Editing Global Permissions within User Accounts

When adding or editing a user account, there are many options for configuring their level of access to the platform. These Global Permissions determine the features and functionality available to each user, and below are outlined the level of access each option provides.

In this article, you will learn about these Global Permissions options:

• Financial transactions
  • Claims
  • Financial Transactions
  • Manage Payment Holds
  • Credit Card Readers
  • Anesthesia Fee
  • Facility Fee
• Marketing
  • Marketing Materials
  • Marketing View
  • Patients Engagement
• Messages
  • Messages
  • Two way texting
  • Patient Communication
• Patient charts
  • Patient Charts
  • Medical History
• Practice account
  • Chart Note Templates
  • Online Follow up Templates
  • Fee Estimate Templates
  • Form Signature
  • Manage Patient Forms
  • Manage Templates
  • Operative Note Templates
  • Patient Questions Template
  • User Commission Rates
  • View Patient Forms
  • Treatment Setup
  • User Accounts
  • Practice Profile
  • Automated Communications
  • Discount Settings
• Practice inventory
  • Inventory
• Reports
  • Create Financial Reports
  • Insurance Claims Reports
  • Patient Activity Reports
  • Patient Category Reports
• Schedule
  • Schedule
  • Receive Appointment Notification Emails
  • Remedly Calendar Integration (CalDAV)
  • Self Schedule
• Dashboard notifications
  • Patient Follow-up Call Due
  • New Lead
  • Low Inventory
  • Expiring Inventory
  • Claimed Special
  • Appointment Request
  • Subscription Payment Declined
  • Online Store Purchase
  • Cancelled Appointment Notification
  • Self Scheduled Appointment Notification
• Advanced Analytics
  • Enable advanced analytics

These options are available for configuration in Practice Account -> User Accounts ->choose a user -> global permissions section.

Financial Transactions

Claims

This option enables users to submit and manage insurance claims by activating the Claims link within Financial Dashboard in order to sync with the Remedy RCM module.

For more information on Remedly RCM, please see this article:

• How to Process Insurance using Remedly EHR and Remedly RCM

Financial Transactions

This feature provides access to the bulk of financial tools: Financial Dashboard, Fee Estimates, Invoices, Payments and Refunds, Payment Holds, Prepaid Packages, Subscriptions, Commission Status, and Claims.

If de-activated, user still can have access to Payment Holds, Commission Status, and Claims if these options are activated.

Manage Payment Holds

Payment Holds are designed to indicate that a practice is waiting on reimbursement from a third-party financing or rewards program. Enabling this feature allows the user to manage these payment holds for reconciliation purposes.

Payment programs such as Alle or Aspire Galdera may retain a fee when reimbursing. Payment Holds allows these adjustments to be reconciled against their statements.

For more information on Payment Holds, please see this article:

• How to Use Payment Holds

Credit Card Readers

This feature provides the ability to configure credit card terminals for your practice.

Anesthesia Fee

This feature enables configuration of anesthesia fees from outside surgery centers or other facilities. 

The link to Anesthesia Fee displays in Practice Account.

These fees will be auto-loaded on invoices for treatments which are configured in Treatment Setup to include an anesthesia fee.

Facility Fee

Similar to Anesthesia Fee, this feature enables configuration of facility fees from outside facilities.

The link to Facility Fee also displays in Practice Account and must be activated with Treatment Setup for each treatment in order to have the fees display in invoices for that treatment.

Marketing

Marketing Materials

This feature provides access to the Manage Brochure page where brochures and other attachments are uploaded in order to provide to patients during online follow ups via the patient portal.

The Manage Brochure link only displays in the Main Menu -> Manage account.

For more information on Online Follow Ups:

• How to Use Online Follow Ups

Marketing View

This feature enables the user to view the marketing materials upload in the Manage Brochures feature above. Both Marketing Materials and Marketing View features need to be enabled to fully utilize this feature.

If activated, this feature enables the user to open and view the uploaded brochures as well as download and print from the interface. The brochure opens in a separate tab for viewing.

Patients Engagement

This feature activates Marketing links allowing the user access to the following tools: Lists, Filters, Campaigns, and Specials. 

