Role Permissions

Owned by Brittney Kalicki
Last updated: Feb 14, 2022
36 min read

Role permissions determine what functions a user can perform. This guide will provide users with the knowledge to set permissions for any role in their Rethink Account. You can jump to a particular section by using the blue table of contents below (select the section you wish to jump to by selecting the blue word)

TIPS:

  1. Any edits made within a role will APPLY to ALL Staff Member Titles assigned to that role.

2. Role 5 (Parent or Contact role permissions ) enable differently than “staff” role permissions.

3. We recommend logging back into your Rethink account for the permissions to take effect. Users may also need to clear their cache/cookies in order to see the updates. Instructions on this can be found here: https://clear-my-cache.com/en/windows.html

1. Company Account

 

Permission Allows Users To Description (Good To Know)

View

This gives users the ability to VIEW ALL sections in the Company Account

 

  • Basic Information

  • Locations

  • Service Lines

  • Staff Member Settings

  • Funders

  • Client Settings

  • ABC Settings

  • Data Settings

  • Scheduling

  • VB-Mapp

  • *Billing Kareo Payers

  • *Kareo Settings

*(self billing /outsourced billing customers only)

  • Company Account recommended for Super Users

  • Does not allow access to view ROLES (separate permission is needed)

 

Edit

Modify ALL data in the company account sections with the exception of editing “Role Permissions”.

Additional permission is required.

 

 

 

  • Company Account recommended for Super Users

  • Does not allow access to Edit roles (separate permission is needed)

 

2. Assign Staff Members

Permission Allows Users To Description (Good To Know)

Add Staff to Client

Assign a staff member to a client, or assign a client to a staff member

 

  • This works when either in the client profile or the staff profile

  • Users will not be able to assign a client to a staff member if they do not have access to that client’s profile

  • This does not rely on the staff info or staff level access to assign a staff member, however, they will not be able to view the profile of the staff unless they have access permissions enabled

Remove Staff from Client

  • Unassign a staff member from a client

  • Un-assign a client from a staff member

 

 

3. Funder Reports

 

Permission Allows Users To Description (Good To Know)

View Reports

  • Open and view funder reports within the client’s profile

  • Download and Save Funder Reports to Client Filing Cabinet

 

Add/Edit

  • Add new client report templates to a client and edit ANY existing funder reports (even those created by other users)

  • Rename the report using the “action” icon

Delete

  • Delete ANY funder report within the client funder report section

     

  • Delete Session Notes at the appointment level.

 

  • This does not indicate whether a user will be able to see a funder report within the client’s file cabinet, for these permissions, please see “FILE CABINET” below.

 

 

 

 

4. Rethink Assessment

Permission Allows Users To Description (Good To Know)

Send to Contact

  • Send Assessments to the parent contact for the parent to view/edit (note: parent portal must have permission below enabled in order to view/edit)

 

  • Sending to contact does not send an email--it flags it in the assessment tab (parents will not see things that are not sent to them even if they have “view” enabled)

Edit

Open and edit the assessments

 

 

  • If the VBMAPP has been added to a client, they are able to edit/create new assessments for that client

  • Users are not able to edit “started/unfinished” MNA assessments if they do not have “CREATE MNA” enabled

 

View

Open and view the assessments

 

  • Does not allow for changes to be made

  • Must be enabled in order to edit or send to contact

  • Does not allow for “view” of MNA, see separate permission below.

Apply VB-MAPP License to Client

Apply the purchased VBMAPP license to a client

 

  • Users must purchase a VBMAPP license from the “Company account page prior to being able to apply the license

  • This role permissions does NOT grant access to purchase the license

 View Medical Necessity Assessment

View the MNA

 

Create Medical Necessity Assessment

Create a new MNA for the client or edit an unfinished MNA

 

 

SPECIAL NOTES

SPECIAL NOTES

**This is in relation to the “assessment” tab of the client profile, users will need to have access to the client within the client access permissions and be able to view client info in addition to any permissions above.

For Parent accounts (or ROLE 5): If VIEW and/or EDIT are turned on for this role, users will not be able to see the assessments unless the assessment has been “SENT TO CONTACT”. If the assessment has not been sent to contact, the parent will see a blank assessment tab.

