Betasky

Chapter 29: Clinicians & Aides Management

Overview

The Clinicians & Aides module (also called "Clinicians") is where administrators view and manage the agency's clinical staff. This includes registered nurses (RNs), licensed practical nurses (LPNs), physical therapists (PTs), occupational therapists (OTs), speech therapists (SLPs), medical social workers (MSWs), and home health aides (HHAs).

Important Concept: In this system, "clinician" is NOT a role - it's a functional designation. Any user can be a clinician if they meet at least one of these criteria:

How the System Defines a Clinician

The Clinician Definition Logic

Based on the backend code (findAllClinicians in user.service.ts), the system identifies a user as a clinician if they meet ANY of these conditions:

Condition 1: User Has Visit-Related Permissions

A user whose role includes ANY of these permissions:

  • visit:create - Can create visits
  • schedule:view-my - Can view their own schedule
  • visit:edit - Can edit visits
  • visit:assign - Can assign visits

Example: An Agency Administrator who has visit:create permission can appear in the clinicians list and be assigned visits.

Condition 2: User Has a Discipline Set

A user who has a discipline field set in their user profile (in UserBranchAccess):

  • RN (Registered Nurse)
  • LPN/LVN (Licensed Practical Nurse)
  • PT (Physical Therapist)
  • PTA (Physical Therapist Assistant)
  • OT (Occupational Therapist)
  • COTA (Certified Occupational Therapy Assistant)
  • SLP (Speech Language Pathologist)
  • MSW (Medical Social Worker)
  • HHA (Home Health Aide)

Example: A user with role "Clinician" and discipline "RN" will appear in the clinicians list.

Why This Matters

🔑 Key Insight: Agency Administrators or other non-clinical roles can function as clinicians if they have the right permissions. This flexibility allows:

  1. Small Agencies: Admin can also work as a clinician
  2. Emergency Coverage: Administrative staff with clinical licenses can pick up visits
  3. Training/Oversight: Managers can complete visits for training or quality purposes
  4. Multi-Hat Roles: A person can be both an administrator and a clinician

Example Scenario:

  • Jane is an Agency Administrator
  • Jane is also a licensed RN
  • Jane's user account has:
    • Role: "Agency Administrator" (with visit:create permission)
    • Discipline: "RN"
  • Result: Jane appears in both:
    • User Management (as an administrator)
    • Clinicians & Aides (as a clinician who can take visits)
    • Jane can schedule visits for herself in the Schedule Center
    • Jane sees "My Schedules" in her sidebar
    • Jane can complete visit forms and OASIS assessments

Accessing Clinicians & Aides

From Sidebar

Clinicians Sidebar

Location: Left sidebar navigation Menu Item: "Clinicians" (cyan/teal highlight when selected) Icon: People/group icon

Click "Clinicians" to open the clinicians management page.

Clinicians List Page

Clinicians List

Page Header

Title: "Clinicians & Aides"

Create Button (Top Right):

  • Blue button: "+ Create"
  • Click to add a new clinician
  • Opens User Management creation flow (Chapter 8)
  • Note: This is the same as adding a user in User Management, but pre-filtered to require visit permissions or discipline

Search Bar:

  • Placeholder: "Search by name..."
  • Searches clinician names and emails
  • Real-time filtering

Status Filter Dropdown:

  • Label: "Status: All" (default)
  • Dropdown arrow icon
  • Options: "All", "Active", "Inactive"
  • Filters clinicians by active/inactive status

Clinicians Table

The table displays all clinicians with the following columns:

Column 1: NAME

  • Clinician Full Name (Blue clickable link)
  • Examples: "kako haja", "test aba", "3esamawi Abdelai"
  • Click name to open clinician detail view

