| Name Add Medications Prescribed Elsewhere | Type Add-On | Category Function | Description/Functionality/Use Case Grants access to the Medication Management (Rx) module with limited functionality to add and discontinue medications prescribed elsewhere. |
| Name Add Pharmacies to Rx | Type Add-On | Category Function | Description/Functionality/Use Case Grants access to the Medication Management (Rx) module with limited functionality to add a client's preferred pharmacies. |
| Name Allergies and Flow Sheets | Type Add-On | Category Medical | Description/Functionality/Use Case Grants access to the Medication Management (Rx) module with limited functionality to add allergies. Also grants the ability to enter allergies and flow sheets in SmartCare. |
| Name Auditor/Read-Only | Type Base | Category Non-Clinical | Description/Functionality/Use Case Used for staff who will only be reading charts and will not create any documents in SmartCare. Grants very limited access to only a client's documents page to view the documents listed. Is NOT able to see any clients in the system; a SysAdmin will have to manually add the clients this user should have access to in the user's Staff Details screen. |
| Name Billing | Type Base | Category Non-Clinical | Description/Functionality/Use Case Grants the ability to run billing processes related to county billing to the State for reimbursement, as well as client accounts and financials, contract provider invoicing and billing, and authorizing payments. |
| Name Billing Supervisor | Type Add-On | Category Supervisor | Description/Functionality/Use Case Grants the ability to set procedure rates, add payors/plans to the system, and adds supervisory pieces (e.g. ability to view the work of other staff). |
| Name CalMHSA Database Admin | Type Base | Category SysAdmin | Description/Functionality/Use Case Used for CalMHSA staff ONLY to address database level issues. |
| Name CalMHSA Sys Admin | Type Base | Category SysAdmin | Description/Functionality/Use Case Used for CalMHSA staff ONLY to help troubleshoot issues and push updates as needed. This role has access to everything in the system. |
| Name CARE Act Add-On | Type Add-On | Category Function | Description/Functionality/Use Case Grants read/write access to all CARE Act documents and reports. Due to concerns about confidentiality about court-related records, these permissions have been separated into an add-on user role. Sys Admin user roles will not require this add-on user role. Billing user role will still have access to the CalMHSA CARE Act Claim Report for invoicing needs. |
| Name Client Access Overrides | Type Add-On | Category Function | Description/Functionality/Use Case Grants access to the Staff Details screen tab for Client Access Overrides. This should be given to staff who need the ability to sequester a client's chart from staffs view but should NOT be given full access to create/edit user accounts. |
| Name Clinician Supervisor | Type Add-On | Category Supervisor | Description/Functionality/Use Case Adds the ability to view and monitor other staff’s documents and tracking measurements. Adds some overwrite privileges. |
| Name Contractor, Full Permissions | Type Base | Category Non-Clinical | Description/Functionality/Use Case Used for contract provider staff who are managing clients and entering services for those clients on behalf of their agency. This includes the ability to enroll/discharge clients in programs, enter client financial information, and view services. This does NOT grant permission to submit claims to the State, nor does it grant the permission to delete services in the system. |
| Name Contractor, No Rates | Type Base | Category Non-Clinical | Description/Functionality/Use Case Used for contract provider staff who are entering in services on behalf of their agency. This is limited to only service-entry and does not grant access to screens where rates are shown, including Client Account. Grants the ability to enter the diagnosis and state reporting items as part of data-entry for their agency. |
| Name County Affiliate Sys Admin | Type Base | Category SysAdmin | Description/Functionality/Use Case Used for staff who do System Administration (back-end setup) of the system, such as creating programs, users, plans, etc. |
| Name IP/CSU/Res | Type Add-On | Category IP/CSU/Res | Description/Functionality/Use Case Used for staff who work in an inpatient, crisis stabilization, or residential unit. This grants access to forms related to this module, including the Bedboard, Census, Patient Inventory, etc. All staff who work in one of these settings, regardless of clinical status, should get this role. |
| Name LPHA/Clinician | Type Base | Category Clinical | Description/Functionality/Use Case Used for direct-service staff who can make treatment decisions and diagnose. This would also include registered and waivered staff, including student interns, who diagnose under the supervision of a licensed practitioner. |
| Name MCO Contractor Payment | Type Add-On | Category MCO | Description/Functionality/Use Case Grants the ability to write checks. |
| Name MCO County Billing | Type Add-On | Category MCO | Description/Functionality/Use Case Grants the ability to create services from claims. |
| Name MCO County Claims Processing | Type Base | Category MCO | Description/Functionality/Use Case Used for county staff who will be inputting and processing MCO claims. |
| Name MCO County Manager | Type Base | Category MCO | Description/Functionality/Use Case Used for county staff who will be setting up MCO functionality. |
| Name MCO Provider Auth Request | Type Add-On | Category MCO | Description/Functionality/Use Case Used for MCO providers to enter authorization requests. Should be paired with the MCO Provider Base Role. |
