Settings: Creating Roles and Role-Based Access Definitions

Creating a Role

• On the Organization Tab in Settings Click Edit Roles in the top right-hand corner

• Either copy and existing role or start a new role by clicking Add Role

Role-based Access Definitions

• Access Types:
  • Shown in Sidebar: Whether or not that feature will be visible to a person in that role on the side bar
  • Full Access: Can utilize that feature for all patient accounts
  • Assigned: Can utilize that feature for patients that they are assigned to (assignment can be by (1) giving full access to read/update Patients, or (2) adding a user to the Care Team of a patient, or (3) matching Access Tags for patients/users.
  • Shared: Can utilize that feature and access a patient if someone has added them to a calendar event, ticket, or something that you otherwise wouldn’t have permission to access
  • No Access: Not permitted to use that feature or view patients associated with it
• Action Types:
  • Create: Can create that type of data, record, etc.
  • Read: Can read or view that type of data, record, etc.
  • Update: Can view, edit, and update that type of data, record, etc.
  • Delete: Can view and delete that type of data, record, etc.
• Data Access Feature Definition:
  • Patients: Ability to view names and profiles for patients
  • Patient Views: Ability to view a custom view that is set in a patient’s profile. A custom view lets you create different cards to easily display relevant patient profile information for a particular patient.
  • Users: Employees or people that have a profile within your businesses Tellescope account.
  • Organization: Lets you add people to your businesses account, create pre-defined tags, create and or turn off patient profile fields, and create sub-organizations for your businesses account.
  • Tickets: Tickets that are created in Tellescope.
  • Calendar Events: An event that is shown on the Tellescope internal calendar
  • Calendar Event Templates: Used to create different types of appointments or events that can be self-scheduled by patients or to populate a calendar event scheduled by your team with relevant information and reminders about that type of appointment
  • Databases: Used to record information that’s used internally by your team similarly to how you would use an Excel spreadsheet.
  • Database Entries: Used to decide who is allowed to create new database entries
  • Forms: Used to create forms that are sent to patients or to create structured internal notes for your team to complete
  • Form Responses: Used to decide whether someone can view form responses
  • Files: Show a list of files that have been uploaded by either a patient or someone from your team
  • Journeys: A way for your team to create automated workflows for automatically sending messages or forms, tracking that status of a patient, or automatically generating a ticket. Typically a journey is created by an admin but not viewable by clinicians so they don’t accidentally edit it.
  • Templates: Create templated messages to send to patients automatically or to save commonly used responses so you can easily respond to questions that come up frequently
  • Community: Forums for patients to discuss relevant topics amongst their peers. (If you want to enable this feature or make it accessible, please reach out to our team)
  • Content: Content Management System for creating and storing articles, PDFs, or videos that are sent to patients or pushed to their portal
  • Content Assignment: Used to decide if someone can view content that is assigned to them
  • Integrations: The list of tools that integrate with Tellescope and the page that’s used to set up the integrations
  • Background Error Notifications: Notifications on the top right (left of the bell) that indicate errors in our system such as a message not being sent correctly or an automation not working
  • SMS Messages: Lets you enable or disable whether people are allowed to view previously sent/received SMS messages and if someone is allowed to send an SMS message
  • Email Messages: Lets you enable or disable whether people are allowed to view previously sent/received Email and if someone is allowed to send an Email
  • Phone Calls: Lets you enable or disable whether people are allowed to view previously made/received Phone Call and if someone is allowed to make or receive a Phone Call
  • Chat Rooms: Lets you decide if someone can create and view patient secure chats
  • Analytics: Lets you decide if someone can access the analytics page
  • Notes (Unstructured): Lets you enable or disable users to create unstructured (free text) notes

• UI Restrictions:
  • Hide Dashboard Page: Lets you make the dashboard inaccessible. The dashboard lets someone view a list of upcoming appointments, new patient chats, new team chats, and outstanding tickets
  • Hide Inbox Page: Lets you make the list of all messages that are shown in the inbox inaccessible
  • Hide Team Chat Page: Lets you make the page for viewing and sending team chat messages inaccessible
  • Hide Patient Chat: Lets you enable or disable whether people are allowed to view previously sent/received Secure Chats and if someone is allowed to send a Secure Chat
  • Disable Editing Ticket Due Date: Prevents ticket due dates from being changed once they are set.
  • Disable Unstructured Notes (Input on Profile): Prevents users from taking an unstructured note and forces them to only use structured notes.
  • Hide Patient Chat: Hides the Patient Chat feature in the UI to prevent users from using it
  • Hide Care Plan Tab from Profile View: Hides the care plan feature on the patient profile
  • Field Restrictions:
    • Hidden: Users with a role where this is enabled will not be able to view the specified fields for a patients profile.
    • Updates Disabled: Users with a role where this is enabled will not be able to update the specified fields for a patients profile.

Let's take a few examples:

Tickets! 

If, against the Ticket role permissions line item, you have "shared" selected, then you'd only be able to see tickets that have you as the owner. If against the ticket role you have "assigned", then you'd be able to see any ticket for any patient which you have "read" view of. 

Let's say you wanted a user to be able to view only patients for whom they are on the Care Team of, and within that, only view something (let's say Tickets) if they are the owner of that ticket. Additionally the user should not be able to ever create patients.