User permission 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 Manage Users tab (see Figure 1.1). Once there, you can create a new users (see Figure 1.2) or manage an existing user by selecting their name from the list. You will navigate to the area titled "User Preferences/Permissions" (see Figure 1.3). 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
- Merchant Services
- Academics
- Billing
- Clinical
- Medical
- Integrations
- Permissions Report
Organization:
Organization level permissions will allow you to view general areas of the product.
| Permission | Permission Description |
|---|---|
| Admissions | Allows user to view/import applications submitted through the online portal |
| Contacts | Allows user to search for Contacts |
| Documents | Allows user to view and add Documents to the company wide repository |
| For Review | Allows user to collect all documents needing their signature. |
| 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 Outcome tools, among other custom modules. |
| Reports | Allows user to view, create and run Reports |
| 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 in several different ways with clients within BestNotes.
| 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 general 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 indicated by the settings tab.
| 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 Tags | Allows user to create, edit and delete category tags |
| Manage Templates | Allows user to create, edit and delete templates |
| 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 |
| Remote/Mobile Access | Allows user to access the BestNotes app from a mobile device. This is required to display the iCAL URL for that user as well. |
Merchant Services:
Merchant Services permissions will allow you to process payments through the Register/Ledger as long as you have completed your setup with CMS. For more information about how to set up Merchant Services, please visit: Merchant Services (coming soon).
| Permission | Permission Description |
|---|---|
| Process Payments | Allows user to process payments through Merchant Services Integration |
| Void/Refund Payments | Allows user to void/refund payments processed through Merchant Services |
Academics:
Academic level permissions allow the user to interact with elements inside our Academics module.
| 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 the billing module.
| 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 clinical areas of BestNotes. Assessments 5-8 are the default names. These names can be changed when documentation is added to them, and will display the name it was changed to within these permissions.
| Permission | Permission Description |
|---|---|
| Add DSM-5 Dx ($4 per Month) | Allows user to add a client diagnosis from the DSM 5 |
| Create Asmt 5 | Allows a user to create a(n) Asmt 5 |
| Create Asmt 6 | Allows a user to create a(n) Asmt 6 |
| Create Asmt 7 | Allows a user to create a(n) Asmt 7 |
| Create Asmt 8 | Allows a user to create a(n) Asmt 8 |
| Create Biopsychosocial | Allows a user to create a(n) Biopsychosocial |
| Create Group Notes | Allows a user to create Group Notes as long as they are added as a group member |
| Create Intake Assessment | Allows a user to create a(n) Intake Assessment |
| Create History/Physical Assessment | Allows a user to create a(n) History/Physical Assessment |
| Create Nursing Assessment | Allows a user to create a(n) Nursing Assessment |
| Create Treatment Plan | Allows a user to create a Treatment Plan on a clients page |
| Create Discharge Summary | Allows a user to create a(n) Discharge Summary |
| 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 |
| Lab Orders | Allows a user to create a Lab Order |
| Manage Treatment Plan Library | Allows user to choose and edit DSM codes, goals and interventions |
| OutcomeTools® | Allows access to OutcomeTools® |
| OutcomeTools® Administrator | |
| Proxy Lab Orders | Generate Lab Orders for other Providers |
| View Asmt 5 | Allows a user to view a(n) Asmt 5 |
| View Asmt 6 | Allows a user to view a(n) Asmt 6 |
| View Asmt 7 | Allows a user to view a(n) Asmt 7 |
| View Asmt 8 | Allows a user to view a(n) Asmt 8 |
| View Biopsychosocial | Allows a user to view a(n) Biopsychosocial |
| View Completed Treatment Plans | Allows a user to view a completed treatment plan but not edit them |
| View History/Physical | Allows a user to view a(n) History/Physical Assessment |
| VIew Intake Assessment | Allows a user to view a(n) Intake Assessment |
| View Lab Results | Allows a user to view incoming Lab Results |
| View Nursing Assessment | Allows a user to view a(n) Nursing Assessment |
Medical:
Medical permissions allows you to access the medical related areas of BestNotes.
| Permission | Permission Description |
|---|---|
| Edit Allergies | |
| Edit Medications | Allows a user to create, edit or discontinue a medication |
| View 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 |
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