For more information on Marketing features, please see this article:

• How to Use the Marketing Features

Messages

Messages

This feature enables HIPAA-compliant messaging between the staff member and patients. The staff member messages patients using the envelope icon with the message displaying in the patient's portal. Patients can initiate and respond to messages, which creates a dashboard notification for the staff member.

Related articles:

• Messaging Patients and Staff

Two way texting

This feature is a HIPAA-compliant text messaging between the practice and patients. Two way texting is available from the speech balloon icon in the top-right corner (If you have it activated). To activate the feature, contact your CS manager.

To read more about the two way texting see the articles below:

• Two Way Texting
• Two Way Texting Video
• Two Way Texting Webinar

Patient Communication

This feature enables Patient Communication Log in the Audit Logs section in the left sidemenu.

With the help of the Patient Communication Log you can track what emails from automated communications were sent out to your patients.

Related articles:

• Automated Communications

Patient Charts

Patient Charts

This feature enables the ability to access patient history for all patients. 

Medical History

This feature enables the ability configure the Medical History questions provided to patients. The Medical History link displays under Practice Account.

Practice Account

Online Follow up Templates

This feature enables the user to manage templates to be used during Online Follow Ups. The link to access this feature is the Online Follow Up Templates link which only displays in the Main Menu on the dashboard under Manage account.

Note: In order to fully enable this feature, you must also enable the Manage Templates feature (see more information below).

For more information on Online Follow Ups, please see this article:

• How to Use Online Follow-Ups

 

Fee Estimate Templates

This feature enables the ability to create templates for quotes which are frequently provided to patients for future treatments. Developing a template enables more efficient quote creation. 

For more information on creating estimate templates, please see this article:

• How to Navigate Estimates

Form Signature

This feature enables the provider assigned to a surgical appointment to apply their signature to the consent form(s) with the click of a button. The provider needs to have pre-registered their signature on their profile page which is accessed from the Main Menu via Practice Account then Account Settings and selecting Name and Login Information.

 

Manage Patient Forms

This feature works in tandem with the Manage Online Forms feature providing consent forms for online consultations via the patient portal only. If the View Patient Forms feature is activated, the staff member can view, download, and print these consent forms.

Note: Both Manage Patient Forms and View Patient Forms features need to be enabled to fully utilize this feature.

 

 

Treatment Setup

Activating this feature enables both the Treatment Setup and Treatment Forms links to appear under Practice Account. Treatment Setup enables configuration of treatments including pricing, appointment duration, required consent forms, and more.

For more information about Treatment Setup, please see this article:

• How to Configure Treatment Setup
• How to Configure Treatment Setup Video

User Accounts

This feature allows the staff member to add new users and edit platform access and other settings for other staff. 

For more information about User Accounts, please see this article:

• User Accounts

Practice Profile

This feature enables configuration of your practice's details such as address, phone, appointment hours, and logo as well as configurations for patient portal and Google calendar integration.

 

 

Automated Communications

This feature allows configuration of automated patient email communications to enable practice branding and customized content.

For more information on Automated Communications, please see this article:

• Automated Communications

Discount Settings

This feature allows you to add custom discount reasons for further usage in the invoices. 

Related articles:

• How to Create a Custom Discount Reason

 

Practice Inventory

Inventory

This feature enables access to manage the inventory module including online store orders. If deactivated, the staff member is still able to chart usage of inventory. 

Reports

Create Financial Reports

This feature enables the Practice Analysis link within the Reports module. This link provides access to three practice reports: Standard Reports, Analysis Reports, and Graphical Analysis.

If deactivated, the staff member will retain access to and will be able to run reports using the Patient Activity and Patient Category reports.

For more information on practice reports, please see this article:

• Marketing and Reports Overview

 

Insurance Claims Reports

This feature provides access to the Insurance Claims Report for tracking insurance claims submissions and resolution. This report has been replaced by the Remedly RCM module.

For more information on Remedly RCM, please see this article:

• How to Process Insurance using Remedly EHR and Remedly RCM

 

Patient Activity Reports

This feature allows access to three patient engagement reports: Patients Due for Treatment, Patients Using Online Concierge Service (aka patient portal), and Patient Conversion Reports. 