 

5. Client Program

 

Permission Allows Users To Description (Good To Know)

View Goals & Videos

  • View the client skill acquisition programs in the client program tab

  • View the goals, mastery criteria, and any additional materials

  • Print/download the lesson plan

  • Move/duplicate the program.

  • Would need to be enabled in order for users to see the program details in the app as well

Edit Goal Details

  • Edit or customize the client’s programs (in the client program tab). Including: adding targets, edit goals/objectives

 

 

 

 

6. Goal Library -(Program library Permissions)

 

Permission Allows Users To Description (Good To Know)

View

View programs from within the program library and supporting documents

 

Add Custom Goal

Add custom programs to the program library for the entire agency to utilize

 

Edit & Delete Custom Goal

  • Edit custom programs AND delete custom goals

  • Edit a Rethink program to Create a custom program based on the Rethink Template

 

 

  • If a program has been added to a client, a custom program cannot be deleted

  • Any edits that they make within a custom program will have an effect on the client’s program

Add Goal to Clients

Add programs from the program library to the client’s profile

 

Remove Goal from Clients

This is a legacy permission and no longer valid.

If users are able to ADD GOALS to a client, they will be able to REMOVE GOALS from a client.

 

7. Data Entry

 

Permission Allows Users To Description (Good To Know)

Enter Data

  • Enter data

  • Delete their own data

  • Master targets/objectives within the data entry page

 

  • Must be enabled in order for users to collect data on the app

  • **If Role 5 has this enabled, at this time, we cannot differentiate which programs they have access to vs which they do not have access to. If they do have this enabled, they will be able to “view data” for the programs. If they do not have this enabled, they will need to have “run reports” in analyze data enabled to view the program data.

 

Reorder Programs

  • Reorder the programs within the data entry page (reorder the view

 

Delete Data Collected By Others

  • Delete Collected data collected by other users

 

 

  • Users will always have the option to delete their own data, this role permission is not needed to delete OWN data

 

8. Analyze Data

 

Permission Allows Users To Description (Good To Know)

Run Reports

Access the analyze data tab, run graph reports, download graphs and save graphs to file cabinet

 

 

 

  • This permission needs to be enabled for Role 5 if data entry is not enabled in order for the users to view graphs

  • Pertains to the Analyze Data tab: DOES NOT require enablement to run funder reports

 

Edit/Save Reports

This is a legacy permission and no longer valid.

 

Delete Reports

This is a legacy permission and no longer valid.

 

 

9. File Cabinet (Client Filing Cabinet)

Permission Allows Users To Description (Good To Know)

View

View files in the client filing cabinet

 

  • To perform ANY of the additional permissions below, users will need “view” enabled.

  • Additionally, will need access to the client profile: see client info and client access below

  • View function on mobile device will actually download the file to the users device.

Move & Copy Files

Move and copy files within the file cabinet to other (or same) folders within the client’s file cabinet

 

Download Files

Download files from the file cabinet to their device

 

Upload Files

Upload outside sourced files to the file cabinet (meaning files from their personal device)

 

Delete Files

Delete files from the file cabinet

 

Deleting a saved-to-file cabinet graph/funder report or session note within the file cabinet does NOT delete it from its original source. These reports will be available where they originated from.

Add/Edit/Move Folders

  • Add additional folders, edit the names of the current folders, or change the placement of folders.

  • Mark a folder as a shared folder

Billable and Non-Billable Session Note Folders will automatically be added to a Client Filing Cabinet after the first session notes are completed and saved for any client.

Shared Folder Only (THIS SELECTION WILL RESTRICT VIEWING ALL OTHER FOLDERS)

If this is enabled, users will only be able to view a folder that has been marked as a “SHARED' folder. They will not be able to view other non-shared folders within the client’s file cabinet

 

 

  • Tip: This is great for parent portals! Additionally, also can be used for staff members (if staff has shared only, they will not be able to view the unshared folders)

  • The user will still need permission to “view” in order to view the documents within the folder

 

 

Rename Files

Allows users to rename the files within the folders

 

 

 

10. Client Report Templates

Permission Allows Users To Description (Good To Know)

View Templates

View the client report templates

 

When viewing, users are able to pseudo edit (add in filler text), however, they are not able to permanently SAVE their edits unless the permission “Add/Edit/Duplicate Templates” is enabled.

