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.

Getting Started / Permissions Admin and Organization Accounts

The “Admin Permission” is the most powerful permission CentralReach offers, outside of logging in as the main organization account. A user assigned the Admin Permission is referred to as an “Admin account” if they have all permissions turned on, or are in the system Admin permission group.

Unless admin users are logged in with the main organization account’s credentials, they will be unable to perform the following functions as these are only granted specifically to main organization accounts:

  • Share a task template
  • Delete medical records with a locked note
  • Add, edit, or view organization Claim Settings
  • Edit Additional Settings
  • View employees’ history
  • Add, remove, or edit Accepted Insurances and authorization week calculation, and set blackout dates
  • Add Cancellation Reasons and edit Schedule Settings
  • Turn on agreed rates in the Billing module
  • Set up and configure Redshift accounts
  • Set up and configure automated exports (Legacy feature)

Click here to learn how to enable admin permissions.

Permissions Custom Permission Groups

Custom permission groups are permission combinations created and defined by an organization that can be edited at any time. CentralReach recommends custom permission groups to be created based on job descriptions and responsibilities, so employees can be added or removed from the group, depending on their role or when changing roles.

Click here to learn how to create a custom permission group.

Click here to learn how to create custom permission group by duplicating an existing group.

Learn / Permissions Learn Module Permissions

The following permissions can be granted to employees in the  Permissions module, for access to a variety of features in the  Learn module:

  1. Access
    • Basic Access to the  Learn module
  2. Course Groups > Billing Admin
    • Purchase, cancel, or modify a Course Group subscription
  3. Course Groups > Seat Admin
    • Add and remove employees from Course Group seats
  4. Learning Tree > Access Progress Report
    • View all employee’s RBT,  HIPAA, and CEU courses
  5. Learning Trees > Add New
    • Create learning trees or courses and training materials
  6. Learning Trees > Assign to Clients
    • Ability to assign learning trees to Clients
  7. Learning Trees > Assign to Providers
    • Ability to assign learning trees to providers (Employees and Generics)
  8. Learning Trees > Manage Organization Labels
    • Add, edit, or remove organization labels
  9. Learning Trees > Use Organization Labels
    • Add and remove organization labels to and from learning trees
  10. RBT Course > Access
    • Access to the legacy RBT course. Those users not part of Course Groups using the RBT will have access
  11. Sessions > Add New
    • Create new sessions and session groups
  12. Sessions > Manage
    • Sharing of sessions with other users (even if they are not the creator)
  13. Settings > ABC Data Table Creator > Manage Organization Templates
    • Edit the organization’s ABC templates
  14. Settings > Criteria & Prompting Templates > Manage
    • Access to create and Criteria & Prompting Templates
  15. Settings > Note/Instruction Templates > Manage
    • Manage and use Note Templates
  16. Settings > Routines > Manage
    • Access to create and manage Learn Routines
  17. VBMapp > Access
    • View VBMapp assessments for any Clients that they are connected to, that have a VBMapp started
  18. VBMapp > Add New
    • Create new VBMapp assessments. Users can start a new assessment for Clients in their account

Click here for more information on what permissions to assign to Learn Admins.

Click here for more information on what permissions to assign to Learn Managers.

Notes & Forms / Permissions Notes & Forms Permissions

The following permissions can be granted to employees in the  Permissions module, to provide access to create or manage clinical Notes & Forms:

  1. Access
    • Create and complete a note/form for a client or provider
  2. Notes > Goal Creator
    • Create goals and add data directly from the note
  3. Notes Templates > Manage
    • Create, add, delete, and overall manage note and form templates for the organization

Click here to learn how to create a permission group to grant employees access to Notes & Forms.

Permissions / Billing / Timesheets Permission to Manage Employee Timesheets

To manage employee timesheets, you must be connected to the client and the employee, and have the following  Billing module permission enabled, which is granted in the  Permissions module:

  1. Timesheets > Manage Timesheets
    • Manage timesheets on behalf of other employees and Clients in their network. This includes converting appointments and the ability to add/edit timesheets of others until they are locked

Click here to learn how to connect employees.