• Patients Due for Treatment: identifies patients which have missed their recurring treatment as configured in Treatment Setup
• Patients Using Online Concierge Service: reports on status of online consultations and follow ups provided through the patient portal
• Patient Conversion Reports: reports on how many leads and referrals converted into patients as well as how many consultations results in procedures.
  

Patient Category Reports

This feature allows access to eight reports on patients:

• All Patients: creates a list of all patients currently in the database if the Search all patients box is checked.
• Additional Categories: patient lists can be created based on the other category options provided. The dates parameter will target only patients added between the dates inputted.

 

Schedule

Schedule

Deactivating this feature removes access to the calendar, including access to the following features which are available from within the calendar:

• Patient appointment requests
• Waitlisted patients
• Appointment recovery
• Current contacts
• Current leads

Receive Appointment Notification Emails

If you want a provider to receive a notification every time an appointment is created for him, you can turn on Appointment Notification email in User Accounts. 

1. Go to Practice Account -> User Accounts.

2. Choose the necessary user and click Edit. 

3. Go to Global Permissions and expand the Schedule section.

4. Turn on the toggle button for Receive Appointment Notification Emails.

5. Don't forget to save the changes.

From now on the provider will be bcc'ed on the following patient emails:

• Appointment Creation Email
• Virtual Appointment Creation Email
• Appointment Status Update Email
• Virtual Appointment Status Update Email
• In Person Appointment Reminder Email
• Phone Appointment Reminder Email
• Virtual Consults Appointment Reminder Email

Remedly Calendar Integration (CalDAV)

This feature provides you with the possibility to integrate the Remedly calendar to your Google Calendar on Android or to iCal on iPhone. So, you'll be able to see all the appointments from Remedly in your personal caendar.

You can read more about the integration in the Help Center article below:

• Google Calendar and iCal Integration

Self Schedule

Self Scheduling feature allows your staff/providers to configure practice's availability for self-scheduling appointments in the Self Scheduling in Practice Account. 

Dashboard Notifications

Patient Follow-up Call Due

This feature allows appointment reminders to display on the dashboard for both the provider assigned to the appointment and the creator of the appointment.

Activating this function enables the dashboard to display an alert on the date assigned to ensure there is follow up. If deactivated, the staff member can still create reminders but will not receive the dashboard alert.

 

New Lead

This feature allows new leads, submitted via the Contact Us lead generation page, to display on the dashboard when submitted. When a prospective patient completes the inputs on the Contact Us page, a dashboard alert is generated for all staff member assigned to receive new leads.

Low Inventory

This feature displays a dashboard alert when any inventory item which reaches 20% of their target fully stocked quantity amount, prompting the staff member to reorder before stock is fully depleted.

 

Expiring Inventory

This feature displays a dashboard alert when any inventory item is expiring within the next month, prompting the staff member to reorder before stock is fully expired.

 

Claimed Special

This feature allows the staff member to be notified by a dashboard alert when a patient has activated a special deal provided via the marketing module. 

 

For more information on claimed specials, please see this article:

• How to Use the Marketing Features

 

Appointment Request

This feature will display a dashboard alert when an appointment request submitted via the patient portal.

 

Subscription Payment Declined

This feature notifies the staff member is the credit card payment for a subscription has been declined.

 

For more information on subscriptions, please see this article:

• How to Configure and Manage Subscription

 

Online Store Purchase

This features allows responsiveness to inventory orders placed via the online store. New orders will generate a dashboard alert for staff members designated to manage online orders and also be visible via the inventory module's Online Store Orders tab.

 

For more information on the online store, please see this article:

• How To Set Up the Online Store

 

Cancelled Appointment Notification

This feature displays a dashboard alert when an appointment is cancelled by any patient in order to facilitate patient follow up and rescheduling.

Self Scheduled Appointment Notification

This feature displays a dashboard alert when an appointment is scheduled by the patient using the self scheduling feature.

Advanced Analytics

Enable advanced analytics

Advanced Analytics provides you with additional data relevant to sales, patients, appointments, and procedures, providing critical insights for practice management.

To activate the feature, contact your CS manager. 

More information about Advanced Analytics is presented in the following Help Center article:

• Advanced Analytics
• Advanced Analytics Webinar