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.

Learn / Permissions Clinical Module Permissions

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

  1. Access
    • Basic Access to the Clinical module.
  2. (CR Assessments > Primary Assessor)
    • Create, view, edit, score, and finalize ABLLS-R | AFLS assessments as well as create and view reports.
  3. (CR Assessments > Secondary Assessor)
    • View and collect scores for ABLLS-R | AFLS assessments, as well as view, finalized reports.
  4. (CR Assessments > Reviewer)
    • View Client ABLLS-R | AFLS assessments, as well as view, finalized reports.
  5. Learning Tree > Access Progress Report
    • View all employee’s RBT,  HIPAA, and CEU courses.
  6. Learning Trees > Add New
    • Create learning trees or courses and training materials.
  7. Learning Trees > Assign to Clients
    • Ability to assign learning trees to Clients.
  8. Learning Trees > Assign to Providers
    • Ability to assign learning trees to providers (Employees and Generics).
  9. Learning Trees > Manage Organization Labels
    • Add, edit, or remove organization labels.
  10. Learning Trees > Use Organization Labels
    • Add and remove organization labels to and from learning trees.
  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 Clinical 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.
  19. Session Template > Access
    • Provides users with access to the “Session Template” section.
  20. Session Template > Add New Templates
    • Allows users to add new session templates.
  21. Session Template > Delete Templates
    • Allows users to delete session templates.

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

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

CR Mobile / Permissions CR Mobile Permissions

The following permissions ONLY apply to the premium version of the application. Please note, there are no permissions for the free version of the application, which all users can download and access using their CR credentials

To access the premium version of CR Mobile, users must enable the following permissions in the Permissions module:

  1. Access
    • Access to the CR Mobile application.
  2. (Map > Access)
    • Access to the map feature.

CR Mobile users should also have the following permissions:

  • (Scheduling > Access)
  • (Settings > Manage Own Schedule)
  • (Clinical > Access)
  • (Session Note > Add Note)
  • (Session Note > Edit Note)
  • (Session Note > Delete Note) – optional
  • (Billing > Access)
  • (Draft Timesheets > Access)
  • (Draft Timesheets > Manage)
  • (Draft Timesheets > Submit Draft) – sufficient if users do not utilize EVV.
  • (Timesheets > Access)
  • (Timesheets > Allow Conversion Modification) – optional

Please note, providers without the (Provider Signatures) permission will not have the “Signature” option in Appointment Details, and cannot capture signatures in CR Mobile.

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.

Getting Started / Permissions Organization Account Functionality

The main CentralReach organization account has access to certain functionality that no other users have, regardless of any permissions.

The following functions can only be performed by the main organization account:

  • Access the organization’s SSO Settings to manage company information, security settings, and users.
  • Add or edit Insurance Verification Settings. 
  • Add or edit Visit Verification Settings.
  • Add, edit, or view organization Claim Settings.
  • Edit Merchant settings.
  • Set up employee and client checklists.
  • Turn on agreed rates in the Billing module.

Permissions / Billing / Timesheets Permission to Edit Timesheet

Employees with the following Billing module permission can edit their appointment information, including the service code, when doing a timesheet conversion. This permission can be enabled via the Permissions module.

  1. Timesheets > Access
    • Access to the timesheets tab.
    • Users can save changes to their unlocked timesheets.
  2. Timesheets > Allow Conversion Modifications
    • Ability to modify timesheets while converting them from an appointment.
    • Ability to attach a note to an unlocked billing entry.

Click here to learn more about attaching a note to a timesheet.

Permissions / Billing / Timesheets Permission to Manage Employee Timesheets

To manage employee timesheets, users must be connected to the client and the employee(s), and have the following Billing module permissions enabled in the Permissions module:

  1. Billing > Manage Timesheets
    • Ability to save changes to timesheets for other providers, given the employee is connected to the provider and the client is linked to the provider.
    • Users can convert appointments into timesheets for other users if they are in-network with both the client and the provider on the appointment.
  2. Timesheets > Access
    • Access to the timesheets tab.
    • Users can save changes to their unlocked timesheets.
    • Users can view converted timesheets when the user is the provider.
  3. Timesheets > Delete
    • Ability to delete timesheets until they are locked.
      • It is recommended for this permission to only be granted to users who require the ability to delete other users’ timesheets.
      • Please note, users also need to have the (Billing > Manage Timesheets) permission enabled to delete other users’ timesheets.
      • This permission is added to the Custom permission group and is enabled by default. The following System permission groups will be enabled by default:
        • Admin
        • Billing Admin
        • Billing Agent
        • Employee
        • Hidden Contacts
  4. Timesheet > Edit Visit Verification Timesheet
    • Edit timesheet’s service code, service address, start time or end time when the service code has visit verification enabled.
    • Please note, users can change an EVV code to a different EVV code or non-EVV code. However, a non-EVV code cannot be changed to an EVV code.
  5. 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.
  6. Timesheets > Allow Conversion Modification
    • Ability to modify timesheets while converting them from an appointment.

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 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 is 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.

Permissions  module permissions:

  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.

Click here for Contacts module permissions.

Click here for Files module permissions.

Click here for Billing module permissions.

Click here for Human Resources module permissions.

Click here for Claims module permissions.

Click here for Scheduling module permissions.

Click here for Learn module permissions.

Click here for Insights module permissions.

Click here for  Tasks module permissions.

Click here for  Messages module permissions.

Click here for Notes permissions.