Click here to learn how to connect an employee to a client.

Billing / Billing / Permissions Permission to View Client’s Rates

Employees with the following  Billing module permission, can view clients’ rates when converting an appointment into a timesheet. This permission can be granted via the  Permissions module, and allows employees to have access to Service Codes and Fee Schedules:

  1. Settings > Manage
    • Access to billing settings, including the ability to see employee pay rates and Client charge rates

Permissions Permissions Explained

The  Permissions module allows the organization account to give their employees access to CentralReach’s modules and features based on the employees’ job type and responsibilities. Permissions control what employees can see and do within their CentralReach account.

At the beginning of implementation, the organization account will be the only one with access to the  Permissions module. Permission to access the  Permissions module is the most powerful permission a user can have, as it directly controls what other users are allowed to see and do in CentralReach. It is CentralReach’s recommendation that permission to access the  Permissions module is kept only for the main organization account, or granted to users who must have complete admin access.

Below is a list of all the permissions that can be enabled or disabled within the  Permissions module, and a short description of what function each permission allows the user to perform.

Billing module

  1. Access
    • Basic access to the  Billing module for creating timesheets
  2. Accrued > Access
    • Access to accrued financial reporting
  3. Billing > Access
    • Access the billing tab
  4. Billing > Create Invoices
    • Access to create invoices from the billing view
  5. Billing > Download
    • Access to export the billing view
  6. Billing > Manage Organization Labels
    • Add, edit, or remove organization billing labels
  7. Billing > Manage Payments
    • Access to create and manage payments
  8. 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 over-billing restrictions
  9. Billing > Recon
    • Access to the billing reconciliation module
  10. Billing > Use organization labels
    • Add and remove organization labels to and from timesheets and payments
  11. Invoices > Access
    • Access to view, manage, and print invoices
  12. Payments > Access
    • Access to the payments module
  13. Receivables > Access
    • Access to the real-time receivables report
  14. Sales > Access
    • Access to the real-time sales
  15. Service Codes > Manage Organization Labels
    • Add, edit, or remove organization service code labels
  16. Service Codes > Use Organization Labels
    • Add and remove organization labels to and from service codes
  17. Settings > Manage
    • Access to the billing settings
  18. Timesheets > Access
    • Access to the timesheets tab
  19. Timesheets > Allow Conversion Modification
    • Ability to modify timesheets while converting them from an appointment
  20. Timesheets > Download
    • Access to export the timesheets tab
  21. Timesheets > Manage Timesheets
    • Manage timesheets on behalf of other employees and clients in their network

Claims module

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

Contacts module

  1. Access
    • Basic access to the  Contacts module
  2. Account > View Invoices/Charges & Payments
    • View organization invoices, charges, and payments that come from CentralReach
  3. Add New > Clients
    • Add clients using the default form, which includes no automation
  4. Add New > Clients Using Custom Forms
    • Add clients using custom client forms which include additional steps and automation
  5. Add New > Employees
    • Add employees using the default form, which includes no automation
  6. Add New > Employees Using Custom Forms
    • Add employees using custom employee forms, which include additional steps and automation
  7. Add New > Generics
    • Add generics using the default form, which includes no automation
  8. Add New > Generics Using Custom Forms
    • Add generics using custom generic forms, which include additional steps and automation
  9. Add New > Providers
    • Add new providers to the system
  10. Contacts > Manage Employees
    • Edit other employees that are in network
  11. Contacts > Manage Meta-Data
    • Edit an employee/client’s meta data
  12. Contacts > Manage Organization Labels
    • Add, edit, and remove organization labels
  13. Contacts > Manage Own Basic Info
    • Allows contact to manage their own basic information/profile
  14. Contacts > Use Organization Labels
    • Add and remove organization labels to and from contacts
  15. Insurance > Manage Verification Details
    • Access to see verification details and to manually update it for Clients
  16. Insurance > Request Verifications
    • Allows initiating eligibility verification requests through partner systems
  17. Utilities > Bulk-Connect Employees & Clients
    • Use the employee-client bulk connection utility
  18. Utilities > Bulk-Connect Employees & Employees
    • Use the employee-employee bulk connection utility
  19. Utilities > Export Contacts
    • Use the export-contacts utility
  20. Utilities > Import Clients
    • Use the client import utility
  21. Utilities > Import Employees
    • Use the employee import utility
  22. Utilities > Manage Meta-Data
    • Manage meta data fields for the organization
  23. Utilities > Manage Organization Forms
    • Add, edit, and remove custom organization contact forms

