Under the User Management section in both the Billing and Scheduling Utilities, there are three main options for managing user access and permissions: Users, Restrict User Access, and Roles. The Users option allows you to view or edit individual user accounts. Restrict User Access, available only in the Billing product, lets you limit a user’s access to the Patient Ledger and/or Transaction Journal. The Roles option enables you to define and manage permission sets that can be assigned to multiple users, helping maintain consistent and efficient access control across your organization. Only users with the Billing Manager or Office Manager roles can access and manage the User Management section.

Billing user management

In the User Management section, you can access three main options to manage user roles and permissions; Users, Restrict User Access, and Roles. To get started, click Utilities, then select User Management. 

Users

The Users section offers a centralized view of all company users and their permissions. From this tab, you can search and review user profiles to ensure each team member has the correct access level to perform their duties securely and efficiently.

To view the user's details, click on the User Name. 

Restrict user access

Restrict a user’s access to the Patient Ledger, the Transaction Journal, or both. Limiting user access to sensitive screens like the Patient Ledger or Transaction Journal is crucial for maintaining data confidentiality and security. By restricting access, providers can prevent unauthorized users from viewing or modifying this sensitive information, reducing the risk of data breaches, fraud, or unauthorized access. For example, if a front desk staff member only needs to schedule appointments and collect patient payments, their access can be limited so they cannot open the Patient Ledger or Transaction Journal screens. This ensures that only billing or accounting staff can view or edit financial transactions and patient payment details.

Click Utilities. 

Click User Management, then select Restrict User Access. 

Select the staff member from the User dropdown menu. 

Choose either the Patient Ledger or Transaction Journal from the Screen dropdown menu. 

Patient ledger screen

If you’ve selected the Patient Ledger screen, you can choose to include all rendering providers or limit access to specific providers. To select specific providers, click the green ‘+’ button. 

When a user has restricted access, the Patient Ledger will only display information for the providers they are authorized to see:

• Restricted to specific providers: The user will only see patient ledger entries for the selected providers. Any entries associated with un-selected or restricted providers will not appear, helping maintain confidentiality while allowing the user to manage relevant claims.
  
  
• Restricted to all providers: If the user has no provider access, the Patient Ledger screen will either show an empty result set or prevent the user from accessing the ledger entirely, depending on system settings.

Then choose the desired providers from the Select From List section, move them to the Selected List section, and click Select to confirm. For example, in a multi-provider practice, a billing coordinator assigned to Provider A and Provider B will only see patient ledger entries for those specific providers, while transactions for other providers remain hidden. 

After completing all the previous steps, click Save to confirm and record your selections.

Transaction journal screen

If you’ve selected the Transaction Journal screen, you can refine your search by specifying criteria such as Place of Service, Rendering Provider, Scheduling Provider, and/or Reference Source. This filtering allows you to focus on specific providers, locations, or transaction types, making it easier to review only the relevant entries without sorting through unrelateddate..

When a user has restricted access, the results displayed in the Transaction Journal will be limited based on their permissions:

• Restricted to specific providers or locations: The user will only see transactions associated with the providers or locations they have access to. Any transactions related to un-selected or restricted providers/locations will be excluded from the results.
• Restricted to all providers or locations: If the user has no access to any providers or locations for this screen, the Transaction Journal will either show an empty result set or prevent access to the search screen entirely, depending on system configuration.

Click the checkmark next to each option you want to restrict or limit access to.

Click the green ‘+’ button to restrict user access to a specific Place of Service, Rendering Provider, Scheduling Provider, or Reference Source. For example, if a billing coordinator should only see transactions for Provider A at the downtown clinic, you can select that rendering provider and place of service to limit their access. This ensures the user only views relevant data while maintaining security for other providers or locations.”

In the Select From List section, choose the options you want and move them to the Selected List section. You can repeat this process to add multiple selections if needed. For example, you might select two rendering providers and a specific Place of Service to limit access to just those entries. When you’ve finished making your selections, click Select to confirm your choices.