Column 2: BRANCH

  • Shows all branches the clinician has access to
  • Multiple branch chips displayed:
    • Example: "North Austin Branch" + "Head Quarter" + "HHA"
    • Each branch is a separate chip (badge)
    • Branch role shown in smaller text below branch name
      • "Branch Manager - HHA" (role - discipline)
      • "RN Care Manager - RN" (role - discipline)
  • Branch Colors:
    • Dark gray chips for branch assignments
    • Each chip shows: Branch Name on top, Role + Discipline below

Understanding Branch Chips:

  • First Chip: "North Austin Branch" with "Branch Manager - HHA"
    • Clinician has access to North Austin Branch
    • Role at that branch: Branch Manager
    • Discipline: HHA
  • Second Chip: "West Coast Division" with "RN Care Manager - RN"
    • Same clinician also has access to West Coast Division
    • Role at that branch: RN Care Manager
    • Discipline: RN
  • Third Chip: "Head Quarter" with "RN Care Manager - RN"
    • Clinician also has access to Head Quarter branch
    • Role: RN Care Manager
    • Discipline: RN

Multi-Branch Example: User "test aba" has 3 branch chips showing they work across 3 branches with different roles at each.

Column 3: PHONE NUMBER

  • Clinician's phone number
  • Format varies: "09327513348", "34353443535", "56789557767545676"
  • Shows "N/A" if no phone number

Column 4: STATUS

  • Green "Active" badge - Clinician is active, can be assigned visits
  • Gray "Inactive" badge - Clinician inactive, cannot be assigned visits (not shown in screenshot but exists)

Column 5: ACTIONS

  • Three-dot menu icon (⋮) on right side
  • Click to open actions dropdown
  • Options likely include:
    • View Details
    • Edit
    • Deactivate/Activate
    • View Schedule
    • View Caseload

Pagination

Bottom of table shows:

  • Page numbers: 1 (highlighted in blue), 2, Next arrow (>)
  • Current page highlighted
  • Click page number to navigate
  • Click arrows to go to previous/next page

Clinician Detail View

Clinician Detail View

How to Open Detail View

  1. Click clinician name (blue link) in the Clinicians table
  2. Detail page opens

Detail Page Header

Back Arrow (Top Left):

  • Breadcrumb: "< Clinicians / Test Aba"
  • Click to return to Clinicians list

Clinician Name & Info (Top Section):

  • Name: "test aba" (large text)
  • Discipline: "Home Health Aide" (gray text)
  • Contact: Phone number + Email

Branches Section (Below Name):

  • Label: "Branches"
  • Shows all branch chips again (same as table)
    • "West Coast Division"
    • "North Austin Branch"
    • "Head Quarter"

Status Badge (Top Right):

  • Green "Active" badge
  • Indicates clinician is active

Edit Button (Top Right):

  • Gray button: "Edit"
  • Click to edit clinician profile (User Management edit flow)

Four Tabs

The clinician detail view has 4 tabs:

Tab 1: SCHEDULE & AVAILABILITY

  • Selected by default (blue underline)
  • Shows clinician's schedule and availability calendar

Tab 2: CASELOAD

  • Shows assigned patients and visit schedule

Tab 3: PROFILE

  • Shows clinician's personal information, license details, contact info

Tab 4: ACTIVITY LOG

  • Shows clinician's system activity (logins, visits completed, documents submitted)

Tab 1: Schedule & Availability

Schedule & Availability

Calendar View

Month Navigation:

  • Left Arrow (<): Previous week
  • Month/Year Display: "April 5 - 11, 2026"
  • Right Arrow (>): Next week

Week Grid:

  • Columns: Sun, Mon, Tue, Wed, Thu, Fri, Sat
  • Dates shown at top of each column
  • Example: "5" (Sunday), "6" (Monday), "7" (Tuesday), etc.