| Name MCO Provider Base Role | Type Base | Category MCO | Description/Functionality/Use Case Used for MCO providers to access SmartCare. |
| Name MCO Provider Claims Entry | Type Add-On | Category MCO | Description/Functionality/Use Case Used for MCO providers to enter claims. Should be paired with the MCO Provider Base Role. |
| Name Medical Records/Quality Assurance | Type Base | Category Non-Clinical | Description/Functionality/Use Case Used for staff who enter and correct documents on behalf of other people; staff who process grievances, appeals, medical records requests, amendment requests, etc.; staff who review and approve authorization for services and do other utilization review |
| Name Medical Supervisor | Type Add-On | Category Supervisor | Description/Functionality/Use Case Adds the ability to view and monitor other staff’s documents and tracking measurements. Adds some overwrite privileges. Adds the ability to create orders and order sets in the system for all staff to use. |
| Name Medication Rx | Type Add-On | Category Medical | Description/Functionality/Use Case Grants access to the Rx module, which allows for entering prescriptions, medications prescribed elsewhere, medication consents, etc. |
| Name Non-LPHA | Type Base | Category Clinical | Description/Functionality/Use Case Used for direct-service staff who work under the guidance of an LPHA. This includes certified and licensed staff who cannot diagnose, such as substance abuse counselors, registered nurses, and certified peer support specialists. |
| Name Nurse Medical IP/CSU/Res | Type Add-On | Category Medical | Description/Functionality/Use Case Used for medical staff who are not prescribers who work in an inpatient, crisis stabilization, or residential unit. This grants access to medical inpatient/residential forms, such as the nursing assessment and client orders. |
| Name Orders Add On | Type Add-On | Category Function | Description/Functionality/Use Case Grants access to the Client Orders screen. This should be used for staff who may need to enter orders for non-medical purposes, such as tracking involuntary holds (5150s). |
| Name Parent/Guardian Patient Portal User | Type Base | Category Client | Description/Functionality/Use Case Used for client guardians to access the patient portal. DO NOT USE FOR STAFF/PROVIDERS. This user role will have access to screens that are not behind CDAG, as the client has a right to their records and is not beholden to privacy laws. |
| Name Patient Portal User | Type Base | Category Client | Description/Functionality/Use Case Used for clients to access the patient portal. DO NOT USE FOR STAFF/PROVIDERS. This user role will have access to screens that are not behind CDAG, as the client has a right to their records and is not beholden to privacy laws. |
| Name Patient Portal User Administration Add-On | Type Add-On | Category Function | Description/Functionality/Use Case Grants access to the non-staff user administration screens. Will allow the user to reset a patient portal users password, change what user role their granted, reset security questions, etc. |
| Name Prescriber | Type Add-On | Category Medical | Description/Functionality/Use Case Used for staff who have the credentials to prescribe medications. This user role puts the user on the list of prescribers that prescriptions can be attached to. People who do data entry for prescriptions but do not have the medical license required to actually prescribe should NOT be given this user role. |
| Name Prescriber IP/CSU/Res | Type Add-On | Category Medical; IP/CSU/Res | Description/Functionality/Use Case Used for prescribers who work in an inpatient, crisis stabilization, or residential unit. This grants access to medical inpatient/residential forms, such as the nursing assessment and client orders. |
| Name Reception/Front Desk | Type Base | Category Non-Clinical | Description/Functionality/Use Case Used for staff who check in clients at the front desk and schedule provider appointments. Grants access to the Reception/Front Desk view. Also grants access to do data entry for non-clinical documents (e.g. documents that can be filled out by the client and state reporting documents). |
| Name Services (My Office) Add-on | Type Add-On | Category Function | Description/Functionality/Use Case Grants access to the Services (My Office) list page. |
| Name Staff Demographic and degree update | Type Add-On | Category Function | Description/Functionality/Use Case Grants access to the Staff Details screen tabs for Demographics and Licenses/Degrees. This should be given to staff who need the ability to update a staff's demographics or licenses but should NOT be given full access to create/edit user accounts. |
| Name SUD Add-On | Type Add-On | Category SUD | Description/Functionality/Use Case Grants access to the SUD Special Population screens. These are client-level screens and so should only be given to staff who can see client-level SUD information, as these are unable to be locked behind CDAG rules. |
| Name User password reset & user reenable | Type Add-On | Category Function | Description/Functionality/Use Case Grants access to the Staff Details screen fields to reset a user's password and re-enable their ability to log in. This should be given to staff who need the ability to reset logins but should NOT be given full access to create/edit user accounts. |
| Name Pharmacist | Type Base | Category Medical | Description/Functionality/Use Case Used for pharmacists to access medication systems in SmartCare but not non-medical related clinical documentation. |
Updated 9/20/24