Permissions

The Permissions Module is represented by the padlock icon, and is the section where user access is assigned or restricted for each employee within the CentralReach organization account.

Permissions Employee Time Off Approval Permission Rights

To be able to view, approve or deny employee time off requests, the user/employee must have one of the following permission rights:

1. Admin – Time Off > Administrator: with this access right, the user will be able to manage time off requests for all the employees in the organization, whether or not the employee reports directly to the user of not.
2. Admin – Time Off > Manage Employees: with this access right, the user will be able to manage time off request for the employees that report to the user.

When a user has one of the permission rights above, their name will appear in the request time off form, as a manager or within a list of managers employees can send the request for time off approval to.

Please note that only the Org Account(s) is able to grant other users in the organization access to the permissions above. To learn more about how to provide permission rights to manage time off, click here.

To learn more how to approve/deny employee time off requests, click here.

Permissions How do I allow staff members to view a clinical note created by another staff?

There are three ways to have staff view view clinical notes created by other providers:

1) As an administrator, you have the option to edit the permissions that each employee has within CentralReach (if you are not an administrator and require any changes made to your permissions you will need to contact your administrator to do so). If you would like an employee to be able to view your clinical notes for feedback purposes, or whatever the case may be, you can edit their billing manager permissions to allow them to do so. For instructions on how to edit an employee’s billing manager permission click here. Keep in mind, if you do give an employee billing manager permissions, not only will they be able to view your clinical notes, they will also be able to view the clinical notes of all employees they are connected with. Additionally, they will be able to view the details of those employees timesheets.

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2) The second way your employee’s can access your clinical notes is through the service audit report. The service audit report allows users the ability to pull service notes from time sheets in bulk, rather that looking at the notes within an individual time sheet. To access the service audit report, the employees will need to navigate to the “Reporting” module by clicking on the bar graph icon at the top of the page and click “Report home”. The service audit report is located under the client section of this page (you may have to scroll down a little).

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From the service audits page the employees can filter down to whatever criteria they’d like. The last column to the right (“Files”) will have a link to the clinical note associated with each designated timesheet entry. If there is no note associated with a designated entry a link will not appear in that column. Keep in mind that the employee will only be able to view the clinical note if they have billing manager permissions or you have shared the file with the employee.

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3) The third way you can allow other employees to view your clinical notes is by sharing your notes with them within the “Files” module. In order to share clinical notes with other employees, you will first need to navigate to the files module by clicking on the briefcase icon located to the left of the $ icon and selecting “All files”. Search for the files you would like to share. You may use any of the filters in order to sort through the resources. When you find the items you want to share, check mark the box to the left of the resource ID and file type. At the top of the list you will see “Share selected”.  Click this box, type in the name of the person to share the document with and click share.   The contacts name will only appear if they are also in network with the client whose file you wish to share.

share notes

 

Updated 4/4/2017

 

Permissions How do I edit my schedule?

In order to edit your schedule, you must first have access to the proper permissions.  The permission that allows employees to be able to add or edit their own schedule is called Manage own schedule.

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Without this permission employees will not have access to update, edit or assign appointments to themselves.

*Note: If the permission group is a system group (indicated by the red letter S to the right of the permission group name), you will not be able to turn on this permission. In this case you will either have to add the employee to one of the permission groups that has the permission already enabled, or create a custom permission group, enable this permission, then add the employee to that permissions group. More information on system and custom permissions group can be found here.

Last Updated: 3/30/2017

Permissions How do I give Employees access to the Payroll Module

Granting an employee access to the Payroll Module means that they will be able to view and/or manage payroll information for your organization. To grant permission, navigate to the permissions module (the ‘lock’ icon in your navigation bar)

**Please note that only organizational accounts or those with permissions from the org account will have access to the permissions module. If you do not not see this icon to make permissions updates, please contact your administrator.

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From the new screen, navigate to the Permission Group that you would like to have access to the Payroll Module.

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Click on the permissions tab, and click on the X that appears between Payroll – Access Basic.

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This will allow all of the Employees within this Permission Group to access $ > Payroll.

 

Permissions How do I give employees permission to view/manage their calendar?