Visit Cards on Calendar:

  • Blue card (Friday, April 10):
    • Label: "Scheduled"
    • Patient: "Abe bela - HHA Visit"
    • Scheduled visit for this clinician

Purpose:

  • View clinician's weekly schedule
  • See what days/times they're booked
  • Identify available slots for assigning new visits
  • Check for scheduling conflicts

Use Case:

  • Scheduler wants to assign a new visit to this clinician
  • Opens Schedule & Availability tab
  • Sees clinician is free Monday-Thursday and Saturday
  • Friday has one visit already scheduled
  • Scheduler assigns new visit to an open day

Tab 2: Caseload

Caseload

Assigned Patient Caseload Section

Title: "Assigned Patient Caseload"

Table Columns:

ColumnDescriptionExample
PATIENT NAMEFull patient name"Abe bela", "Matthew Harris"
MRNMedical Record Number"1025", "1043"
ROLE ON CASEClinician's role for this patient"Primary Clinician", "Case Manager", "Supervising RN"
NEXT VISIT DATEDate of next scheduled visit"2026-04-12", "—" (none scheduled)

Example Rows (from screenshot):

Row 1: (Empty in screenshot)

  • Shows "No caseload data available" if clinician has no assigned patients

Purpose

What is Caseload?

  • Caseload = The list of patients assigned to this specific clinician
  • Each clinician has a caseload of patients they're responsible for
  • Used for:
    • Case management
    • Visit scheduling
    • Workload balancing
    • Quality tracking

Use Cases:

  • Review Clinician Workload: See how many patients assigned to clinician
  • Identify Next Visit Dates: Ensure all patients have upcoming visits scheduled
  • Case Management: Track which patients this clinician manages
  • Workload Balancing: If caseload is too high, reassign patients to other clinicians

Note: Caseload is different from "visits assigned":

  • Caseload = Ongoing patient assignments (long-term)
  • Visits = Individual visit appointments (can be assigned to different clinicians)

Tab 3: Profile

Profile

Personal Information Section

Title: "Personal Information"

FieldDescriptionExample
Full NameClinician's full legal name"test aba"
DisciplinePrimary clinical discipline"HHA" (Home Health Aide)
StatusActive or Inactive"Active" (dropdown)

Contact Information Section

Title: "Contact Information"

FieldDescriptionExample
Email AddressPrimary email"neuraldthrapr76+test@gmail.com"
Phone NumberPrimary phone"3435344535"

Branches (Below Phone):

  • Shows branch chips again
  • "West Coast Division", "North Austin Branch", "Head Quarter"

License Information Section

Title: "License Information"

FieldDescriptionExample
License NumberState license number"hyuabv7t9u"
Expiration DateLicense expiration date"10/16/2026" (format: MM/DD/YYYY)
Days Until ExpirationCountdown to expiration"1649 days"

Purpose:

  • Track license expiration
  • Ensure compliance (clinicians with expired licenses cannot work)
  • Alert administrators when license is expiring soon

Days Until Expiration Color Coding (typical):

  • Green or neutral: > 90 days until expiration
  • Yellow/Orange: 30-90 days (renew soon)
  • Red: < 30 days or expired (critical)

Tab 4: Activity Log

Activity Log

Activity Log Table

Title: "Activity Log"

Purpose: Track all system actions performed by this clinician for audit, compliance, and performance monitoring.

Table Columns:

ColumnDescriptionExample
TIMESTAMPDate and time of action"3/2/2026, 10:30:58 AM"
ACTIONType of action performed"AGENCY_SWITCH", "LOGIN", "VIEW PATIENT", "UPDATE_VISIT"
ENTITYWhat was acted upon"Agency", "Patient", "Visit", "CareOrder"
DESCRIPTIONDetailed description of action"Switched to agency: Coastal Wellness Home Health", "User logged in", "VIEW_PATIENT - Patient Robert Williams"
IP ADDRESSIP address of user"127.0.0.1" (localhost), "192.168.1.100"

Example Rows (from screenshot):

Row 1:

  • Timestamp: 3/2/2026, 10:30:58 AM (about 1 month ago)
  • Action: AGENCY_SWITCH (gray badge)
  • Entity: Agency (ID: 7b6fb68c...)
  • Description: "Switched to agency: Coastal Wellness Home Health"
  • IP: N/A

