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User Roles

Name Type Category Description/Functionality/Use Case
Adult Portal User Base Client 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.
Allergies and Flow Sheets Add-On Medical Grants access to the Medication Managmeent (Rx) module with limited functionality to add allergies. Also grants the ability to enter allergies and flow sheets in SmartCare.
Auditor/Read-Only Base Non-Clinical 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.
Billing Base Non-Clinical 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. ​
Billing Supervisor Add-On Supervisor 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). ​
CalMHSA Sys Admin Base SysAdmin Used for CalMHSA staff ONLY to help troubleshoot issues and push updates as needed. This role has access to everything in the system.​
Client Access Overrides Add-On Function 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.
Clinician Supervisor Add-On Supervisor Adds the ability to view and monitor other staff’s documents and tracking measurements. Adds some overwrite privileges.
Contractor, Full Permissions Base Non-Clinical 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.
Contractor, No Rates Base Non-Clinical 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.
County Affiliate Sys Admin Base SysAdmin Used for staff who do System Administration (back-end setup) of the system, such as creating programs, users, plans, etc.​
IP/CSU/Res Add-On IP/CSU/Res 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.
LPHA/Clinician Base Clinical 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.
Medical IP/CSU/Res Add-On Medical; IP/CSU/Res Used for staff who work in an inpatient, crisis stabilization, or residential unit and have a medical background. This grants access to medical inpatient/residential forms, such as the nursing assessment and client orders.
Medical Records/Quality Assurance Base Non-Clinical 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​
Medical Supervisor Add-On Supervisor 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.
Medication Rx Add-On Medical Grants access to the Rx module, which allows for entering prescriptions, medications prescribed elsewhere, medication consents, etc.
Non-LPHA Base Clinical 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.
Prescriber Add-On Medical Used for staff who have the credntials 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.
Reception/Front Desk Base Non-Clinical 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).
Staff Demographic and degree update Add-On Function 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.
SUD Add-On Add-On SUD Grants access to the SUD Timeliness and 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.
User password reset & user reenable Add-On Function 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.
Add Medications Prescribed Elsewhere Add-On Function Grants access to the Medication Management (Rx) module with limited functionality to add and discontinue medications prescribed elsewhere.
Add Pharmacies to Rx Add-On Function Grants access to the Medication Management (Rx) module with limited functionality to add a client's preferred pharmacies.

Updated 10/11/23