Add/Edit/Duplicate Templates

Add additional template, make edits (add funders, include more fields, add filler text, inactivate templates) create duplicates of the templates

 

Delete Template

Delete an existing template from the client report template list

 

 

11. Reporting Dashboards

Permission Allows Users To Description (Good To Know)

 View/Download Client Reports

Access all client reports

Permissions for client access and client info do not apply here

 

View/Download Staff Reports

View/download staff member reports

 

View/Download Authorizations

View Download Expiring Authorizations and Authorization Utilization

 

View/Download Scheduling Reports

View/download the following reports:

CANCELLATIONS

STAFF PRODUCTIVITY

BILLABLE HOURS SUMMARY

CLIENT LOG

SESSION LOG

 

View/Download Payroll Export

Grants access to the payroll export

 

View/Download Billing Export

Grants access to the Billing Export, and BHPN Invoice

 

View/Download Funder Services

Grants access to view/download the Funder services report

This report is a great way to audit your funder information for auditing rates, staff credentials connected and even rounding rules.

 View/Download Parent Verification

Allows users to view/download the Parent Verification form

This form is specifically for CA providers working with Regional Centers

 

View/Download Staff Credential Report

Provides Access to BOTH View and Download Staff Credential Report.

 

 

 

 

 

12. Resources & Training Center

Permission Allows Users To Description (Good To Know)

 Access Resources & Training

Must be enabled in order for users to access the Company Resources, the Intro to Autism and ABA training, and the RBT training

Note: For RBT training, within the staff profile, “Show RBT” must be enabled

For Company Resources: The user will also need the “Company Resources” permissions below

If this is enabled for role 5, This role is only able to see the Intro to Autism and ABA training, and the Company Resources (if enabled).

This role is NOT allowed to view the RBT training.

 

13. Client Info

Permission Allows Users To Description (Good To Know)

View Client Info

Allows users to view the client profile

Must be enabled for opening appointments within scheduling, viewing clients programs, data entry, funder reports, viewing clients on the app etc.

This will need to be turned on in conjunction with a “Client profile Access” permission. If one of these are not turned on, users will not be able to see a client or click into an appointment

Does not affect: Reporting Dashboard

Not able to view client notes unless this is added (see below)

Edit Client Info

Allows users to edit ANY of the fields within the client “client info” tab EXCLUDING: Client Notes (see below separate permission)

Need this enabled to edit a client contact/send an invite to a parents

 

Add New Clients

Allows users to add in new clients for the account.

Need view and edit enabled in order to add a new client

 

 Delete Clients

Enables users to delete existing client profiles.

They will need to be able to view the client, edit the client and have access to the client info.

Deleted clients can be undelete

 

14. Client Notes

Permission Allows Users To Description (Good To Know)

View Notes

Allows users to view notes added to the “Notes” section within the client info

 

If a user creates a note and marks as “Private” only that user and users within ROLE 4 will be able to view that note

This pertains to the general “notes” section within the client’s profile. This does not relate to session notes or funder reports.

Add Notes / Edit Notes

Allows users to add/edit the notes added to the clients “NOTES” section within the client info

 

Delete Notes

Allows users to delete notes created by anyone.

Will need view notes

 

 

15. Client Access

Permission Allows Users To Description (Good To Know)

 All Clients In All Locations

This allows users to view ALL clients within the system

Client Access is a CHOOSE ONE option

Clients assigned to user

Users will only be able to see the clients which have been assigned to their profile

Client Access is a CHOOSE ONE option

All clients within user's Location(s)

Users will only be able to see clients which share their same location.

The locations must MATCH.

Additionally, if this is enabled along with the clients assigned to user, or the clients in all location, this will OVERRIDE the other two options.