Row 2:

  • Timestamp: 3/2/2026, 3:31:23 PM (about 1 month ago)
  • Action: LOGIN (gray badge)
  • Entity: N/A
  • Description: "User logged in"
  • IP: 127.0.0.1

Row 3-7: Multiple "VIEW PATIENT" actions

  • Timestamp: 2/28/2026, 10:16:49 PM to 8:11:40 PM (about 1 month ago)
  • Action: VIEW PATIENT (gray badge)
  • Entity: Patient (with patient ID)
  • Description: "VIEW_PATIENT - Patient Robert Williams"
  • IP: 127.0.0.1

Row 8:

  • Timestamp: 2/28/2026, 8:11:42 PM
  • Action: UPDATE_VISIT (gray badge)
  • Entity: Visit (with visit ID)
  • Description: "OASIS demographic updated for soc"
  • IP: 127.0.0.1

Row 9:

  • Timestamp: 2/28/2026, 8:11:40 PM
  • Action: VIEW CARE ORDER (gray badge)
  • Entity: CareOrder (with care order ID)
  • Description: "VIEW_CARE_ORDER - Care Order Patient: Robert Williams"
  • IP: 127.0.0.1

Action Badge Colors

Actions appear in gray badges in the screenshot. Typical action types include:

  • LOGIN - User logged into system
  • LOGOUT - User logged out
  • AGENCY_SWITCH - Changed active agency
  • VIEW_PATIENT - Opened patient chart
  • CREATE_VISIT - Created new visit
  • UPDATE_VISIT - Edited visit or clinical document
  • SUBMIT_DOCUMENT - Submitted visit form or OASIS to QA
  • VIEW_CARE_ORDER - Viewed care order

Use Cases for Activity Log

1. Compliance Audits:

  • Verify clinician accessed patient chart before visit
  • Confirm timely documentation (visit completed and documented same day)

2. Security Investigations:

  • Track unusual login times or locations (IP addresses)
  • Identify unauthorized access attempts

3. Performance Monitoring:

  • Count how many visits clinician completed this month
  • Track how many patients they viewed
  • Measure documentation speed (time between visit and submission)

4. Troubleshooting:

  • If clinician reports issue, review their activity log to see what actions they took
  • Identify when problem occurred

5. Training & Quality:

  • Review new clinician's activity to ensure they're using system correctly
  • Check if clinician is documenting visits promptly

Tab 5: Schedule & Availability (Another View with Completed Visits)

Completed Visits Calendar

Another Calendar Example

This screenshot shows the same "Schedule & Availability" tab but with different data.

Week Display: "April 5 - 11, 2026"

Visit Cards:

Wednesday, April 8:

  • Gray card (top): "Cancelled" status
    • Patient: "Matthew Harris - SN Visit"
    • Visit was cancelled
  • Gray card (bottom): "Cancelled" status
    • Patient: "Matthew Harris - HHA Visit"
    • Another cancelled visit

Friday, April 10:

  • Green card: "Completed" status
    • Patient: "Matthew Harris - OASIS Transfer Discharge"
    • Visit completed successfully

Visit Status Color Coding

StatusCard ColorMeaning
ScheduledBlueVisit scheduled, not yet started
In ProgressOrange/YellowClinician started visit, not yet completed
CompletedGreenVisit completed and documented
CancelledGrayVisit cancelled (reason documented)
MissedRed (typically)Visit missed (reason documented)

How Calendar Updates

Real-Time Sync:

  • Calendar reflects visit statuses from Schedule Center
  • When clinician completes visit → Changes from Blue (Scheduled) to Green (Completed)
  • When admin cancels visit → Changes to Gray (Cancelled)
  • When clinician reports missed visit → Changes to Red (Missed)

Purpose:

  • Visual Workload: See clinician's week at a glance
  • Completed vs Pending: Identify what's done vs what's upcoming
  • Cancellation Patterns: If many visits are cancelled, investigate why (patient issues, clinician availability)

