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
- BestNotes Telehealth
- 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 access and interact with the Documents tab |
| For Review | Allows user to view and interact with the For Review tab |
| General Log | Allows user to view a general log of all activities in your organization |
| Modules | Allows user to view custom modules (Salesforce) |
| Reports | Allows user to view, create, and run reports from the Reports tab |
| Tasks | Allows user to view and edit tasks |
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, Data Forms or Group Notes, you can create User Groups.
| Permission | Permission Description |
|---|---|
| Add Consents | Allows user to create a consent from a contact |
| Add Contacts | Allows user to add a contact (Organization > Contacts permission required) |
| Administer Programs | Allows user to interact with Programs in the Episode tab of a contact's page |
| Assign Access Tags | Allows user to assign Access Tags |
| Delete Consents | Allows user to delete a consent from a contact |
| Delete Contacts | Allows user to delete a contact (Organization > Contacts permission required) |
| Edit Contact Records | Allows user to edit a contact (Organization > Contacts permission required) |
| Edit Global ID | Allows user to assign a Global ID used across multiple databases |
| Files | Allows user to add and view and interact with the Files tab on a contact's page |
| Forms | Allows user to view and interact with the Forms tab on a contact's page |
| Ledger Entry in Log and Calendar | Allows user to interact with ledger entries in the Activity Log and the Calendar |
| Manage Provider Pay Rates | Allows user to interact with contracted bill and pay rates on a contact's page |
| Register/Ledger | Allows user to interact with the Register tab on a contact's page |
| Reset Contact PINs | Allows user to assist contact with PIN reset for digital signatures (Setup Contact PIN required) |
| Setup Contact PINs | Allows user to assist contact with PIN creation for digital signatures |
| Tasks | Allows user to view and interact with the Tasks tab on a contact's page |
| Void Ledger Entry | Allows user to void a ledger entry |
| Web Portal | Allows user to send content to the Portal |
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 create and manage appointment types |
| Lock Appointments | Allows user to lock appointments |
| Overlay Calendars | Allows user to overlay another user's calendar over their own calendar |
| Schedule for Others | Allows user to schedule appointments for other users (Overlay Calendars required) |
| Send URL via SMS | Allows user to send a telehealth or meeting URL via SMS |
| Un-Check-In Appointments | Allows user to Un-Check-In appointments (resets appointment and removes all documentation) |
| Un-Check-Out Appointments | Allows user to Un-Check-Out appointments (removes all ledger codes applied to the documentation) |
| Unlock Appointments | Allows user to unlock any appointments which they are able to view |
| View Other's Tasks | Allows user to view other user's tasks in the Task Manager |
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 Documents and Files tabs |
| Delete Files | Allows user to delete and files in the Documents and Files tabs |
| Upload Files | Allows user to upload files to the Documents and Files tabs |
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) |
| Emergency Access | Allows user to enter 'Emergency Access' mode which gives user temporary administrator access |
| File Audit | Allows user to unlock locked entries in the Activity Log, and manage quality assurance |
| Manage API | Allows user to create and manage API credentials in Settings |
| Manage Appt Reminders ($0.05) | Allows user to activate and manage Appointment Reminders in Settings ($0.05 per message) |
| Manage AutoNotes | Allows user to create and manage AutoNotes in Settings |
| Manage Custom Medications | Allows user to create and manage Custom Medications and Medication Groups in Settings |
| Manage Custom Tests | Allows user to create and manage Custom Tests and Custom Test Groups in Settings |
| Manage Data Forms | Allows user to create and manage Data Forms in Settings |
| Manage Facilities | Allows user to create and manage Facilities in Settings |
| Manage Ledger | Allows user to create and manage Ledger items in Settings |
| Manage Payers | Allows users to create and manage Payers in Settings |
| Manage System Customization | Allows user to access System Customization in Settings (System Administrator checkbox required) |