The client and the staff must share the same location within their profiles

Client Access is a CHOOSE ONE option

 

16. Staff Member Info

Permission Allows Users To Description (Good To Know)

View Staff Info

This will allow users to open the staff member profile

Which staff members depend on the staff access settings below

Additionally, this would need to be turned on in order to open another staff member’s appointments within the scheduler

Must be enabled for opening appointments within scheduling,

This will need to be turned on in conjunction with a “staff profile Access” permission

Does not affect: Reporting Dashboard

Prerequisite to this section is Staff Profile Access #17. First decide whose profile they can see, then decide of what in that profile can they see

 

Edit Staff Info

Allows users to edit information within the staff info tab

 

Excludes: Payroll, Staff Credentials, Notes,

Prerequisite to this section is Staff Profile Access #17. First decide whose profile they can see, then decide of what in that profile can they see

 

Add New Staff Members

Allows users to add new staff profiles

 

View Payroll

Allows users to view staff payroll information added in their staff profile

Will also need access to view the staff profile

Prerequisite to this section is Staff Profile Access #17. First decide whose profile they can see, then decide of what in that profile can they see

 

Edit Payroll

Allows users to edit staff payroll info in their staff profile

 

Will need access to view the staff profile and view payroll

Prerequisite to this section is Staff Profile Access #17. First decide whose profile they can see, then decide of what in that profile can they see

 

View Staff Credentials

Allows users to view the license/credential section of a staff profile

Will need access to view the staff profile

Prerequisite to this section is Staff Profile Access #17. First decide whose profile they can see, then decide of what in that profile can they see

 

Edit Staff Credentials

Allows users to edit and add staff credentials within a staff profile

 

Will need access to view the staff profile and view the staff credentials

Prerequisite to this section is Staff Profile Access #17. First decide whose profile they can see, then decide of what in that profile can they see

 

Dismiss Credential Warnings

Allows users to dismiss the credential warnings (or flags) for the staff member’s credential expiration

Will need access to edit a staff profile and view and edit the staff credentials

Prerequisite to this section is Staff Profile Access #17. First decide whose profile they can see, then decide of what in that profile can they see

 

 

17. Staff Profile Access

Permission Allows Users To Description (Good To Know)

All Staff In All Locations

 

This allows users to view ALL Staff within the system

This is a SELECT ONE option

 All Staff within the user’s location(s)

Users will be able to see staff who share the same location

The locations must MATCH within their profiles

This is a SELECT ONE option

Own Profile ONLY

They will only be able to view their own profile

This is a SELECT ONE option

 

18. Staff Notes

Permission Allows Users To Description (Good To Know)

View Notes

Allows users to view notes added to the “Notes” section within the staff profile

 

Prerequisite to this section is Staff Profile Access #17.

If a user creates a note and marks it as “Private” only that user and users within ROLE 4 will be able to view that note

Add Notes / Edit Notes

Allows users to add/edit the notes added to the staff’s “NOTES” section within the staff info

Prerequisite to this section is Staff Profile Access #17.

 

Delete Notes

Allows users to delete notes within the “Notes” section of the staff profile made by ANY user

Must be able to view notes

Prerequisite to this section is Staff Profile Access #17.

 

 

19. Staff File Cabinet

Permission Allows Users To Description (Good To Know)

View

Allows users to view the staff file cabinet

Prerequisite to this section is View Staff Info and Staff Profile Access

 

Move & Copy Files

Allows users to move and copy files within the file cabinet (view must be enabled)

Prerequisite to this section is View Staff Info and Staff Profile Access

 

Download Files

Allows users to download files from the file cabinet

Prerequisite to this section is View Staff Info and Staff Profile Access

 

Upload Files

Allows users to upload files from an outside source to the staff file cabinet

Prerequisite to this section is View Staff Info and Staff Profile Access

 

Delete Files

Allows users to delete files from the staff file cabinet

Prerequisite to this section is View Staff Info and Staff Profile Access

 

Add/Edit/Move Folders

Allows users to add folders, edit existing folders, and move folders within a staff profile

Prerequisite to this section is View Staff Info and Staff Profile Access

 

Add/Edit/Move Folders For All Staff Members

 

Allows user to move folders within the staff profile

Prerequisite to this section is View Staff Info and Staff Profile Access

Rename Files

Allows users to rename files within the staff file cabinet

 

 

20. Role Permissions

Permission Allows Users To Description (Good To Know)

 Add/Edit Permissions

Allows users to add roles to the company account page and additionally make edits to existing role permissions

 

Prerequisite is to have access to view the company account page if needing to add/edit permissions