Creating a New Clinician

How to Add a Clinician

  1. Click "+ Create" button (top right)
  2. System redirects to User Management (Chapter 8)
  3. Add User Modal opens
  4. Fill in user details:
    • Email
    • Name
    • Phone
    • IMPORTANT: Set Discipline (RN, LPN, PT, HHA, etc.)
    • IMPORTANT: Assign Role with Visit Permissions or set discipline
  5. Assign to branch(es)
  6. Set permissions (must include visit-related permissions)
  7. Click "Create User"

Result:

  • New user appears in User Management (Chapter 8)
  • New user also appears in Clinicians & Aides (this chapter) because they have discipline or visit permissions
  • User can now be assigned visits in Schedule Center

Alternative: Convert Existing User to Clinician

If a user already exists but is NOT a clinician:

Option 1: Add Discipline

  1. Go to User Management (Chapter 8)
  2. Edit the user
  3. Set their Discipline field (e.g., "RN", "PT")
  4. Save
  5. User now appears in Clinicians list

Option 2: Add Visit Permissions

  1. Go to User Management (Chapter 8)
  2. Edit the user's role
  3. Add permissions: visit:create, schedule:view-my, visit:edit, or visit:assign
  4. Save
  5. User now appears in Clinicians list

Understanding Clinician Filtering

Backend Logic Recap

When the Clinicians list loads, the backend (findAllClinicians) queries for users where:

WHERE (
  UserBranchAccess.roleId IN (roles with visit permissions)
  OR
  UserBranchAccess.discipline IS NOT NULL
)
AND UserAgencyAccess.agencyId = [your agency]
AND UserAgencyAccess.status = 'ACTIVE'

Translation:

  1. Find all users who have a role with visit permissions (visit:create, schedule:view-my, visit:edit, visit:assign)
  2. OR find all users who have a discipline set (RN, LPN, PT, HHA, etc.)
  3. AND they must have active access to your agency
  4. AND their agency access must be ACTIVE status

Result: A user can appear in the Clinicians list without being a "Clinician" role. They just need visit permissions OR a discipline.

Branch-Specific Clinician Filtering

Multi-Branch Scenario

Example: Your agency has 3 branches:

  • Head Quarter
  • North Austin Branch
  • West Coast Division

Clinician: Test Aba has access to all 3 branches:

  • Head Quarter: Role = "RN Care Manager", Discipline = "RN"
  • North Austin Branch: Role = "Branch Manager", Discipline = "HHA"
  • West Coast Division: Role = "RN Care Manager", Discipline = "RN"

Filtering by Branch

In Schedule Center (Chapter 23):

  • When scheduling visits, you can filter clinicians by branch
  • If you select "North Austin Branch", only clinicians with access to that branch appear
  • Test Aba would appear because they have North Austin Branch access

In Patient Intake (Chapter 14):

  • When assigning a primary clinician to a patient, the dropdown filters by patient's branch
  • If patient is at "Head Quarter", only clinicians with Head Quarter access show in dropdown

In Clinicians List:

  • Shows ALL clinicians across all branches (no filter applied)
  • To see clinicians for specific branch only, use the backend API with branchId parameter

Common Scenarios

Scenario 1: Administrator Also Works as Clinician

Situation: Jane is Agency Administrator and licensed RN. She needs to complete visits when short-staffed.

Setup:

  1. Jane's user account has:
    • Role: "Agency Administrator"
    • Discipline: "RN" (set in User Management → Edit User → Discipline field)
    • Permissions: Includes visit:create (from Administrator role)
  2. Jane appears in:
    • User Management (as administrator)
    • Clinicians & Aides (as RN clinician)
  3. Jane can:
    • Perform all admin tasks
    • Be assigned visits in Schedule Center
    • Complete visit forms and OASIS assessments
    • See "My Schedules" in her sidebar

Result: Jane wears two hats - administrator and clinician.

