User Permissions Overview

This guide explains the various individual settings we can apply to users and how to go about changing them.

Accessing Individual Permissions.

Individual user permissions may be edited by the Security Administrator in the Security Center. To access the Security Center from the Chart Room, click on the file drawer in the lower right-hand corner of the screen:

Chart Room (Classic):

Chart Room (New Layout):

Once in Settings and Directories, you should see a button at the bottom titled

Note: Only Security Administrators will have this access.

Clicking on the

button will bring up a prompt asking for a password (this is the same password used to log in to ICANotes). Simply enter the appropriate password and the system will bring you to the Security Center, where your group's current user list can be reviewed.

To change the permissions of a particular user, simply click the

button on the same line as the user you are wanting to edit:

You will see the user's current permissions, and you'll be able to change any permissions/disciplines you'd like.

Part time - Full time: If a Security Administrator switches a Part time user to Full time, the part time checkbox will no longer be visible in our system. This will also apply to the Intern/Resident checkbox.

If an Admin finds it necessary to switch a user back to Part Time or set user back to Intern, they will need to reach Support out for the corresponding adjustments.

Permissions are broken up into Privileges and Restrictions. Privileges enable actions in ICANotes, while Restrictions prevent them. For more detailed information on Auditor accounts, please see this Knowledge Base article.

Privileges:

Create new patient: Allows creation of new patients/charts.
Assign provider to any chart: Allows user to assign providers to any patient in Demographics.
Create new record existing patient: Allows notes and clinical documents to be generated. If the privilege is turn off, the user cannot create notes.
Add/edit rx: Allows creation of prescriptions in PN Part 2/Finish Initial. Turning off this privilege is only enforced when 'Require Permission to Add/Edit Rx' is enabled on the group level.
Print rx: User can print prescriptions.
Compile a note: Allows compilation of notes, exams, etc.
Generate a report: Allows user to run reports that are accessible from the drop-down menu.
Delete chart: User can delete a patient from the system using button in Demographics.
Delete note: User can delete a note from the system using button in Compiled Note/Work Area screen.
Navigate to patient accounts: Access to Patient Accounts is allowed.
Navigate to calendar: Access to Appointment Book is allowed.
Access any chart: Allows user to access any chart in the system. Overrides any restrictions or privacy settings.
Temporary emergency access: Allows universal access to all patients in the system, even password-protected ones. (Logging out of ICANotes will cause this privilege to revert to 'off').
See billing rates & claims charges: Allows viewing and editing of the Billing Rates area of ‘Billing Rates and Payer Rules’ in Specific to Individual. The Service/Mod Codes in Shared By All Staff is available regardless of this permission’s status.
Navigate to MAR: Allows access to the Medication Administration Record.
Lock MAR record: Allows user to ‘lock’ an entry in the MAR, preventing further edits.
Allow MAR entry on any date: Allows user to add an entry to the MAR on any date.
Add/edit calendar event: Allows user to add a new appointment in the Appointment Book, or edit an existing one.
Default to enter diagnosis by code: Defaults user to manually enter a diagnosis code, instead of choosing from a series of drop down choices.
Exempt from note overlap rule: If this is enabled, notes can have the same date/time (i.e., nurse and prescriber notes in the same timeframe).
Allow auto-code: E&M coding allowed (Note: this will need to be enabled for the group in order to enable for an individual).
View chart face note contents: Works in conjunction with Extended Caseload Security. When enabled, this privilege will show/hide the note contents preview from the chart face.
View finished note: Works in conjunction with Extended Caseload Security. When enabled, this privileged will show/hide the ability to view the finished note.

Restrictions:

Restrict to delete just their own notes: If checked On (along with the ‘Delete Note’ permission), will only allow user to delete notes they have created.
Restrict search to site assignments: Only allows user to see and search for patients at the site they are assigned to.
Restrict to their own calendar events: Prevents user from scheduling for other users.
Restrict to their own calendar: Prevents users from seeing other users' calendars.
Restrict from making patient inactive: If On, user cannot make patients inactive.
Not allowed to assign supervisors: Prevents user from assigning supervisors to other users in Settings and Directories.
Not allowed to delete in Patient Accounts: User will not be able to delete anything in Patient Accounts.
Restrict access to Documents tab: User will not be able to access Document tab shown on a patient's Chart Face.
Not allowed to edit patient insurance: User will not be able to edit patient insurance information.
Not allowed to capture signatures: User will not be able to capture signatures on notes, custom forms, etc. whether using pointing device or a Topaz Pad.
No access to iPrescribe eRx: User will not be able to use iPrescribe.
No new note from iPrescribe eRx: User will not be able to make a note to update medications from iPrescribe to ICANotes.
Restricted Patient Account Reports: Whatever reports are selected, the user will be unable to access and run.