Permissions dictate what a user can do in the system. There are different types of permissions that each work with the system in different ways.
When looking at permissions, there are multiple fields that will show.
- Permission Type – Defines the type of permission
- Parent (if applicable) – If available, this will show a sub-category. For different permission types, the type of sub-category will vary.
- Permission Item – This is the actual permission record
The following table gives more details about each permission type.
| Permission Type Name | Description | Parent | Permission Item |
|---|---|---|---|
| Application Actions | Basic actions for the entire system | N/A | Types of search buttons allowed and "Refresh Shared Tables" |
| Client Information Tabs | Permissions related to the Client Information screen | N/A | What tabs a user will be able to access. Not all tabs are being used by CalMHSA, as some are module-specific |
| ClientAccess Rules | Limits access to clients | N/A | What clients the user will be able to see when searching |
| Document Codes (Edit) | Write-access to documents | N/A | What documents a user will be able to create or edit. Some Document Codes are editable after signature and others aren't (per-document setup) |
| Document Codes (View) | Read-access to documents | N/A | What documents a user will be able to view (pdf) |
| Event Types | MCO-releated functionality | N/A | - Uses Unclear - |
| Flags | Flags marked as "Permissioned Flag" in Flag Type Details (Flag Types) | N/A | Granting a permission will allow a user to see and interact with this flag |
| Image Associations | Scanning categories | N/A | What types of scanning/upload options are available to a user. |
| Keyboard Shortcuts (View) | Read-access to keyboard shortcuts | N/A | What keyboard shortcuts are shown to the user |
| Message Workgroups | Workgroups that exist in the system | N/A | Granting a permission will allow a user to message this workgroup |
| Notifications | - Uses Unclear - | N/A | - Uses Unclear - |
| Orders | Orders marked as "Permissioned" in Order Details (Order Setup) | Order Type | Granting a permission will allow a user to see and interact with this client order |
| Quicklinks | Left-hand menu options | Navigation Context | What quicklinks a person can see in the left-hand menu. There is also a "Deny QuickLinks Removal" checkbox which keeps the user from being able to edit this quicklink in their menu. Items not checked will mean a user can move this quicklink to wherever they want, or remove it from their quicklink menu. There is also a "Grant Item Client Search" checkbox, which will put this quicklink in the flyout menu when hovering over a client in the client search icon dropdown. These are sorted alphabetically and a user will only be able to see 11 items maximum. Any items beyond 11 will not show. |
| Reports | Permission to run a report | Report Type | What reports a user can access in the system, including viewing and running |
| Rx | Medication (Rx) module | N/A | Grants permission to the field, screen, etc. in the Medication (Rx) eprescribing module |
| Screen (New Mode) | Actions on a screen before the record has been saved | Screen Name | Grants permission for functions, buttons, actions, or fields are avilable to edit/click/select on a specific screen |
| Screen (Tabs) | Tabs on a multiple-tab screen | Screen Name | Grants permission to view and interact with this specific tab on the designated screen |
| Screen (Update Mode) | Actions on a screen acter the record has been saved | Screen Name | Grants permission for functions, buttons, actions, or fields are avilable to edit/click/select on a specific screen |
| Screens | Screen access | Navigation Context | Grants permission for a user to access the designated screen. Screens include list pages, detail pages, document pages, etc. |
| SmartView | Right-side menu for client widgets | N/A | Grants permission for a user to see these widgets on the SmartView |
| Staff List | Groups of staff for dropdowns | N/A | Puts the user in the associated staff list. Staff lists are used in different dropdowns and for different functionality across the system. For example, only users on the "Prescribers" Staff List may be selected in the "Prescriber" dropdown list for orders and Rx. |
| StaffAccessRules | - Uses Unclear - | N/A | - Uses Unclear - |
| Tool Tip | Client Flyout when hovering over the client's name | N/A | Grants permission for a user to see this data point when hovering over the client's name in the system. |
| Widgets | The modular items on a dashboard | N/A | Grants permission for a user to see this widget on a dashboard. Some widgets will show on the Client Dashboard, others on the Dashboard (Staff Dashboard). Some widgets are meant to show on the Patient Portal. |
Documents
When granting a user permission to a document, there are a few different permissions that should be considered. If the user should have read/write access, meaning they can create and edit documents of that type, their permission set will look different than if the user should only have read-only access, meaning they can view the document type but cannot create their own. This is handled by the Document Code (Edit) and Document Code (View) permissions for that document. However, documents are also associated with a screen in SmartCare. In order to access the document in question, both users will need to be granted permission to the associated screen. QuickLinks are also often granted, as these are simply shortcuts to the screen they’ve been granted access to.
| Read/Write Access | Read-Only Access |
|---|---|
| Document Code (Edit) | |
| Document Code (View) | Document Code (View) |
| Screens | Screens |
| Quicklink | Quicklink |
Screens
All screens in SmartCare are able to be permissioned, including popups. Anytime a user receives a permission error message (“You do not have permission to view …”), this is because the user has not been granted permission to this screen, even if that screen is a popup on a parent screen that they do have permission to. If you run into any of these issues and are using CalMHSA defined user roles, please submit a help desk ticket and we will address the situation. If you’re using a county-created user role, you can update the user role to include that screen in the permission set.
Note: Some screens are named the same. This is especially true with popups. For example, if you search for permission item “SmartCare”, you’ll see more than one option. Since the ScreenId doesn’t show when setting permissions, sometimes setting permissions is more guess-and-check than is preferable. CalMHSA has brought this issue to Streamline’s attention.
Screen Actions
Sometimes there are specific fields, actions, or buttons that need to be permissioned on a screen. For example, CalMHSA has renamed the fields “Primary Clinician” and “Primary Physician” in the Client Information screen to “Do Not Use”. This is because of privacy risks associated with these fields. To minimize risk even further, CalMHSA created permission records for these fields.
These types of field-based permissions are found in the Screen (New Mode) and Screen (Update Mode) permission types.
- Screen (New Mode) – permissions related to fields/actions/buttons on a screen before the screen has been saved
- Screen (Update Mode) – permissions related to fields/actions/buttons on a screen after the screen has been saved at least once
Often, the permission items for these permission types are not as clear as “Delete”. Sometimes they have strange wording, such as “CheckBox_Authorizations_AuthorizationByAmountRequestd”. This makes searching by the permission item difficult. Instead, using the Parent field can be very helpful. In these permission types, the parent field is the screen the permission item lives on. By searching the parent, you’ll find all permission items associated with that screen.
Note: Some screens are named the same, as some have the navigation context “Client” while others have “My Office”. Since the navigation context doesn’t show in the Parent field, sometimes setting permissions is more guess-and-check than is preferable. CalMHSA has brought this issue to Streamline’s attention.