After completing all the previous steps, click Save to confirm and record your selections.

Roles

The system default roles listed below are pre-configured to support billing functionality. These roles define the baseline access levels and permissions for users involved in billing-related tasks and have been granted the necessary role-based access.

Click New Role. 

When creating new user roles, you must select a role from the Master Role dropdown menu. Permissions can only be deselected; additional permissions cannot be added to the selected role. Users also cannot assign additional permissions to any of the pre-configured system default roles.

• Billing Manager: role grants users full access to a wide range of billing and administrative functions, including User Management, Practice Setup, Transactions, Providers, Custom Fields, other Tools, Manage Practices, Patients, Billing Charges, Claims, Payments, Statements, ERAs, Eligibility, Reports, User Manuals, Preferences, Dashboard, Denial Management, and Uploads. This role is designed for users who require comprehensive control over all billing-related processes and configurations. 
• Billing Associate: role includes all permissions granted to the Billing Manager, except access to Custom Fields, Manage Practices, Preferences, Denial Managements, and Uploads. This role is designed for users who require access to essential billing and administrative functions, but do not need full system-wide permissions. 
• Clinical User: role grants limited access to specific features, including Practice Setup, Patient Payments, Reports, and the Dashboard. This role is intended for clinical staff and does not permit the creation of claims or the processing of insurance payments. 
• Practice User: role grants access to view all reports without the ability to modify data or perform other system functions. This role is ideal for users who need reporting insights for analysis, oversight, or auditing purposes, without requiring broader access to operational or billing tools.   
• Read-Only User: role allows users to view the utility setup details and reports. This role is designed for users who require insight into system configurations and reporting, without access to claims, payments, or the ability to make changes to the billing setup. 

After selecting the Master Role, enter a name for the new role in the Name field. Then, uncheck any options you don’t want the user to have access to. Next, click Save. 

If you choose a pre-configured role and don’t need to adjust any access settings, simply select the role from the Master Role dropdown menu and click Save. 

Scheduling user management

In the User Management section, you can access two main options for managing user roles and permissions: Roles and Users. To begin, click Utilities, then select User Management.

Roles

The system default roles listed below are pre-configured to support scheduling functionality. These roles define the baseline access levels and permissions for users involved in scheduling-related tasks and have been granted the necessary role-based access.

Click New Role. 

When creating new user roles, you must select a role from the Master Role dropdown menu. Permissions can only be deselected; additional permissions cannot be added to the selected role. Users also cannot assign additional permissions to any of the pre-configured system default roles.

• Office Manager: role grants users full access to a comprehensive set of scheduling and administrative features, including User Management, Practice Setup, Providers, Company Master, Company Setup, Custom Fields, Patients, Calendar, Reports, Payments, Preferences, Patient Reminders, and Messages. This role is intended for users who need complete control over scheduler-related processes and configurations. 
• Office Associate: role includes all permissions granted to the Office Manager, except access to Manage Practices, Custom Fields, Patient Reminders, and Messages. This role is intended for users who need access to scheduling and administrative features but do not require full system-wide permissions.  
• Clinical User: role allows users to view appointment and availability calendars only. Clinical users with this role cannot add or modify information within the scheduler utilities or on the calendars. 
• Office Master: role provides access to key administrative functions, including User Management, Practice Setup, Manage Practices, Company Master, Company Setup, Patients, Reports, and Messages. This role is intended for users who need broad administrative access to manage the foundational setup and daily operations of a practice. 

 After selecting the Master Role, enter a name for the new role in the Name field. Then, uncheck any options you don’t want the user to have access to. Next, click Save. 

If you choose a pre-configured role and don’t need to adjust any access settings, simply select the role from the Master Role dropdown menu and click Save. 

Users

The Users section offers a centralized view of all company users and their permissions. From this tab, you can search and review user profiles to ensure each team member has the correct access level to perform their duties securely and efficiently.

To view the user's details, click on the Name. 

 

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