Scenario 2: Branch Manager Also Completes Visits

Situation: Mike is Branch Manager at North Austin Branch and licensed LPN. He helps with LPN visits when needed.

Setup:

  1. Mike's user account:
    • Role: "Branch Manager" (has visit permissions)
    • Discipline: "LPN"
    • Branch: North Austin Branch
  2. Mike appears in Clinicians list
  3. Scheduler can assign LPN visits to Mike

Result: Mike manages the branch AND completes visits.

Scenario 3: QA Reviewer is NOT a Clinician

Situation: Sarah is QA Reviewer, not a licensed clinician. She reviews documents but doesn't complete visits.

Setup:

  1. Sarah's user account:
    • Role: "QA Reviewer"
    • Discipline: (empty/null)
    • Permissions: qa:review, qa:approve, but NO visit permissions
  2. Sarah does NOT appear in Clinicians list (no discipline, no visit permissions)
  3. Sarah can review documents in QA Center but cannot be assigned visits

Result: Sarah is a user but NOT a clinician.

Scenario 4: Track Clinician Performance

Situation: Administrator wants to see how many visits a clinician completed this month.

Steps:

  1. Go to Clinicians & Aides
  2. Click clinician name (e.g., "Hace ko")
  3. Open Activity Log tab
  4. Filter actions by "UPDATE_VISIT" or "SUBMIT_DOCUMENT"
  5. Count entries for current month
  6. (Future Feature): Run performance report (Chapter 27 - Reports module)

Best Practices

1. Set Discipline for All Clinicians

Why:

  • Discipline determines which visit types they can complete
  • Schedule Center filters by discipline (RN for OASIS, PT for PT visits, etc.)
  • Ensures proper skill mix and compliance

How:

  • When creating clinician user, always set Discipline field
  • If user can perform multiple disciplines, use their primary/highest license

2. Track License Expiration Dates

Why:

  • Clinicians with expired licenses cannot legally provide care
  • State surveys check license status
  • Billing denials occur if clinician license expired during visit

How:

  • Set License Number and Expiration Date in Profile tab
  • Review Clinicians list monthly for upcoming expirations
  • Set reminders 60 days before expiration
  • Require clinicians to upload renewed license immediately

3. Review Caseload Regularly

Why:

  • Prevents clinician burnout (too many patients)
  • Ensures balanced workload across team
  • Identifies clinicians with capacity for new admits

How:

  • Weekly: Review each clinician's Caseload tab
  • Count patients assigned to each clinician
  • If caseload > 30 patients (or agency threshold), reassign some patients
  • When new patient admitted, assign to clinician with lowest caseload

4. Use Activity Log for Compliance

Why:

  • State surveys require documentation access audit trails
  • Proves clinician viewed patient chart before visit
  • Tracks timely documentation

How:

  • If surveyor asks "How do you verify clinicians review patient chart before visits?":
    • Open clinician's Activity Log
    • Show "VIEW_PATIENT" action timestamp before visit
    • Show "UPDATE_VISIT" action timestamp after visit (same-day documentation)

Troubleshooting

Issue: User Not Appearing in Clinicians List

Symptom: Created a new user, but they don't appear in Clinicians & Aides module.

Possible Causes:

  1. User has no discipline set
  2. User's role lacks visit permissions
  3. User status is Inactive
  4. User has no active agency access

Solution:

  1. Go to User Management (Chapter 8)
  2. Search for the user
  3. Click Edit
  4. Check Discipline field - Set to appropriate discipline (RN, PT, HHA, etc.)
  5. Check Role - Ensure role includes visit:create, schedule:view-my, visit:edit, or visit:assign permissions
  6. Check Status - Ensure status is "Active"
  7. Check Agency Access - Ensure user has active access to your agency
  8. Save changes
  9. Refresh Clinicians list

Issue: Cannot Assign Visit to Clinician

Symptom: Clinician appears in Clinicians list, but not in Schedule Center when trying to assign visit.

