need individual permissions to access specific features

Practitioners

These permissions are related to the management of Practitioner profiles.

View practitioners

Change practitioners

  • Active: Office staff can update details of practitioners’ profiles including their about information, hours, services, and online scheduling settings. They will not be able to change their account access, email address, or permissions.
  • Inactive: Only administrators will be able to edit profiles of other practitioners.

Add / remove practitioners

  • Active: Practice administrators can add or remove practitioners. Functions as an indicator that practice administrators have the ability to do this.
  • Inactive: Practice administrator permission will be revoked.

Office Staff

These are permissions related to the management of office staff profiles.

Change own office staff profile

  • Active: From Setup → Office Staff, office staff can edit their first and last names and view their current permissions, but cannot change them. They can also view but not change their email address.
  • Inactive: Office staff will only view their first name and last name and need administrative assistance to make any changes.

View office staff profiles

  • Active: Office staff can see the profiles of all office staff
  • Inactive: Office staff will only see their own profile. Consequently, they will also not be allowed to change other office staff profiles.

Change office staff profiles

  • Active: Office staff can update the name and email addresses of other office staff. They will also be able to change other office staff permissions .
  • Inactive: Only administrators will be able to edit profiles of other office staff

Add / remove office staff

  • Active: Practice administrator can add or remove office staff. Functions as an indicator that practice administrators have the ability to do this.
  • Inactive: Practice administrator permission will be revoked

Appointments

Permissions related to managing appointments.

Add & edit appointments

  • Active: Office staff can manage schedules for practitioners including adding, cancelling, or rescheduling appointments.
  • Inactive: Office staff will not be able to add or edit appointments. Consequently, they will not be able to add & edit appointments in the past. Office staff will still have access to view the calendar for any practitioner.

Add & edit appointments in the past

  • Active: Office staff can add or modify records for past appointments
  • Active: Past appointments will be unchangeable

Clients

Permissions related to client files and information.

View client contact information

  • Active: Office staff can access client contact details including phone numbers, emails, addresses, etc.
  • Inactive: Office staff will not be able to see any client contact information. Consequently, they will not be able to make any changes to the client contact information.

Edit client contact information

  • Active: Office staff can update fields within client contact forms
  • Inactive: Office staff will not be able to make any changes to client contact information

View client treatment notes

  • Active: Office staff can read the treatment notes recorded by practitioners
  • Inactive: Office staff will not be able to access client treatment notes. Consequently preventing them from editing them as well.

Edit client treatment notes

  • Active: Office staff can update or create new versions of treatment notes
  • Inactive: Office staff will not be able to make any changes to treatment notes

View client forms

  • Active: Office staff can access and view forms filled out by clients
  • Inactive: Office staff will not be able to view any client forms

Edit client forms

  • Active: Office staff can update, send, or fill out new client forms
  • Inactive: Office staff will not be able to make any changes to client forms

View client memos

  • Active: Office staff can view memos attached to client files
  • Inactive: Office staff will not be able to access client memos

Edit client memos

  • Active: Office staff can create new or update existing memos within client files
  • Inactive: Office staff will not be able to make any changes to client memos

View client uploads

  • Active: Office staff can download documents uploaded to client files
  • Inactive: Office staff will not be able to view any client uploads

Add & remove client uploads

  • Active: Office staff can upload new documents and remove/rename existing ones from client files
  • Inactive: Office staff will not be able to add or remove any files in client profiles

Remove clients

  • Active: Office staff can delete client profiles from the system
  • Inactive: Office staff will not be able to delete any client profiles

Export client list

  • Active: Office staff can export the entire client list from the Clients page
  • Inactive: Office staff will not be able to export client data

Invoices

Permissions related to managing invoices.