Files  module

  1. Access
    • Basic access to the  Files module
  2. Authorizations > Access (Basic)
    • Access authorizations tab in billing, with rights to see any authorizations they are a part of
  3. Authorizations > Access (Full)
    • Access authorizations tab in billing, with rights to see all authorizations of people in their organization’s network, as well as authorized amounts
  4. Authorizations > Manage
    • Add, edit, or remove authorizations from files
  5. Authorizations > Manage Templates
    • Manage re-usable authorization templates
  6. Document Management > Classify Documents
    • Classify existing documents using document management templates
  7. Document Management > Manage Templates
    • Add, edit, and remove Document Templates
  8. Document Management > View Report
    • Access to the Document Management Report
  9. File > Download
    • Ability to download files
  10. Files > Manage
    • Edit and delete files that are shared with the grantee
    • This also allows employees to delete authorizations, as authorizations become files
  11. Files > Manage Organization Labels
    • Add, edit, and remove organization labels
  12. Files > Upload
    • Upload files
  13. Files > Use Organization labels
    • Add and remove organization labels to and from files

Human Resources module

  1. Access
    • Basic access to the Human Resources module
  2. Assets > Access
    • Access to view assets
  3. Assets > Manage
    • Access to manage organization assets
  4. Assets > Manage Organization Labels
    • Add, edit, and remove organization labels
  5. Assets > Use Organization labels
    • Add and remove organization labels to and from assets
  6. Benefits > Manage Employees
    • Manage employee benefits
  7. PTO > Access
    • Allow employee to request PTO
  8. Payroll > Run
    • Allow running and exporting payroll
  9. Settings > Manage Employees
    • Manage employee payroll settings
  10. Time Off > Administrator
    • View Time Off requests and related data for all employees
  11. Time Off > Manage Employees
    • Manage Time Off requests for direct reports
Learn module
  1. Access
    • Basic Access to the  Learn module
  2. Course Groups > Billing Admin
    • Purchase, cancel, or modify a Course Group subscription
  3. Course Groups > Seat Admin
    • Add and remove employees from Course Group seats
  4. Learning Tree > Access Progress Report
    • View all employee’s RBT course, HIPAA course, and CEU courses
      • Will display all courses available to employees. Disable to prevent other users from seeing a list of courses
  5. Learning Trees > Add New
    • Create learning trees or courses and training materials
  6. Learning Trees > Assign to Clients
    • Ability to assign learning trees to Clients
  7. Learning Trees > Assign to Providers
    • Ability to assign learning trees to providers (Employees and Generics)
  8. Learning Trees > Manage Organization Labels
    • Add, edit, or remove organization labels
  9. Learning Trees > Use Organization Labels
    • Add and remove organization labels to and from learning trees
  10. RBT Courses > Access
    • Access to the legacy RBT course. Those users not parts of Course Groups, using the RBT will have access
  11. Sessions > Add New
    • Create new sessions and session groups
  12. Sessions > Manage
    • Sharing of sessions with other users (even if they are not the creator)
  13. Settings > ABC Data Table Creator > Manage Organization Templates
    • Edit the organization’s ABC templates
  14. Settings > Criteria & Prompting Templates > Manage
    • Access to create and Criteria & Prompting Templates
  15. Settings > Note/Instruction Templates > Manage
    • Manage and use Note Templates
  16. Settings > Routines > Manage
    • Access to create and manage Learn Routines
  17. VBMapp > Access
    • View VBMapp assessments for any clients that they are connected to, that have a VBMapp started
  18. VBMapp > Add New
    • Create new VBMapp assessments. Users can start a new assessment for clients in their account

