Users: Internal Roles

Internal Roles are the base permissions for your facility's staff members. Roles determine the areas, features, and patients the user can access and which data can be updated.

All internal roles can be augmented using Features or Special Roles.

To assign internal roles, follow these instructions.

1. To begin, select your initials and click Manage Users.
   
2. Create or locate the user you want to add roles for and click Edit.
3. Scroll down to the Roles section and select the desired roles. Check out the tables below for information on which category each internal role falls into, and the access each one grants.

Internal Roles Table

You can combine multiple roles and features in one user profile, however, follow the guidelines for each group below. 

Admin Roles	Super Admin* Records Admin Admin Patient Coordinator *The Super Admin is your organization's system administrator and has full system access. This role should be reserved for a limited number of users who have the ability to make decisions and/or work closely with your decision-makers to implement, customize, and maintain your Kipu EMR instance. Note: We recommend the user profile has only one role from this group.
Medical Roles	Doctor* Nurse** Tech *A doctor is a user who has an NPI or an NPI and a DEA who can prescribe their own medications. ** A nurse is a user that does not have an NPI or DEA license and has to prescribe on behalf of another provider. Note: We recommend the user profile has only one role from this group, as their permissions conflict.
Clinical Roles	Therapist Other Therapist* Case Manager *Other Therapist users typically perform ancillary functions in your organization, like yoga instructors, massage therapists, acupuncturists, etc. The main difference between Therapist and Other Therapist roles is the former can be assigned as the patient's Primary Therapist and close treatment plans. Note: We recommend assigning either Therapist or Other Therapist to the user.
Billing/UR and Supporting Roles	Utilization Review Internal Biller* Chart Auditor Provider *Biller users are specifically for integrated billing users (CMD or Kipu RCM).

Administrative Roles

	Super Admin	Records Admin	Admin	Patient Coordinator
What Dashboard items the user can access?	Orders, Actions, Med Pass Physician Review Care Team caseload Current Census, Discharged Chart✓	Orders, Actions, Med Pass Physician Review Care Team caseload Current Census, Discharged Chart✓	Med Pass, Actions Current Census, Discharged Chart✓	[No access to Dashboard]
What charts the user can access and manage on the landing page?	View Current Census Pre-Admission Chart Audit Manage charts: Create, edit View and edit full SSN Readmit, Chart Tracker, Transfer Close, reopen Delete	View: Current Census Pre-Admission Chart Audit Manage charts: Create, edit View and edit full SSN Readmit, Chart Tracker, Transfer Close, reopen Delete	View: Current Census Pre-Admission Chart Audit Manage charts: Create, edit View and edit full SSN in the first 24 hours after admission (view last 4 digits after that) Readmit, Chart Tracker Hx Close	View: Current Census Pre-Admission Chart Audit Manage charts: Create, edit w/out allergies & diets Readmit, Chart Tracker Hx Close
What tabs the user has access to in the patient's chart, and what information the user can view or modify there?	Full Access to all tabs and items including External Apps	Full Access to all tabs and items including External Apps	Forms: Manage consents Manage evaluations according to function Rounds Appointments Chart Summary External Apps	Forms: Manage pre-admission evaluations according to function Rounds Appointments Chart Summary External Apps
Occupancy	View and manage bed assignment	View and manage bed assignment	View and manage bed assignment	[No access to Occupancy]
Group Sessions	Start, edit, delete all	Start, edit, delete all	[no access to Group Sessions]	[No access to Group Sessions]
Calendar	Create, edit, delete all	Create, edit, delete all	View	View
Shifts	Create, edit, delete all	Create, edit, delete all	Create own	Create own
Rounds	Start and log all, delete intervals	Start and log all, delete intervals	Start and log assigned rounds	Start and log assigned rounds
Contacts	Create, edit, delete all	Create, edit, delete all	Create, edit, delete all	View without persons
Labs	Orders: Create, Discontinue Requisitions: Create, edit, delete unsent Results: Assign/unassign, delete	Orders: Create, discontinue Requisitions: Create, edit, delete unsent Results: Assign/unassign, delete	[No access to Labs]	[No access to Labs]
Settings	Full access to the Settings.	No Access	No Access	No Access
Other Areas	Full Access: Reports Templates Inventory Users External Attachments Directory	Reports: Public Reports, Billing, Outcomes Inventory: Full Access