To give an employee permission to view and/or manage their schedule:

  1. Navigate to Scheduling , then Settings.
  2. Click on Employee Permissions .
  3. Within the “Employees Who Can View/Manage” column select the employee(s) who will be receiving access.
  4. Within the “Choose Who They Can View/Manage” column select all employees who’s calendars they should have access to.

Apply view & manage permissions – Allows the employee(s) in the left column to view and edit the calendar(s) for the employee(s) in the right column.

Apply view only permissions – Allows the employee(s) in the left column to view the calendar(s) for the employee(s) in the right column.

Once you’re ready to make your changes final, click Setup Schedule Permissions.

 

Permissions How do I learn about all the Learn Permissions in the permission module?

This article will give a brief summary of what each permission in the Permission module does, specifically in the Learn and Notes permission groups.

Learn

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Create New Learning Trees:   This permission must be enabled for users to create clinical learning trees or courses and training materials.  Users will have the blue plus sign in the learning tree folder if this is enabled.

Create New Sessions:  This permission must be enabled for users to have access to create a new session in Learn.  Users will have the blue plus sign in the session folder if this is enabled.

Learn Manager:  This permission is for higher up staff members.  This permission allows the sharing of sessions with other users (even if they are not the creator), it allows managing note templates, and it allows managing routines.

Manage Learning Tree-specific Organizational Labels:  Having this permission enabled allows users to add/remove labels from learning trees.

Manage Organization Labels:  This permission allows users to make and edit organizational labels.  It also allows users to add and remove organizational labels.

Access > Routines:  Having this permission enabled gives users access to create and use Learn Routines.  Users will have Routines in their Learn dropdown, and will be able to create and manage.

Access> Course Report: Users with this permission can see the progress of any employee who has a course through the course group bundle.  They can not look through the course itself, but can view progress of any employee they are connected with.

Access > RBT Course:  Having this permission enabled gives users access to the legacy RBT course.  Those users not parts of Course Groups using the RBT will have access.

Course Billing Admin:  This allows a user to purchase, cancel, or modify a Course Group subscription.

Course Report Admin:  This allows a user to view all employee’s (that they’re connected to) RBT course, HIPAA course, and CEU courses in Learn > Courses & Trainings.

Course Seat Admin:  This allows a user to add and remove employees from Course Group seats.

Access > VB-Mapp:  Having this permission allows users to view VB-Mapp assessments for any clients that they are connected to, that have a VB-Mapp started.

Create VB-Mapp Assessments:  Having this permission enabled allows users to create new VB-Mapp assessments.  Users can start a new assessment for clients in their account.

Notes

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Access > Basic:  Having this permission enabled gives users the ability to complete a note/form for a client or provider.  The user can begin a new note from the provider/client profile page.

Manage Notes Templates:  Having this permission enabled gives users the ability to create, add, delete, and overall manage note and form templates for the organization.

 

Permissions How do I permission employees to manage connections?

Employees are given the ability to manage contact connections using bulk tools through the Permissions Module.  Users can use a default group suggested by CentralReach or create a custom group specific to their organization.  Standard groups are non-editable, where custom permissions groups are set by the organization. These are the two permissions you would need to bulk connect contacts.

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Permissions How do I Review Employee Permissions

After you have created employee permission groups and applied them to specific employees, there is an easy way to review employee permissions in CentralReach from the admin account or from an account with access to the Permissions module.

At the top of the Permissions page, there is a button named Review Employee Permissions. Selecting that button will bring you to a page to search for a specific employee. Once you have searched for an employee, the permissions will populate below. To find specific permissions, there is a search bar that will locate a permission by keyword (for example to see if an employee has files access, type in Files, and only permissions with that keyword will show below). There is also a toggle button to the right of the keyword search bar that when toggled on, will allow you to see only the granted permissions for that employee. Utilizing this toggle makes it much easier to view all permissions for an employee.

For each permission, there is an arrow that, when selected, will allows you to View Group Membership. Selecting this arrow allows you to view how that employee has that specific permission, as well as other groups that have that permission as well.

If you wish to remove the employee from a specific permission from this page, select the link of the permission name. Doing so will take you to the Permission Group, where you can remove, or add, employees to the group as you normally would. Selecting the link to the other groups with this permission would allow you to add an employee to that Permission Group directly from this page as well.