 

 

21. Behavior Support

Permission Allows Users To Description (Good To Know)

View

Allows users to view the Behavior support plans

-is needed to see plan details within app

-

 

Add/Edit Behaviors

Allows users to add behavior plans (create behavior plans) and make edits to existing behavior plans

 

 

22. Company Resources

Permission Allows Users To Description (Good To Know)

View

 

 

Allows users to view the company resources and the company resource section within the “Resources and Training” center

 

To view the uploaded actual “company resources” users have to have “download” enabled

 

Prerequisite is access to Resource and Training Center #12

Move & Copy Files

Allows users to move and copy files within the Company resources folders

 

Download Files

Allows users to Download files from the Company Resources section

 

Upload Files

Allows users to upload files to existing folders within the company resources section

 

Delete Files

Allows users to delete files from the company resources section

 

Add/Edit Folders

Allows users to add and edit folders within the company resources section

Also allows users to delete folders

 

 

23. Scheduler Views

Permission Allows Users To Description (Good To Know)

Individual

Grants users access to the “Individual” calendar within the scheduler

This will rely on the “scheduler user drop-down' selected below

If users are only allowed to “view calendar of user and client’s assigned to user” they will only be able to utilize the search bar for their own staff name, or the client’s assigned to them.

By client’s assigned to them, we intend the clients they are able to access in the “client profile access” settings above. Their access to open or make edits to the appointments depends on the settings below in scheduler settings

 

Group

Grants users access to view the Group calendar within the scheduler.

 

Their access to the appointments and staff/clients able to be viewed will depend on their staff profile access and client profile access

 

Appointment List

Allows users to access the appointment list

Also allows users to download appointments in the form of an excel

The ability to search by clients depends on the client profile access granted above.

The ability to search by staff depends on the “scheduler drop-down” listed below

Users will not be able to see other staff member’s appointments if they have “calendar of user and clients assigned to them” enabled

 

 

 

24. Scheduler

Permission Allows Users To Description (Good To Know)

Drop-down menu: Two options

Calendar of user and client’s assigned to them

-they are only able to see their own appointments and those of clients which are assigned to them (please refer to client profile access above)

All STAFF/All CLIENTS

-Users are able to access All staff and all clients

View Calendar

Required to view the scheduler and also required to view appointments within the app

Verify Appointments

Allows users to add staff signatures, parent signatures, and session notes

Note: Parent portals (ROLE 5) will not be able to add session notes with this permission

 

 Add Appointments

Allows users to add/create appointments or appointment series

 

Edit Appointments

Allows users to edit the appointment details of an Unverified appointment

Also needed to cancel appointments

Examples of edits: Scheduled start/end time, date, service line, location, paycode, client/staff member

Note: Users do not need this to edit session notes, they are able to edit their own session notes at any time

 

Delete Appointments

Allows users delete Unverified appointments

 

Edit Verified Appointments

Allows users to edit verified appointment details

Including: Staff verified time, service line, locations

Note: Once an appointment has a session note, or staff signature or parent signature, the date of the appointment is not allowed to be changed, please reach out to Rethink Support

 

 

Delete Verified Appointments

Allows users to delete verified appointment details

Note: Deleting a verified appointment does not delete a session note from the file cabinet. Users will need to delete the session note from the file cabinet with a “delete files” permission above

 

View Appointments

Must be enabled to view appointments and to see appointments within the app

View Verification Address

Allows users to view the verification address on the staff and parent signatures

Must be enabled to add appointments

 

Bulk Verify

Allows users to bulk verify:

Staff signatures (needs ability to edit appt)

Parent signatures, (needs ability to edit appt)

Cancellations (needs ability to edit appt)

Deletions (needs ability to delete appt)

Would need to have ability to Edit appt, delete appt and verify appt

We do NOT Recommend giving this to parent profiles, this may cause some issues as parents would be able to accidentally verify the incorrect appointments.

 

Approve EVV Appointments

Allows users to approve appointments for Tellus

 

Override Clock In/Clock Out for EVV Appointments

Allows users to verify EVV appointments on the browser and attach a reason code

 

Access Session Note Drafts

Allows users to access the session note drafts.

This is required if users need to access drafts of previous session notes