User permissions are set by a system administrator, or by someone who has the manage users permission. BestNotes support is not allowed to update permissions, and will refer you to your system administrator, or another user that has the appropriate permission.
User permissions can be managed by navigating to the "Settings" and then "Users" tab.
Once there, you can create a new users or manage an existing user by selecting their name from the list.
You will navigate to the area titled "User Preferences/Permissions".
This page contains all of the permissions that will be listed and an interpretation of how that affects that users navigation within BestNotes.
Page content
- Organization
- Contacts
- Calendar/Tasks
- Documents/Files
- Reports
- Settings
- Academics
- Billing
- Clinical
- Assessments
- Medical
- Integrations
- Permissions Report
Organization
Organization level permissions will allow you to view general areas of BestNotes. These are considered "top level" permissions.
| Permission | Permission Description |
|---|---|
| Admissions | Allows user to view and import applications submitted through the online portal |
| Contacts | Allows user to search and view contacts |
| Documents | Allows user to view and add documents to the company wide repository |
| For Review | Allows user to view the For Review tab, enabling user to review and sign all documents requiring their signature, and view any tag updates |
| General Log | Allows user to view a general log of all activities performed in your company's BestNotes account according to their permissions |
| Modules | Allows user to view custom modules such as Salesforce and OutcomeTools®, among other custom modules |
| Reports | Allows user to view, create, and run reports from the Reports tab |
| Tasks | Allows user to view and edit tasks on their dashboard as well as the tasks button on the left |
Contacts
Contact level permissions allow you to view and interact with different components of BestNotes in relation to contacts. To restrict users from seeing specific client groups you can use tags, and to restrict user from using specific templates, dataforms or group notes, you can create user groups.
| Permission | Permission Description |
|---|---|
| Add Consents | Allows a user to accept a consent from a contact |
| Add Contacts | Allows user to Add Contacts to BestNotes |
| Administer Programs | Allows user to admit into program and alter existing program admissions |
| Assign Access Tags | Allows user to assign access tags |
| Delete Consents | Allow a user to delete a completed consent from a contact |
| Delete Contacts | Allows user to delete Contacts from BestNotes |
| Edit Contact Records | Allows user to edit a Contact's information |
| Edit Global ID | Allows user to assign a custom contact id at an organizational level |
| Files | Allows user to add and view a contact's attached files |
| Forms | Allows user to see the forms tab in the Contact's page |
| Ledger Entry from Log | Allows user to view the ledger entries only on notes on the Activity Log |
| Ledger/Register | Allows user to make Register/ledger entries on a contact's page |
| Manage Contracted Code Rates | Allows user to create and edit contracted bill and pay rates on a contact's page |
| Reset Contact PINs | Allows user to assist a contact in resetting the contact's PIN number used for digital signatures |
| Setup Contact PINs | Allows user to assist a contacts in creating their unique PIN for electronically signing templates |
| Tasks | Allows user to assign a follow-up task to a contact |
| Web Portal | Allows user to make content available on the Web Portal. This permission is never set as a default to ensure data security |
Calendar/Tasks
Calendar and Task permissions allows you to interact with different areas of the calendar, appointments and tasks. For the iCal permission, see remote mobile access under Settings below.
| Permission | Permission Description |
|---|---|
| Assign Tasks | Allows user to assign tasks to other users |
| Edit Appointment Types | Allows user to set up and configure appointment types |
| Lock Appointments | Allows user to prevent appointments' date/time and other details from being edited |
| Overlay Calendars | Allows user to overlay another user's calendar over their own calendar |
| Overlay Tasks | Allows user to overlay another user's tasks in their task manager |
| Schedule for Others | Allows user to schedule appointments for other users |
| Unlock Appointments | Allows user to unlock any appointments which they are able to view |
Documents/Files
Documents/Files permissions allows you to interact with the database "Documents" tab, and the "Files" tab on a contacts page.
| Permission | Permission Description |
|---|---|
| Create Folders | Allows user to create folders in the company or contact's document manager |
| Delete Files | Allows user to delete files uploaded in BestNotes |
| Upload Files | Allows user to upload files to a company's or contact's document manager |
Reports
Reports permissions indicates whether you can interact with ledger related reports.
| Permission | Permission Description |
|---|---|
| Ledger - Pay Rates | Allows user to run reports which will display/export pay rates for users |
| Ledger - Report All Providers | Allows user to run reports which can draw from all users ledger/register entries |
Settings
Settings level permissions will allow a user to access and interact with specific areas that are located within the settings area.
| Permission | Permission Description |
|---|---|
| Data Export | Allows user to export data from BestNotes into an Excel friendly format (CSV) This also allows you to to email files from the files tab located on the contacts page |
| Emergency Access | Allows user to enter 'Emergency Access' mode which gives user temporary administrator access |
| File Audit | Allows user to unlock locked entries in a Contacts activity log, to manage quality assurance. This will display the created date when hovering the cursor over the date. This also allows a user to see the Pending Signatures Report |
| Manage API | Allows user to add, edit, and delete API Credentials |
| Manage Appointment Reminders | Allows user to change appointment reminder settings (There is a cost per message sent) |
| Manage AutoNotes | Allows user to create, edit, and delete autonotes |
| Manage Custom Medications | Allows user to create multiple lists of custom medications to use while on a patient's chart |
| Manage Forms | Allows user to create or edit Data Forms |
| Manage Ledger | Allows user to add categories and item codes to the Ledger/Register |
| Manage Payers | Allows users to manage Payer module |
| Manage Profiles Permission | Allows user to change profile settings |
| Manage System Customization | Allows SA users to make system changes for the account |
| Manage Tags | Allows user to create, edit and delete category tags |
| Manage Templates | Allows user to create, edit and delete templates |
| Manage Tx Plan Library | Allows user to choose and edit DSM codes, goals and interventions |
| Manage Users | Allows user to create, inactivate, and edit user accounts |
| Notify on Emergency Access | This user will be notified when a user enters 'Emergency Access' mode |
| Process Indicator | Allows the user to use the process indicator icon in the activity log |
| Q-Log Audit | Allows user to view the contents of other users' Q-Logs |
| Mobile Application Access | Allows user to access the BestNotes app from a mobile device. |
Academics
Academic level permissions will allow you to interact with BestNotes Academics, as long as academics have been activated by BestNotes support. If you would like to activate Academics, submit a ticket to BestNotes Support. For additional information, visit Academics.