Utilize this review tool to quickly audit what employees have which permissions, and how they have that access.

Permissions How do I see all of the billing entries that the organization account sees?

When performing billing duties, if you notice that you do not have access to certain clients’ billing information you want to first ensure that you are connected to both that client as well as the employee via the Contacts module. Once both of these connection have been established, you will need to ensure that you have the Manage > Employee timesheets (formerly “Biller”) permissions

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**Please note that only staff with admin rights or those logged into the org account will be have access to the permissions module by default. Please contact your administrator to perform the steps outlined above if you are not authorized for the permissions module.

Permissions How do I see client rates when converting appointments?

Due to the permission settings, you, or an employee within your organization may see the client rates when converting an appointment into a timesheet:

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This field is determined by the Access > Settings permission within the BillingManager section of the permission group that the employee is in. Turning this on will allow an employee to have access to the billing settings of the organization account ( $ > Settings), including having access to all service codes, fee schedules, and hence, being able to view client and employee rates.

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Permissions How do I set up employee permissions based on their job roles?

You can build custom permissions for employee groups in CentralReach. This applies to groups such as BCBAs, Clinical Directors, billing staff, and more. To begin, navigate to the Permissions module by clicking on the lock-pad icon.

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Next, select a pre-configured permission group to copy and modify. Any permission group with a red “S” next to it is a pre-configured template as their permissions are pre-set. Because you will be customizing your own template, you can select any of these system permissions to get started.

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Select Copy This Template to make a customizable copy.

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You will now have Copy of [name] as the name of your copy group. Rename your new template and add an optional description.

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Then, head over to the Permissions tab and select each permission you would like this group to have. For a list of all permissions, click here. When you’re satisfied with your selections, hit Save.

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To add a user to this group, click on the Add User tab, check the box next to each employee’s name, and select Add Users.

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To make your group default so that any newly created employee automatically gets these permissions, click on the Edit tab and select Make Default Employee Group. Make sure to click Save when you’re done!

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Last Updated: 4/4/2017

Permissions How do I understand billing permissions?

Granting an employee billing permissions means that they will have access to the billing module. If they are billing admins, then they will have access to view and/or manage billing functions in the billing module. To grant permission, navigate to the permissions module (the ‘lock’ icon in your navigation bar)

**Please note that only organizational accounts or those with permissions from the org account will have access to the permissions module. If you do not not see this icon to make permissions updates, please contact your administrator.

CentralReach offers “System”permission forms and also allows you to create your own “Custom” forms.
The “Employee” System permission does not grant Billing access automatically. To do it, create a new permissions form. Click on New Group, assign it a name and a description and then click on save.

Click on the Permissions tab, select the type of billing permissions you would like for this group by clicking on the red icon. Once you select it, it will switch to a green check mark meaning that permission is now part of the group. To read a description of each permission, put your mouse over the permission and a description will appear.

Add a billing administrator by selecting “billing admin” group. 

Lastly, add the employee on the “Add User” tab. Type their name into the search field. Billing admins can manage timesheet entries, create invoices, etc.

Permissions Permissions Explained

Updated 08/31/2017

Below is a list of all the permissions within CentralReach.  They are organized by module and list out the individual permissions available to be assigned to each user.  Below each permission is a short description of what function each permission allows the user to perform.

Billing

  • Access
    • Basic access to the billing module for creating timesheets
  • Accrued > Access
    • Access to accrued financial reporting
  • Billing > Access
    • Access the Billing tab
  • Billing > Create Invoices
    • Access to create invoices from the billing view
  • Billing > Download
    • Access to export the billing view
  • Billing > Manage Organization Labels
    • Add, edit, or remove organization billing labels
  • Billing > Manage Payments
    • Access to create and manage payments
  • Billing > Manage Timesheets
    • Manage timesheets on behalf of other employees and clients in their network. This includes converting appointments, being able to add/edit timesheets of others, see billed rates, as well as override authorization overbilling restrictions
  • Invoices > Access
    • Access to view, manage, and print invoices
  • Payments > Access
    • Access to the payments module
  • Receivables > Access
    • Access to the real-time receivables report
  • Sales > Access
    • Access to the real-time sales
  • Service Codes > Manage Organization Labels
    • Add, edit, or remove organization service code labels
  • Service Codes > Use Organization Labels
    • Add and remove organization labels to and from service codes
  • Settings > Manage
    • Access to the billing settings
  • Timesheets > Access
    • Access to the timesheets tab
  • Timesheets > All Conversion Modification
    • Ability to modify timsheets while converting them from an appointment
  • Timesheets > Download
    • Access to export the timesheets tab
  • Timesheets > Manage Timesheets
    • Manage timesheets on behalf of other employees and clients in their network

