Table of Contents

How to Add and Remove User Roles

Gary Watkins Updated by Gary Watkins

This article will show you how to add or remove user roles.

A user role defines what a staff member can view and edit. Some roles allow only access to basic functionality, whereas other roles allow users to make changes to your practice system configuration. For example:

  • By giving a staff member the Privacy Officer role, you allow them to see notifications about deleted documents in real time, in addition to seeing staff activity information.
  • By creating a custom role, you could give an individual user access to advanced functions where necessary.

Important Roles in the System

There are some important roles in the system that support users to maintain the system and audit activity. Best practice would require more than one user in the practice have these roles, to ensure leave and sickness is covered in the event of elements needing attention.

Role

Description

Privacy Officer

This role allows users to manage the audit of any deleted documents. Any user given this role will receive a Task notifying them of a document being deleted, by whom and the reason for deletion.

The user will also see any deleted documents on a patients document screen, and is able to reinstate a document if deleted in error.

Electronic Collections Manager

This role allows users to manage the electronic collections within the system, allowing users to manage 2 particular items.

  • Document Collections - Electronic collections will have their status displayed.
  • NHS Mail Collections - Users will be able to see the status of collections for NHS Mail, and will be notified when the NHS Mail email password requires updating.

With the collections from Connect, users are not able to influence the outcome, however if there is an issue, this will be displayed in the Capture and Filing screen. Document Collections will appear in the Filing Actions panel in Capture and Filing. If the text displays as bold, there is an issue that needs managing. Such as the NHS Mail password needing updating.

Restricted Content Manager

This role allows users to manage content that has been restricted in the system.

How to Add and Remove User Roles

To add or remove roles, follow the instructions below.

  1. Select Settings > Users > Users.
  2. Identify the user and select their Name to open their profile. Alternatively from the Action drop-down, select Edit.
  3. On the User Details page scroll down to find the User Roles section. This list will show you which roles the user is allocated.
  4. To remove a role, select the X to the right-hand side of the Role name.
  5. To add a role, select a role from Role Selection drop-down.
  6. Select Add Role to update the Assigned Roles list.
  7. Ensure the Primary radio button is next to the preferred Role in the list. Only one role can be primary.
Users can have as many Roles as they require, one of which must be marked as the primary role.
  1. Select Update to save the changes.

If the user who's profile you edited is currently logged in, they must log out and back in again for the changes to take effect.

How did we do?

How to Make a User Inactive

How to Reset a User's Password

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