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Adding and Managing User Roles for Staff Members in 4Geeks Health

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Efficiently managing user roles is critical for ensuring data security and operational flow within your clinic. 4Geeks Health uses a granular Role-Based Access Control (RBAC) system that allows administrators to define exactly what information each staff member can view or modify. This guide explains how to create, assign, and manage these roles through the central dashboard.

Overview

User roles in 4Geeks Health are bundles of specific permissions designed to match job functions. By assigning a role rather than individual permissions, you can quickly onboard new staff while adhering to the Principle of Least Privilege (PoLP)—giving users only the minimum access necessary to perform their duties.

Prerequisites

  • Administrator Access: You must be logged into the 4Geeks Console with “Global Full Administrator” or “Admin” permissions.
  • Staff Profiles: Ensure the staff members you wish to assign roles to have already been added as users in your account.

Step-by-Step Instructions

Step 1: Access Roles and Permissions

  1. Log in to the 4Geeks Console.
  2. From the main dashboard menu, navigate to Setup & Configuration.
  3. Select Roles and Permissions.

Step 2: Create a New User Role

  1. Click the Add New Role (or “Create Account Role”) button.
  2. Define Role Name: Enter a descriptive name (e.g., “Medical Billing,” “Front Desk,” or “Nurse Practitioner”).
  3. Provide a Description: Briefly explain the role’s purpose to assist other administrators in the future.
  4. Select Base Permissions: You can start from scratch or duplicate an existing role to use as a template.

Step 3: Customize Permissions

Select the specific modules and actions this role should have access to. Common permission categories in 4Geeks Health include: * Clinical Care: Access to medical records, progress notes, and clinical procedures. * Laboratory (LIS): Ability to manage lab tests, samples, and results. * Accounting: Management of sales invoices, pricing, and billing processes. * Appointments: Permission to view, create, or reschedule patient appointments. * Purchasing and Inventory: Control over material requests and stock management.

Step 4: Assign the Role to Staff Members

  1. Navigate to the Users section within the 4Geeks Health module.
  2. Select a staff member from the list and click Edit.
  3. Locate the Role dropdown menu and select the newly created role.
  4. Click Save Changes.

Common Use Cases

Scenario 1: Restricting Billing Data

A clinic may want their medical residents to view patient history and progress notes but hide all financial records and invoice data. By creating a “Medical Staff” role with the Accounting module toggled OFF, residents can perform clinical duties without accessing sensitive financial information.

Scenario 2: Specialized Procurement Access

In larger facilities, you might assign a “Storekeeper” role. This user is granted access to Purchasing and Inventory to create Material Requests and log Goods Receipts, but is restricted from the Clinical Care module to protect patient privacy.

Troubleshooting

  • User Cannot See a Specific Module: Ensure the permission for that module is not only toggled “ON” in the role but that the user has been correctly assigned that specific role.
  • Unable to Delete a Role: You cannot delete a role if it is currently assigned to any active user profile. Reassign the users to a different role first.
  • Changes Not Applying Immediately: If permissions are updated while a staff member is logged in, they may need to refresh their browser or log out and back in to see the changes.

Conclusion

Proper role management is the first line of defense in maintaining a HIPAA-compliant and organized clinic environment. For further assistance in scaling your medical team, explore our guides on 4Geeks Talent for recruitment or 4Geeks Payroll for automated compensation management.

Additional Resources