Claims

  • Access
    • Basic access to the Claims module
  • Claims > Create
    • Create claims from the billing view
  • Claims > Manage Organization Labels
    • Add, edit, and remove organization claims labels
  • Claims > Use Organization Labels
    • Add and remove organization claim labels to and from claims
  • Settings > Manage
    • Add, edit, or delete claim insurance settings

Contacts

  • Access
    • Basic access to the Contacts module
  • Account > View Invoices/Charges & Payments
    • View organization invoices, charges and payments that come from CentralReach
  • Add New > Clients
    • Add clients using the default form which includes no automation
  • Add New > Clients Using Custom Forms
    • Add clients using custom client forms which include additional steps and automation
  • Add New > Employees
    • Add employees using the default form which includes no automation
  • Add New > Employees Using Custom Forms
    • Add employees using custom employee forms which include additional steps and automation
  • Add New > Generics
    • Add generics using the default form which includes no automation
  • Add New > Generics Using Custom Forms
    • Add generics using custom generic forms which include additional steps and automation
  • Add New > Providers
    • Add new providers to the system
  • Contacts > Manage Employees
    • Edit other employees that are in network
  • Contacts > Manage Meta-Data
    • Edit an employee/client’s meta data
  • Contacts > Manage Organization Labels
    • Add, edit and remove organization labels
  • Contacts > Use Organization Labels
    • Add and remove organization labels to and from contacts
  • Utilities > Bulk-Connect Employees & Clients
    • Use the employee-client bulk connection utility
  • Utilities > Bulk-Connect Employees & Employees
    • Use the employee-employee bulk connection utility
  • Utilities > Export Contacts
    • Use the export-contacts utility
  • Utilities > Import Clients
    • Use the client import utility
  • Utilities > Import Employees
    • Use the employee import utility
  • Utilities > Manage Meta-Data
    • Manage meta data fields for the organization
  • Utilities > Manage Organization Forms
    • Add, edit, and remove custom organization contact forms

Files

  • Access
    • Basic access to the files module
  • Authorizations > Access (Basic)
    • Access authorizations tab in billing, with rights to see any authorizations they are a part of
  • Authorizations > Access (Full)
    • Access authorizations tab in billing, with rights to see all authorizations of people in their organizations network, as well as authorized amounts
  • Authorizations > Manage
    • Add, edit, or remove authorizations from files
  • Authorizations > Manage Templates
    • Manage re-usable authorization templates
  • Document Management > Classify Documents
    • Classify existing documents using document management templates
  • Document Management > Manage Templates
    • Add, edit, and remove Document Templates
  • Document Management > View Report
    • Access to the Document Management Report
  • Files > Manage
    • Edit and delete files that are shared with the grantee
  • Files > Manage Organization Labels
    • Add, edit, and remove organization labels
  • Files > Upload
    • Upload files
  • Files > Use Organization labels
    • Add and remove organization labels to and from files

Learn

  • Access
    • Basic Access to the Learn module
  • Course Groups > Billing Admin
    • Purchase, cancel, or modify a Course Group subscription
  • Course Groups > Seat Admin
    • Add and remove employees from Course Group seats
  • Learning Tree > Access Progress Report
    • View all employee’s RBT course, HIPAA course, and CEU courses
  • Learning Trees > Add New
    • Create learning trees or courses and training materials
  • Learning Trees > Manage Organization Labels
    • Add, edit, or remove organization labels
  • Learning Trees > Use Organization Labels
    • Add and remove organization labels to and from learning trees
  • Sessions > Add New
    • Create new sessions and session groups
  • Sessions > Manage
    • Sharing of sessions with other users (even if they are not the creator)
  • Settings > ABC Data Table Creator > Manage Organization Templates
    • Edit the organization’s ABC templates
  • Settings > Criteria & Prompting Templates > Manage
    • Access to create and Criteria & Prompting Templates
  • Settings > Note/Instruction Templates > Manage
    • Manage and use Note Templates
  • Settings > Routines > Manage
    • Access to create and manage Learn Routines
  • VBMapp > Access
    • View VBMapp assessments for any clients that they are connected to, that have a VBMapp started
  • VBMapp > Add New
    • Create new VBMapp assessments. Users can start a new assessment for clients in their account