Contacts / Permissions Permissions Needed to View Client Profiles

Tabs Sections Contact Connection (No Permission) (Contacts > View Client Profile) (Contacts > Manage Client Profile) (Contacts > Manage Client Payors) (Contacts > Add New Activity/Call Log) (Contacts > Manage Activity/Call Log) Controlled by the following additional permission(s)
Profile Basics View View & Edit
Profile Profile Picture View & Edit
Profile History Contacts
(Contacts > View History)
Profile Activity/ Call Log View View & Edit Contacts
(Contacts > Add New Activity/ Call Log) OR (Contacts > Manage Activity/ Call Log)
Profile Principals View View & Edit
Profile Payors View View View & Edit
Profile Health Record View View & Edit
Profile Additional Contacts View View & Edit
Profile Meta Data Contacts
(Contacts > Manage Meta Data)
Profile Notes & Forms Notes
(Access)
Profile Provider Network View View
Settings Client Schedule Settings Scheduling
(Settings > Manage Client Availability)
Settings Calendar Locations Scheduling
(Settings > Manage Client Locations)
Settings Claim Settings View View & Edit

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.

  1. Access
    • Basic access to the Scheduling module.
  2. Appointments > Allow Cancelling One-Off
    • Ability to cancel a single appointment. Users with this permission can cancel appointments that are no longer occurring.
  3. Appointments > Allow Cancelling Recurring
    • Ability to cancel an entire series of a recurring appointment.
  4. 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.
  5. 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.
  6. 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.
  7. Appointments > Allow Edit Timezone:
    • Ability to edit/change appointment Timezone.
  8. Appointments > Bypass Lock Settings:
    • Ability to add/edit appointments without lock-date restrictions.
  9. Appointments > Manage Organization Labels
    • Add, edit, and remove organization labels.
  10. 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.
  11. 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 services provided.
  12. 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.
  13. Appointments > Use Organization Labels
    • Add and remove organization labels to and from appointments.
  14. Settings > Manage Additional Settings
    • Access to manage schedule validations and display settings, set change note requirements when updating appointments, manage schedule lock date, enable geolocation validation, and more
  15. Settings > Manage Cancellation Reasons
    • Access to manage custom cancellation reasons within the scheduling settings
  16. Settings > Manage Client Availability
    • Access to manage client availability. The user must be connected to the client.
  17. Settings > Manage Client Locations
    • Ability manage client appointment locations. The user must be connected to the client.
  18. Settings > Manage Client Settings
    • Ability to configure specific schedule settings for clients.
  19. Settings > Manage Employee Appointment locations
    • Access to manage employee specific appointment locations.
  20. Settings > Manage Employee Appointment Types
    • Access to manage employee specific appointment types.
  21. Settings > Manage Employee Appointment Locations
    • Access to manage employee specific appointment locations.
  22. Settings > Manage Employee Availability
    • Access to manage employee specific availability.
  23. Settings > Manage Employee Permissions
    • Access to manage employee permissions within the schedule settings.
  24. Settings > Manage Organization Office Locations
    • Ability to manage office locations for the organization
  25. Settings > Manage Own Appointment Locations
    • Access to manage their own appointment locations.
  26. Settings > Manage Own Appointment Types
    • Access to manage their own appointment types.
  27. Settings > Manage Own Availability
    • Access manage their own availability.
  28. Settings > Manage Own Schedule
    • Access to manage their own schedule.
  29. Settings > Sync Appointment Types:
    • Sync appointment types of users that are in network.

Click here to learn about other permissions.

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 > Task Templates
    • Ability to share task templates and manage existing shared task templates.
  6. Tasks > Use Organization Labels
    • Gives a user the ability to add and remove organization labels to and from tasks.

Click here to learn about other permissions.

Permissions The Client Portal Settings Page

The Client Portal Settings page allows organizations to control which modules and sub-modules their clients have access to. Users must have the (Contacts > Organization Settings) permission to customize the Client Portal Settings page. Client access is set at the organization level and cannot be customized for specific client groups or individuals.

To access the Client Portal Settings:

  1. Navigate to My Profile in the Home module.
  2. Select Client Portal Settings under the “Settings” tab.
  3. Enable and disable the toggles to add and remove the following modules from the Client Portal:
    • Contacts 
      • Enable access to the Dashboard and Contacts modules
        • Clients can view their dashboard and all connected clients.
    • Messaging 
      • Enable access to the Messaging module
        • Clients can review all messages they have received and sent.
      • Allow clients to send messages
        • Clients can send messages to connected contacts.
    • Files 
      • Enable access to the Files module
        • Clients can view and download all shared files.
      • Allow clients to upload files
        • Clients can upload and share files with others.
    • Billing 
      • Enable access to the Billing module
        • Clients can view or sign timesheets, and view and pay shared invoices.
      • Access to view and sign timesheets
        • Clients can view and sign their timesheets.
      • Access to view, download, and pay invoices
        • Clients can view, download, and pay shared invoices.
    • Scheduling 
      • Enable access to the Scheduling module
        • Clients can view their schedule except for hidden appointments.
    • Tasks
      • Enable access to the Tasks module
        • Clients can view all assigned tasks, and create new tasks.
    • Clinical 
      • Enable access to the Clinical module
        • Clients can view their learning trees and sessions.

Please note, settings will be enabled by default for new and existing organizations.

Electronic Visit Verification (EVV) / Permissions Time Zone Permissions

Time zones default to geolocated addresses found within appointments. Users cannot edit time zone defaults unless they have the following permissions enabled in the Permissions module:

  • (Scheduling > Access):
    • Basic access to the Scheduling module.
  • (Appointments > Allow Edit Timezone): 
    • Allows users to edit time zones in appointments.

Click here to learn more about time zones in appointments.

Click here to learn more about Scheduling module permissions.