Messaging module

  1. Chat > Access
    • Access to use the chat module
  2. Messaging > Access
    • Basic access to the  Messaging module
  3. Messaging > Send To Clients
    • Enables sending messages to Clients
  4. Messaging > Send To Providers
    • Enables sending messages to providers

Notes Features

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

Permissions module

  1. Access
    • Basic access to the  Permissions module
      • Allows users to access the  Permissions module within their CentralReach account
  2. Groups > Manage
    • Allows managing groups & permissions for employees
      • Allows users to add and remove other users from permission groups, and edit the permissions granted in any permission group

Insights module

  1. Access
    • Basic access to the  Insights module
  2. Settings > Manage
    • Use report settings allowing individual report assigning

Scheduling module

    1. Access
      • Basic access to the  Scheduling module
  1. Appointments > Allow Cancelling One-Off
    • Ability to cancel a single appointment
  2. Appointments > Allow Cancelling Recurring
    • Ability to cancel an entire series of a recurring appointment
  3. Appointments > Allow Deleting One-Off
    • Ability to delete a single appointment
  4. Appointments > Allow Deleting Recurring
    • Ability to delete an entire series of a recurring appointment
  5. Appointments > Allow Edit Converted (New)
    • Allows the user to edit previously converted appointments on the schedule
  6. Appointments > Bypass Lock Settings
    • Ability to add/edit appointments without lock-date restrictions
  7. Appointments > Manage Organization Labels
    • Add, edit, and remove organization labels
  8. Appointments > Override Required Credentials
    • Ability to override required credential warnings that are triggered when the primary provider’s credentials do not match the fee schedule’s requirements.
  9. Appointments > Override Authorization Limits
    • Ability to override scheduling warnings that are triggered when authorization limits are reached or exceeded.
  10. Appointments > Use Organization Labels
    • Add and remove organization labels to and from appointments
  11. Settings > Manage Client Availability
    • Access to manage client availability
  12. Settings > Manage Client Locations
    • Ability manage client appointment locations
  13. Settings > Manage Client Settings
    • Ability to configure specific schedule settings for clients
  14. Settings > Manage Employee Appointment locations
    • Access to manage employee specific appointment locations
  15. Settings > Manage Employee Appointment Types
    • Access to manage employee specific appointment types
  16. Settings Manage Employee Appointment Locations
    • Access to manage employee specific appointment locations
  17. Settings > Manage Employee Availability
    • Access to manage employee specific availability
  18. Settings > Manage Employee Permissions
    • Access to manage employee permissions within the schedule settings
  19. Settings > Manage Own Appointment Locations
    • Access to manage own appointment locations
  20. Settings > Manage Own Appointment Types
    • Access to manage own appointment types
  21. Settings > Manage Own Availability
    • Access to manage own availability
  22. Settings > Manage Own Schedule
    • Access to manage own schedule
  23. Settings > Sync Appointment Types
    • Sync appointment types of users that are in network

Click here for Scheduling module permissions explained.

Tasks module

  1. Access
    • Basic access to the   Tasks module
  2. Tasks > Administrator
    • Access tasks of co-workers and clients in network
  3. Tasks > Manage Organization Labels
    • Add, edit, and remove organization labels
  4. Tasks > Manage Settings
    • Access to manage task settings
  5. Tasks > Use Organization Labels
    • Add and remove organization labels to and from tasks

Permissions / Contacts / Permissions Permissions to Manage Connections

Employees with the following  Contacts module permissions can manage contact connections using bulk tools. These permissions can be enabled via the  Permissions module:

  1. Utilities > Bulk-Connect Employees & Clients
    • Use the employee-Client bulk connection utility
  2. Utilities > Bulk-Connect Employees & Employees
    • Use the employee-employee bulk connection utility

Human Resources / Payroll / Permissions Permissions to Manage Payroll

The following permissions can be granted in the  Permissions module, under the Human Resources section, for employees to manage payroll for the organization:

  1. Access
    • Basic access to the Human Resources module
  2. Payroll > Run
    • Allow running and exporting payroll
  3. Settings > Manage Employees
    • Manage employee payroll settings

Click here to learn how to create a custom permission group.