View invoices

  • Active: Office staff can see the Invoice tab for practitioners’ appointments. They can also print and email invoices
  • Inactive: Office staff is unable to see the invoice tab of any appointments. Consequently, editing invoices or adding/refunding payments is not possible

Edit invoices

  • Active: Office staff can change the cost of a service, add line items, discounts, and promotions to an invoice
  • Inactive: Payment management is restricted

Add & edit payments

  • Active: Office staff can add or refund payments to invoices
  • Inactive: Payment management is restricted for

Communication

Permissions related to communication tools.

View email newsletters

  • Active: Office staff can view newsletters sent to clients as well as drafted communications
  • Inactive: Marketing → Email Newsletters page is not accessible

Send email newsletters

  • Active: Office staff can launch a new email campaign or send an existing draft.
  • Inactive: Email marketing is restricted

Edit birthday emails

  • Active: Office staff can enable/disable the birthday campaign including the subject line, when to send, promo code, and design of the email. This campaign will require the permission “View promo codes” be enabled.
  • Inactive: Marketing → Birthday Campaigns page is hidden

Edit wellness check-ins

  • Active: Office staff can enable/disable the win-back campaign including the subject line, when to send, promo code, and design of the email. This campaign will require the permission “View promo codes” be enabled.
  • Inactive: The Marketing → Win-Back Campaigns page will not be accessible

Edit availability summary

  • Active: Office staff can enable/disable the availability campaign including the subject line, when to send, whose availability to include, and design of the email.
  • Inactive: The Marketing → Availability Campaign page will not be visible

Edit client referrals

  • Active: Office staff can can enable/disable the referral campaign including the subject line, when to send, and design of the email.
  • Inactive: Marketing → Referral Campaign will be restricted

Edit Google reviews

  • Active: Office staff can enable/disable the Google Reviews Booster campaign including the subject line, when it’s sent, who will participate and the Google My Business profile URL.
  • Inactive: Practitioner/office staff will not be able to access the Marketing → Google Reviews Booster page

Sales

Permissions related to managing gift certificate or package sales.

View gift certificates

  • Active: Office staff can active and redeemed gift certificates
  • Inactive: Sell → Gift Certificates page is not accessible. Practitioners and office staff will still be able to see if an invoice was paid for using a gift certificate.

Sell gift certificates

  • Active: Office staff can sell new gift certificates
  • Inactive: Gift certificate sales are restricted

View packages

  • Active: Office staff can view and delete available service packages as well as view a history of all package sales
  • Inactive: Package details are hidden and will not be visible during the payment process for invoices

Sell packages

  • Active: Office staff can sell packages to clients as well as create new packages
  • Inactive: Package sales are restricted

View promo codes

Add and delete promo codes

  • Active: Office staff can create, edit or remove promo codes
  • Inactive: While visible promo code management is restricted

Setup

Permissions related to the practice setup and configuration

Edit practice location.

  • Active: Office staff can update the address, contact details, and other location-specific information within Setup → Location
  • Inactive: Only administrators can modify practice location details

Edit services

  • Active: Office staff can change the list of services offered by the practice including the about information, online scheduling settings for the service, practitioners that offer the service, and the forms that are required.
  • Inactive: Service management is restricted to administrators

Add & remove services

  • Active: Office staff can add new services and removing existing ones
  • Inactive: Only administrators can add or remove services

Edit settings

Reports

Permissions related to viewing various reports within the system

View revenue report

  • Active: Office staff can see the revenue generated by the practice
  • Inactive: The Reports → Revenue page will be hidden

View sales tax report

  • Active: Office staff can access sales tax details for the practice
  • Inactive: The Reports → Sales Tax details are hidden

View appointment report

  • Active: Office staff can track appointment metrics for the practice
  • Inactive: The Reports → Appointments page will be hidden

View payments report

  • Active: Office staff can access payment metrics for the practice
  • Inactive: The Reports → Payments page will not be accessible

View receivables report

View win-back report

  • Active: Office staff can track the effectiveness of win-back campaign
  • Inactive: The Reports → Win-back campaign details are hidden

View reminder report

  • Active: Office staff can track the effectiveness of reminder messages sent to clients
  • Inactive: The Reports → Reminder campaign details are hidden

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