| Manage Tags | Allows user to create and manage Fixed and User Tags in Settings |
| Manage Templates | Allows user to create and manage Templates in Settings |
| Manage Tx Plan Library | Allows user to manage Treatment Plan Library in Settings |
| Manage User Groups | Allows user to create and manage User Groups in Settings (previously only available to System Administrator) |
| Manage Users | Allows user to create and manage Users in Settings |
| Mobile Application Access | Allows user to access the BestNotes mobile application |
| Notify on Emergency Access | Allows user will be notified when another user enters 'Emergency Access' mode |
| Process Indicator | Allows the user to interact with the process indicator in the Activity Log |
| Q-Log Audit | Allows user to view the contents of other users' Q-Logs |
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 access and run Academic Reports in Reports |
| Administrator | Allows user to access the Administrator view in Academics |
| Advisor | Allows user to enroll students in classes |
| Edit Sections | Allows user to edit a section from the Grade Book |
| Registrar | Allows user to edit the transcript |
| Teacher | Allows user to be assigned as a teacher |
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 |
| 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 |
|---|---|
| Create Group Notes | Allows user to create Group Notes |
| Create Tx Plan | Allows user to create a treatment plan |
| DSM5-TR Diagnosis | Allows user to add a diagnosis from DSM5-TR® ($4.00 per month)(Clinical > Diagnose permission required) |
| Diagnose | Allows user to add a diagnosis |
| Family Health History | Allows user to manage family health history |
| Group Notes Admin | Allows user to create and manage all Group Notes |
| Lab Orders | Allows user to create a Lab Order |
| OutcomeTools® | Allows user to access to OutcomeTools® from a Contact's page |
| OutcomeTools® Administrator | Allows user to access OutcomeTools® from the top right tool bar |
| Proxy Lab Orders | Allows user to create a Lab Order for other Providers |
| View Completed Tx Plans | Allows user to view a completed Treatment Plans |
| View Lab Results | Allows user to view incoming Lab Results |
Telehealth
BestNotes Telehealth permissions will allow you to give users permission to generate and start Telehealth sessions. The Telehealth feature does have additional charges per user per minute. For additional information, visit Telehealth Setup.
| Permission | Permission Description |
|---|---|
| Generate Session | Allows user to schedule a telehealth session |
| Start Session | Allows user to start a telehealth session |
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 user to create the Intake Assessment |
| View Intake Assessment | Allows user to view the Intake Assessment |
| Create Nursing Assessment | Allows user to create the Nursing Assessment |
| View Nursing Assessment | Allows user to view the Nursing Assessment |
| Create History/Physical | Allows user to create the History/Physical |
| View History/Physical | Allows user to view the History/Physical |
| Create Biopsychosocial | Allows user to create the Biopsychosocial |
| View Biopsychosocial | Allows user to view the Biopsychosocial |
| Create Assessment 01 | Allows user to create Assessment 01 |
| View Assessment 01 | Allows user to view Assessment 01 |
| Create Assessment 02 | Allows user to create Assessment 02 |
| View Assessment 02 | Allows user to view Assessment 02 |
| Create Assessment 03 | Allows user to create Assessment 03 |
| View Assessment 03 | Allows user to view Assessment 03 |
| Create Assessment 04 | Allows user to create Assessment 04 |
| View Assessment 04 | Allows user to view Assessment 04 |
| Create Assessment 05 | Allows user to create Assessment 05 |
| View Assessment 05 | Allows 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 user to create and manage allergies |
| Edit Custom Tests | Allows user to create and manage custom tests |
| Edit Medications | Allows user to create and manage medications |
| View Allergies | Allows user to view allergies |
| View Custom Tests | Allows user to view custom tests |
| View Medications Reports | Allows user to view medications |
| Vitals | Allows user to view and manage vitals |
| eMAR Access | Allows user to access the eMAR and administer medications |
| eMAR Configure Settings | Allows user to configure settings in the eMAR (should be highly restricted) |
| eMAR Manage Patients | Allows user to manage 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 user to add a client to 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