Messaging

  • Chat > Access
    • Access to use the chat module
  • Module > Access
    • Basic access to the messaging module

Notes

  • Access
    • Create and complete a note/form for a client or provider
  • Notes Templates > Manage
    • Create, add, delete, and overall manage note and form templates for the organization

Payroll

  • Access
    • Basic access to the payroll module

Permissions

  • Access
    • Basic access to the permissions module
  • Groups > Manage
    • Allows managing groups & permissions for employees

Reporting

  • Access
    • Basic access to the reporting module
  • Settings > Manage
    • Use report settings allowing individual report assigning

Scheduling

  • Access
    • Basic access to the scheduling module
  • Appointments > Allow Cancelling One-Off
    • Ability to cancel a single appointments
  • Appointments > Allow Cancelling Recurring
    • Ability to cancel entire series of a recurring appointment
  • Appointments > Allow Deleting One-Off
    • Ability to delete a single appointment
  • Appointments > Allow Deleting Recurring
    • Ability to delete entire series of a recurring appointment
  • Appointments > Allow Edit Converted (New)
    • Allows the user to edit previously converted appointments on the schedule
  • Appointments > Manage Organization Labels
    • Add, edit, and remove organization labels
  • Appointments > Use Organization Labels
    • Add and remove organization labels to and from appointments
  • Settings > Manage Client Availability
    • Access to manage client availability
  • Settings > Manage Client Locations
    • Ability manage client appointment locations
  • Settings > Manage Client Settings
    • Ability to configure specific schedule settings for clients
  • Settings > Manage Employee Appointment locations
    • Access to manage employee specific appointment locations
  • Settings > Manage Employee Appointment Types
    • Access to manage employee specific appointment types
  • Settings Manage Employee Appointment Locations
    • Access to manage employee specific appointment locations
  • Settings > Manage Employee Availability
    • Access to manage employee specific availability
  • Settings > Manage Employee Permissions
    • Access to manage employee permissions within the schedule settings
  • Settings > Manage Own Appointment Locations
    • Access to manage his/her own appointment locations
  • Settings > Manage Own Appointment Types
    • Access to manage his/her own appointment types
  • Settings > Manage Own Availability
    • Access manage his/her own availability
  • Settings > Manage Own Schedule
    • Access to manage his/her own schedule
  • Settings > Sync Appointment Types
    • Sync appointment types of users that are in network

Tasks

  • Access
    • Sync appointment types of users that are in network
  • Tasks > Administrator
    • Access tasks of co-workers and clients in network
  • Tasks > Manage Organization Labels
    • Add, edit, and remove organization labels
  • Tasks > Manage Settings
    • Access to manage task settings
  • Tasks > Use Organization Labels
    • Add and remove organization labels to and from tasks

Permissions / Human Resources / Request Time Off Provide Permission to Manage Employee Time Off

The Org Account can grant other employees access to manage time off requests.

To provide employees permission to manage time off requests:

1. Navigate to the Permissions Module .
2. Select the permission group you want to grant access to manage time off requests or create a new group for this permission.
3. Click the Permissions tab.
4. Click Human Resources .
5. If you want to grant the permission group complete access to manage all the employees time off within the organization, click the x Gray button on the right hand side of the Time Off > Administrator permission right, and turn it to a Green Check-Mark.
6. If you want to grant the permission group access to manage employees time off only for their direct reports, click the x Gray button on the right hand side of the Time Off > Manage Employees permission right, and turn it to a Green Check-Mark.

To learn how to review employee time off, click here.
To learn how employees request time off, click here.