Permissions / Scheduling Scheduling Module Permissions

Employees with the following permissions have various levels of access to the  Scheduling module. These permissions can be enabled via the  Permissions module.

  • (Access): basic access to the  Scheduling module.
  • (Appointments > Allow Cancelling One-Off): ability to cancel a single appointment. Users with this permission can cancel appointments that are no longer occurring.
  • (Appointments > Allow Cancelling Recurring): ability to cancel an entire series of a recurring appointment.
  • (Appointments > Allow Deleting One-Off): ability to delete a single appointment. Users with this permission can cancel an appointment that was incorrectly added to their schedule.
  • (Appointments > Allow Deleting Recurring): ability to delete entire series of a recurring appointment. Users with this permission can cancel a series of recurring appointments incorrectly added to their schedule.
  • (Appointments > Allow Edit Converted): allows the user to edit previously converted appointments on the schedule. Users with this permission can edit their converted timesheet and change information, such as date and time of the appointment.
  • (Appointments > Bypass Lock Settings): ability to add/edit appointments without lock-date restrictions. Users can add new appointments or edit existing appointments after the grace period has expired.
  • (Appointments > Manage Organization Labels): add, edit, and remove organization labels.
  • (Appointments> Override Authorization Limitations): ability to override scheduling warnings that are triggered when authorization limits are reached or exceeded.
    • Please note, this permission is added to the Custom permission group, and is enabled by default. Users with this permission disabled, will receive a warning message and cannot save appointments when trying to schedule an appointment for a client that has reached authorization limits or that has a service code with Place of Service requirements.
  • (Appointments > Override Required Credentials): ability to override required credential warnings that are triggered when the primary provider’s credentials do not match the fee schedule’s requirements.
    • Please note, this permission is added to the Custom permission group, and is enabled by default. Users with this permission disabled will receive a warning message and cannot save appointments when trying to schedule appointments with providers whose credentials do not meet the requirements for the service(s) provided.
  • (Appointments > Schedule Overlapping Appointments): ability to schedule appointments that overlap, or are the same time as previously scheduled appointments.
    • Please note, this permission is added to the Custom permission group, and is on by default. Users with this permission disabled, will receive a warning message and cannot save appointments, when trying to schedule appointments for multiple clients.
  • (Appointments > Use Organization Labels): add and remove organization labels to and from appointments.
  • (Settings > Manage Client Availability): access to manage client availability. The user must be connected to the client.
  • (Settings > Manage Client Locations): ability manage client appointment locations. The user must be connected to the client.
  • (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 their own appointment locations.
  • (Settings > Manage Own Appointment Types): access to manage their own appointment types.
  • (Settings > Manage Own Availability): access manage their own availability.
  • (Settings > Manage Own Schedule): access to manage their own schedule.
  • (Settings > Sync Appointment Types): sync appointment types of users that are in network.

Permissions System Permission Groups

System permission groups are CentralReach’s default permission group combinations. These permission groups cannot be modified by any user or organization.

Click here to learn how to view system permission groups.

Permissions / Tasks Tasks Module Permissions

Employees with the following permissions have various levels of access to the  Tasks module. These permissions can be enabled via the  Permissions module.

  1. Access
    • Gives user access to the  Tasks module
  2. Tasks > Administrator
    • Gives a user access to tasks of co-workers and clients the user is connected to
  3. Tasks > Manage Organization Labels
    • Gives a user the ability to add, edit, and remove organization labels
  4. Tasks > Manage Settings
    • Gives a user the ability to manage task settings
  5. Tasks > Use Organization Labels
    • Gives a user the ability to add and remove organization labels to and from tasks