Deep Dive: Team Member Permissions

Healthie offers you the ability to customize over 70 permissions and settings for each member of your team (including Support accounts). In this article we run through each permission, and best practices on incorporating this into your team's workflow. 

Accessing Member Settings

Within Healthie, admins have the ability to customize the experience/capabilities for each of your organization members. To access this panel of settings:

  • Settings (top right) > Organization
  • Scroll down to "Members
  • Now you'll see all of your organization members, and can "EDIT" each one to customize their settings (or add a new member

Some suggestions for managing your members: 

  • Sort your members by first name, last name, type of member (provider or support), and status (active or inactive)
  • Drag & drop a team member to change their position in the listing
  • Improved navigation of a team member's records (see any clients, chats, documents, program, packages, and more affiliated with their account) 

In addition, there are over 40 permissions that an admin can customize for each team member. Activate permissions for a team member by checking the corresponding box. 

Organization Member Permissions Templates

Healthie allows for organization admins to apply Permissions Templates to organization members, either when adding a new organization member or applying permissions to existing/current organization members.

Learn more here.

General Team Member Permissions & Roles

  • Account type (Standard or Support
  • (Optionally) Give member an administrator status for the organization
  • (Optionally) Designate member as a provider 
  • For account security reasons, a team member cannot change their own role directly. Another account admin will need to do so for them. 

When the Provider status is enabled for a team member, the member will appear in the following places: 

  • In the list of providers that clients can book with 
  • In the list of clients, can be paired with a client 
  • In the list of providers that a client payment can be associated with 
  • On the organization calendar

Permissions for the Organization/Account

  • Can view and manage developer features (webhooks, API keys)
  • Can view and edit settings that impact the organization (this setting relates to the following features: Insurance, Brand, Referring Providers, Client Source, Care Plans, Charting, Chat, Email Templates, Journal Entries, or enable Smart Tasks). 
  • Can have their own branding
  • Can add new members to the organization
  • Can edit and remove members from the organization
  • Can generate organization reports 
  • Can assign tasks to any other member of the organization
  • Can view all org members' tasks
  • Can mark tasks complete that are assigned to other org members. 

Permissions For Client Management

  • Can search across all clients in the organization. This setting needs to be enabled for a team member if you would like them to be able to book appointments on behalf of other providers. 
  • Sees all clients in the organization on the Clients Page (Note: this gives them access to the entire client's profile)  
  • Can add new clients
  • Can archive and unarchive clients (Note: Standard/Support can never delete a client's account)
  • Can merge clients
  • Can be added as a care team member
  • Has Chat conversations automatically created with a client when (when added as a Care Team member to a client's account, the client will see this member as an option to Chat with) 
  • Can set client passwords

Permissions For Calendar & Appointments

  • Can view the Organization Calendar that includes all team members' schedules
  • Can edit and delete appointment on behalf of other members in the organization:
    • Visibility of Appointment Status is tied to this setting
  • Is notified via e-mail and notifications bell when an appointment is booked by a client with any member of the organization
  • Is notified via e-mail and notifications bell when an appointment is cancelled with any member of the organization
  • Can add and edit appointment types that are then visible within the entire organization
  • Sees availability by default when the Organization Calendar is loaded

Permissions for Billing

  • Has access to billing
  • Can view all organizational billing 
  • Can create, edit, and delete client packages
  • Shares packages with the entire organization
  • Can charge clients (Learn more: Client Payments)
  • Can edit client's credits
  • Can add, edit, and delete products (Learn More: Inventory Management)
  • Can view, create, and edit Superbills
  • Can view, create, and edit CMS 1500s
  • Can submit CMS 1500s to Office Ally
  • Can view Transfers
  • Is notified about all failed payments - when enabled, this org member will receive an email notification when any client payment fails or there is a chargeback.

Permissions for Charting 

  • Can sign own charting notes
  • Can lock own charting notes
  • Can sign charting notes of other providers
  • Can lock charting notes of other providers
  • Can write addendums to charting notes of other providers
  • Can delete charting notes

Permissions for Chat

  • Can add other team members to Chat conversations

Permissions for Client Activity 

  • Receive e-mail notification when any client in the organization starts an intake flow
  • Receives e-mail notification when any client in the organization completes an intake flow

Permissions for Faxing

  • Is notified via e-mail when a fax comes in
  • Is notified via e-mail when a fax fails to send
  • Can view incoming faxes
  • Can view sent faxes from members in the organization
  • Can delete faxes

Permissions for Fullscript 

  • Should see the option to use Fullscript with Healthie 
  • Should use same Fullscript account as other members of the Organization

Permissions for Labs

  • Can view labs
  • Can order labs (this only applies to lab integrations that support ordering and have been enabled to your account - learn more about E-Labs)

Enabling this setting gives the provider the ability to view and order any labs connected with their account. Currently, this setting cannot be used to give permissions for only specific lab vendors.

Permissions for Sharing Organization Resources

  • Shares custom metrics with the entire Organization
  • Has their goal favorites available to other members of the Organization
  • Can use goal favorites that are shared from other members of the organization
  • Can view other Org Members documents
  • Can edit documents and folders uploaded by all members of the Organization
  • Can edit forms, charting templates, and intake flows
  • Can edit and create programs
  • Can enroll and remove clients from programs
  • Shares Smart Phrases with the entire Organization
  • Can rename and delete tags

Care Team Member Permissions

Account admins have control over, and insight into, care team members. 

  • Can be added as a Care Team member - when this setting is enabled for a provider (even a support role), they can be added as a Care Team member to any client's account within the organization. 
  • Has Chat conversation automatically created with client - when added as a Care Team member to a client's account, the client will see this member as an option to Chat with
  • Clients can schedule sessions with this org member
    • Note: This setting requires the "Should appear as a provider" setting to be enabled.
  • Is notified of any client activity including intake forms, journal entries, programs, and documents
    • Note: This setting is dependent on the org member's personal notification settings. For example, if the org member's personal notification settings are configured to not receive a notification about a client posting a journal entry, then they would not receive a notification about a client who they are a care team member for posting a journal entry.
  • Ability for a provider to add themselves as a Care Team member, making it easier to bulk-edit the Care Team member settings for clients. 
  • Booking with Care Team members is supported on the Healthie Mobile App

Additional Permissions & Capabilities

We can help you adjust additional permissions in your account, reach out to to learn more. 

  • Ability for different providers to have separate bank accounts linked to their account 
  • Default telehealth meetings to HIPAA Zoom
  • Have a specific provider have their own specific appointment settings or appointment types that are different from rest of default org settings 

The most common request includes modifying which team members receive notifications for certain actions, for example when an appointment is cancelled, when a fax is received, and when a client completes their onboarding.

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