Possible Causes:

  1. Clinician's discipline doesn't match visit type (trying to assign PT visit to RN)
  2. Clinician doesn't have access to patient's branch
  3. Clinician marked as Inactive
  4. Time slot conflict (clinician already has visit at that time)

Solution:

  1. Check Discipline Match:
    • Visit type = "PT Evaluation" requires clinician with discipline = "PT" or "PTA"
    • Solution: Select clinician with correct discipline
  2. Check Branch Access:
    • Patient is at "North Austin Branch"
    • Clinician must have access to "North Austin Branch"
    • Solution: Go to User Management → Edit User → Add North Austin Branch access
  3. Check Status: Clinician Profile tab → Ensure Status = "Active"
  4. Check Time Conflict: Schedule & Availability tab → Verify no existing visit at that time

Issue: Activity Log Shows Suspicious Activity

Symptom: Clinician's Activity Log shows logins from unfamiliar IP address or at unusual times (3:00 AM).

Possible Causes:

  1. Account compromised (someone else using clinician's credentials)
  2. Clinician working remotely from different location
  3. Clinician documenting visits late at night

Solution:

  1. Verify with Clinician:
    • Call clinician: "Did you log in from IP 192.168.50.100 at 3:15 AM on March 2nd?"
    • If NO → Account compromised, reset password immediately
    • If YES → Document legitimate reason (working late, from home)
  2. Reset Password: User Management → Edit User → Reset Password
  3. Enable Two-Factor Authentication (if available)
  4. Review Actions: Check what actions were performed during suspicious login

Permissions and Access Control

Required Permissions

ActionRequired PermissionNotes
View Clinicians ListLIST_USERSSame permission as User Management
View Clinician DetailVIEW_USERCan view individual clinician profile
Create ClinicianCREATE_USER + must set discipline or visit permissionsRedirects to User Management
Edit ClinicianEDIT_USEREdit profile, license, discipline
Deactivate ClinicianEDIT_USERChange status to Inactive
View Activity LogVIEW_USER or admin roleAudit trail access
View CaseloadVIEW_USERSee assigned patients
View ScheduleVIEW_USER or schedule:view-allSee clinician's calendar

Role-Based Access

Agency Administrator (Full Access)

  • Permissions: All clinician management permissions
  • Can: View all clinicians, edit profiles, view activity logs, manage caseloads
  • Cannot: (None - full access)

Branch Manager (Branch-Specific)

  • Permissions: LIST_USERS, VIEW_USER (limited to own branch)
  • Can: View clinicians assigned to their branch, view schedules
  • Cannot: View clinicians from other branches (unless multi-branch access granted)

Scheduler (Limited Access)

  • Permissions: schedule:view-all, schedule:assign
  • Can: View clinician schedules, assign visits
  • Cannot: Edit clinician profiles, view activity logs

Clinician (Self Access Only)

  • Permissions: None specific (can view own profile)
  • Can: View their own schedule (My Schedules), edit own profile
  • Cannot: View other clinicians' information

Integration with Other Modules

User Management (Chapter 8)

  • Link: Creating clinicians redirects to User Management
  • Impact: Any user with discipline or visit permissions automatically appears in Clinicians list

Schedule Center (Chapter 23)

  • Link: Schedulers assign visits to clinicians from Clinicians list
  • Impact: Clinician discipline determines which visit types they can be assigned

My Schedules (Chapter 9)

  • Link: Clinicians see their personal schedule in My Schedules
  • Impact: Calendar in Clinician Detail matches what clinician sees in My Schedules

Visit Forms (Chapter 19)

  • Link: Clinicians complete visit forms assigned to them
  • Impact: Completed visits appear as "Completed" in Clinician Schedule

QA Center (Chapter 21)

  • Link: After clinician submits visit form, it goes to QA
  • Impact: Activity Log shows "SUBMIT_DOCUMENT" action

Reports (Chapter 27)

  • Link: Performance reports show visits per clinician, missed visits by clinician
  • Impact: Caseload data used for workload reports