Configuring Employee Privileges in iClinic

1. Introduction

• Purpose: This guide provides detailed, step-by-step instructions on how to set and manage employee privileges within the MDLand iClinic system.
• Key Features: Accessing privilege settings, adjusting individual employee privileges, creating privilege groups, and assigning specific permissions based on roles.

2. Accessing Employee Privileges

1. Log In: 
   • Sign in to your MDLand iClinic account.
2. Navigate to Privilege Settings: 
   • Click on the Settings Icon from the dashboard.
   • Select Advanced and click on Privilege.

3. Understanding the Privilege Interface

• Employee List: Displays all employees at the top of the screen.
• Privileges List: Located on the left side, listing all available privileges in iClinic.
• Privilege Indicators: 
  • Red Dot: Indicates Edit or All privileges.
  • Blue Dot: Indicates View privileges.

4. Adjusting Individual Employee Privileges

1. Select an Employee: 
   • Click on the employee’s name at the top of the screen.
2. Modify Privileges: 
   • A new window will open showing a list of privileges with checkboxes.
   • To grant full access, check the box under Edit/All for each privilege.
   • To assign view-only access, check the box under View.
3. Batch Privilege Assignment: 
   • Check the box in the gray title bar to apply the same permission to all items within that category.
   • For Reports, the All option allows viewing data from all users.
4. Save Changes: 
   • Click Save to apply changes.

5. Assigning Privileges for Reports

• View Own Data Only: 
  • To restrict report access to only an employee’s data, check the box under Self.
• View All Data: 
  • To allow viewing data from all users, check the All box.
• Save Settings: 
  • Click Save after adjustments.

6. Creating Privilege Groups

1. Access Group Settings: 
   • Click on the Groups button.
2. Create a New Group: 
   • Click New, enter the Group Name (e.g., Providers, Front Desk).
   • Move relevant employees from the left column to the right by double-clicking their names.
3. Assign Group Privileges: 
   • Set privileges just like for individual users.
   • Changes apply to all group members.
4. Save Group Settings: 
   • Click Save when done.

7. Common Privilege Groups

A. Providers

• Typical Privileges: Full access to the software.
• Adjustments: Use discretion if limiting access.
• Setup: Check Edit for all needed categories or adjust individually.

B. Front Desk

• Typical Privileges: Full access to patient registration, scheduling, health registry, vaccine inventory, and iClinic Mobile.
• Adjustments: Assign View for items they need to see but not edit.
• Setup: Click New, name the group "Front Desk," assign staff, and set privileges accordingly.

C. Medical Assistants

• Typical Privileges: Full Edit for the EMR category, plus dashboard and EMR reports.
• Setup: Assign Edit under EMR and All for relevant reports.
• Optional: Additional permissions based on clinic needs.

D. Billing Managers

• Typical Privileges: Full Edit for Billing/Account sections and related reports.
• Setup: Assign Edit privileges for billing functions, patient registration, scheduling, and settings.

8. Best Practices

• Review Regularly: Periodically audit employee privileges to ensure security and compliance.
• Limit Data Access: Use the Self setting for sensitive data reports to restrict viewing to individual data.
• Group Efficiency: Create groups for common roles to streamline privilege management.

9. Troubleshooting Tips

• Privileges Not Saving: 
  • Ensure all required fields are filled.
  • Refresh the page or clear your browser cache.
• Access Issues: 
  • Confirm the employee has the correct privileges.
  • Review group assignments for conflicts.
• Report Visibility Problems: 
  • Check if the Self or All box is appropriately selected.

10. Support Guidelines

• In-App Help: Use the MDLand iClinic help feature for immediate assistance.
• Technical Support: Contact IT support for system-related issues.
• Administrative Support: Consult with clinic administrators for policy guidance on privilege assignments.

Thank you for following this guide. Proper management of employee privileges in MDLand iClinic ensures secure, efficient, and compliant clinic operations.