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Overview

The platform uses a role-based access control system with four distinct roles and 12 permission areas. Each role comes with sensible defaults, and Admins can customize individual staff permissions when needed.

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Roles

The platform defines four roles, each designed for a specific function within the clinic:

Admin

Full clinic management including billing, staff, settings, and all clinical and operational features. Typically the clinic owner or practice manager.

Doctor

Clinical records, patient care, appointments, and most financial operations. Focused on the clinical workflow.

Receptionist

Scheduling, patient check-in, billing, and front-desk operations. Designed for non-clinical staff who manage day-to-day logistics.

Patient

Portal access to view their own records, appointments, invoices, and messages. Patients cannot access other patients’ data or clinic operations.

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Permission areas

The platform defines 12 discrete permission areas that control what each user can see and do:
Permission matrix by role

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Default permissions by role

The following table shows which permissions are granted by default for each clinic-level role: Summary by role:
  • Admin — All 12 permissions
  • Doctor — 11 permissions (excludes Manage inventory)
  • Receptionist — 9 permissions (excludes View clinical records, Edit clinical records, and Manage lab cases)
The Patient role has a separate, limited set of portal permissions. Patients can only view their own appointments, invoices, treatment history, and messages. They cannot access other patients’ data or any clinic management features.

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Customizing permissions

Admin only — Admins can override default permissions for individual staff members.

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Per-user overrides

Default role permissions serve as a starting point. Admins can grant or revoke specific permissions for any staff member, creating a custom permission set that differs from their role’s defaults.
Use per-user overrides sparingly. If you find yourself customizing permissions for most staff in a role, consider whether the role assignment itself should change.

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Common customization examples

By default, Doctors cannot manage inventory. If a Doctor is also responsible for ordering supplies, grant them the Manage inventory permission from their profile.
If a Receptionist should only view billing but not record payments, revoke the Process payments permission from their profile.
If front-desk staff need to reference clinical notes (for example, to assist with insurance paperwork), grant View clinical records without Edit clinical records.

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Role assignment

Roles are assigned when a user is invited or their account is created. To change a staff member’s role after the fact:
  1. Navigate to Settings > Staff
  2. Click on the staff member
  3. Update their Role from the dropdown
  4. Save changes
Changing a staff member’s role resets their permissions to the new role’s defaults. Any per-user overrides from the previous role are removed. Re-apply customizations if needed.

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Frequently asked questions

The platform does not support custom role creation. However, the per-user permission override system lets you tailor access for any individual staff member beyond their role defaults.
Only Admins can view and modify staff permissions. Doctors and Receptionists cannot change their own or others’ permissions.
No. Each user has exactly one role per clinic. Use per-user permission overrides to expand or restrict access as needed.
Yes. Permission changes apply on the staff member’s next page load. They do not need to log out and back in.