Medical Roles

	Doctor	Nurse	Tech
What Dashboard Items the user can access?	Orders, Actions, Med Pass Physician Review Primary Physician Caseload Current Census, Discharged Chart✓	Orders, Actions, Med Pass Primary Nurse Caseload Current Census, Discharged Chart✓	Actions, Med Pass Current Census, Discharged Chart✓
What charts the user can access and manage on the landing page?	View: Current Census	View: Current Census Chart Audit Manage chart: Edit allergies, diets, occupancy Readmit	View: Current Census
What tabs the user has access to in the patient's chart, and what information the user can view or modify there?	Forms: Manage consents Manage evaluations according to function Doctor’s orders: Create orders Discontinue orders Sign orders Log medications brought in Verify medications brought in Med Log: Administer Labs: Orders: Create, Discontinue, Sign own Requisitions: View Results: Assign/unassign, Sign Rounds Appointments Chart Summary	Forms: Manage consents Manage evaluations according to function Doctor’s orders: Create orders Discontinue orders Log medications brought in Verify medications brought in Med Log: Administer Labs: Orders: Create, Discontinue Requisitions: View Results: Assign/unassign Rounds Appointments Chart Summary	Forms: Manage consents Manage allowed evaluations according to function Must have "Allow Tech Access" in the Template Doctor’s orders: View orders Log medications brought in Med Log: Observe Rounds Appointments Chart Summary External Apps
Occupancy	View bed assignment	View and manage bed assignment	View and manage bed assignment
Contacts	View without persons	View without persons	View without persons
Calendar	View	View	View
Shifts	Create own	Create own	Create own
Rounds	Start and log assigned rounds	Start and log assigned rounds	Start and log assigned rounds
Labs	Orders: Create, discontinue, sign own Requisitions: View Results: Assign/unassign, sign	Orders: Create, discontinue Requisitions: View Results: Assign/unassign	[No access to Labs]

Clinical Roles

	Therapist	Other Therapist	Case Manager
What Dashboard items the user can access?	Actions, Med Pass Primary Therapist caseload Current Census, Discharged Chart✓	Actions, Med Pass Current Census, Discharged Chart✓	Actions, Med Pass Primary Case Manager caseload Current Census, Discharged Chart✓
What charts can the user access and manage on the landing page?	View: Current Census	View: Current Census	View: Current Census Pre-Admission Chart Audit Manage chart: Create, edit Re-admit, Chart Tracker Close
What tabs the user has access to in the patient's chart, and what information the user can view or modify there?	Forms: Manage consents Manage evaluations according to function Close treatment plans Assign and drop schedules Other areas: Doctor’s orders   Med Log   Group Sessions   Rounds   Appointments Chart Summary External Apps	Forms: Manage consents Manage evaluations according to function Assign and drop schedules Other areas: Doctor’s orders   Med Log   Group Sessions   Rounds   Appointments Chart Summary	Forms: Manage consents Manage evaluations according to function Assign and drop schedules Other areas: Doctor’s orders   Med Log   Group Sessions   Rounds   Appointments Chart Summary External Apps
Occupancy	View and manage bed assignment	View and manage bed assignment	View bed assignment
Contacts	View without persons	View without persons	View without persons
Group Sessions	Start own/unassigned Edit own incomplete	Start own/unassigned Edit own incomplete	Start own/unassigned Edit own incomplete
Calendar	View	View	View
Shifts	Create own	Create own	Create own
Rounds	Start and log assigned rounds	Start and log assigned rounds	Start and log assigned rounds

Billing/UR and Supporting Roles

Do note that adding the Biller role together with other internal roles will prevent users from deleting forms in the Open status (as they normally would) unless they are also Super Admins or Records Admins.

	UR Internal	Biller	Chart Auditor	Provider
What Dashboard Items the user can access?	Current Census, Discharged Chart✓	[No access to Dashboard]	Care Team caseload Current Census, Discharged Chart✓	[No access to Dashboard]
What charts can the user access and manage on the landing page?	View: Current Census Pre-Admission Chart Audit Manage chart: Create, edit w/out allergies and diets View and edit full SSN Readmit, Chart Tracker Hx Close View, create and edit concurrent reviews	View: Current Census	View: Current Census	View: Current Census
What tabs the user has access to in the patient's chart, and what information the user can view or modify there?	Forms: Manage consents Manage evaluations according to function Doctor’s orders Med Log Rounds Appointments Chart Summary External Apps	Billing View and submit claims to CollaborateMD Chart Summary	Forms: Manage consents Manage evaluations according to function Mark consents and evaluations as completed Rounds Chart Summary	Appointments View Edit Chart Summary
Other Areas	Occupancy: View and manage bed assignment Contacts: Create, edit. delete Group Sessions: View Calendar: View Shifts: Create own Rounds: Start and log assigned rounds	Reports: Billing	Rounds: Start and log assigned rounds	Calendar: Create, edit, delete Be assigned to appointments as Provider