| Permission | Permission Description |
|---|---|
| Academic Reports | Allows user to run an academic report from either the Academics or Reports module |
| Administrator | Allows user to select a school year, define term dates, periods, and create classes |
| Advisor | Allows user to enroll students in classes |
| Edit Sections | Allows user to manage global attributes, such as assignment weights |
| Registrar | Allows user to edit the transcript |
| Teacher | Allows user to be assigned as a teacher and allows them to manage classroom activities |
Billing
Billing level permissions allows you to interact with billing components offered within BestNotes. This includes creating, editing, releasing and viewing claims. For additional information, visit Billing
| Permission | Permission Description |
|---|---|
| Create Claims | Allows user to create new claims within the Billing module |
| Edit Claims | Allows user to modify existing claims |
| Release Claims | Allows user to release claims |
| View Claims | Allows user to review created claims |
Clinical
Clinical level permissions will allow you to interact with the clinically related areas of BestNotes. This includes Treatment Plans, diagnosing, Outcomes, and Group Notes.
| Permission | Permission Description |
|---|---|
| Add DSM-5 Dx ($4 per Month) | Allows user to add a client diagnosis from the DSM 5 |
| Create Group Notes | Allows a user to create Group Notes as long as they are added as a group member |
| Create Treatment Plan | Allows a user to create a Treatment Plan on a clients page |
| Diagnose | Allows a user to add a client diagnosis |
| Family Health History | Allows a user to add family health history |
| Group Notes Admin | Allows a user to see all Group Notes that are created across the organization |
| OutcomeTools® | Allows access to OutcomeTools® |
| OutcomeTools® Administrator | |
| View Completed Treatment Plans | Allows a user to view a completed treatment plan but not edit them |
Assessments
Assessment permissions will allow you to view or create any individual assessments in the med/clinical. There are a total of 42 assessments that there are permissions available for. You only need to set the permissions for the assessments that you have requested. The names of the assessments will vary depending on your implementation. Assessments 1-38 are the default names for your additional available assessments. These names can be changed when documentation is added to them, and will display the name it was changed to within these permissions. All assessments will be listed in the permission, but here is an example of a few.
| Permission | Permission Description |
|---|---|
| Create Intake Assessment | Allows a user to create the Intake Assessment |
| View Intake Assessment | Allows a user to view the Intake Assessment |
| Create Nursing Assessment | Allows a user to create the Nursing Assessment |
| View Nursing Assessment | Allows a user to view the Nursing Assessment |
| Create History/Physical | Allows a user to create the History/Physical |
| View History/Physical | Allows a user to view the History/Physical |
| Create Biopsychosocial | Allows a user to create the Biopsychosocial |
| View Biopsychosocial | Allows a user to view the Biospychosocial |
| Create Assessment 01 | Allows a user to create Assessment 01 |
| View Assessment 01 | Allows a user to view Assessment 01 |
| Create Assessment 02 | Allows a user to create Assessment 02 |
| View Assessment 02 | Allows a user to view Assessment 02 |
| Create Assessment 03 | Allows a user to create Assessment 03 |
| View Assessment 03 | Allows a user to view Assessment 03 |
| Create Assessment 04 | Allows a user to create Assessment 04 |
| View Assessment 04 | Allows a user to view Assessment 04 |
| Create Assessment 05 | Allows a user to create Assessment 05 |
| View Assessment 05 | Allows a user to view Assessment 05 |
Medical
Medical permissions allows you to access the medically related areas of BestNotes. This includes allergies and medication related permissions.
| Permission | Permission Description |
|---|---|
| Edit Allergies | Allows a user to create, edit or remove an allergy |
| Edit Medications | Allows a user to create, edit or discontinue a medication |
| View Allergies | Allows a user to see a read-only view of a client's allergies |
| View Meds Reports | Allows a user to see a read-only view of the medications a client is on and has been on |
| Vitals | Allows a user to view and enter vitals |
| eMAR Access | Allows user to access the eMAR to administer medications |
| eMAR Configure Settings | Allows user to configure settings in the eMAR. Should be highly restricted! |
| eMAR Manage Patients | Allows a user to manage patient medications in the eMAR |
Integrations
Integration permissions allows you to use the areas of BestNotes that are related to an integration. You will see this permission once your integration has been set up.
| Permission | Permission Description |
|---|---|
| Edit Avea | Allows a user to add a client in Avea |
Permissions report
The User Permission report is available to the System Administrator only, and will allow you to select a permission and see which users currently have that permission. This report can be filtered by the "User Permission", will sort active users from inactive users and will display the following:
- First Name
- Last Name
- User ID
- Time Zone
- User Level
- User Type
- Access Tags
- Providers