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User & Access Management

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Written by ThoroughCare
Updated today

The User & Access Management section provides Practice Admin and Customer Admin users with the essential tools to maintain staff accounts and secure system access. In this section, you will learn how to create and manage practice users, understand standard ThoroughCare user roles and custom user roles, configure permission sets, and how to perform bulk patient assignments. It will also guide you through navigating ThoroughCare’s auditing functionality to track user and system changes and help you to maintain organizational compliance.

Users

The 'Users' management screen allows Practice Admin and Customer Admin users to manage practice staff, including the ability to create new users and define their level of access to practice and clinical data.

To access the 'Users' screen:

  1. Expand ThoroughCare's left side panel

  2. Expand the panel's 'Management' menu

  3. Click 'Users'

Note: Only users associated with the ‘Practice Admin’ or the ‘Customer Admin’ user roles will see the ‘Users’ option in their panel menu. To learn more about these roles, please continue through the ‘Users’ section.

Navigating the ‘Users’ Management Screen

The 'Users' Management screen opens to a table that displays all users currently associated with the practice. This view provides administrators with tools to create new users and edit existing users, as well as search, filter, and sort the user list to locate specific user profiles efficiently.

The table contains the following columns, which can be used to sort the data alphabetically or by category:

  • First Name - Displays the text entered in the user profile’s ‘First Name’ field

    • Sortable by alphabetical order

  • Last Name - Displays the text entered in the user profile’s ‘Last Name’ field

    • Sortable by alphabetical order

  • Email - Displays the text entered in the user profile’s ‘Email’ field (if applicable)

    • Sortable by alphabetical order

  • Username - Displays the text entered in the user profile’s ‘Username’ field (if applicable)

    • Sortable by alphabetical order

  • Role - Displays the role(s) checked in the user profile

    • Filterable

  • Permission Set - Displays the permission set name entered in the user profile’s ‘Permission Set’ field (if applicable)

    • Sortable by alphabetical order

  • Actions - Displays the user record’s ‘Edit’ functionality

To filter the table by user role:

  1. Click the ‘Role’ dropdown field located at the top-left of the ‘Manage Users’ screen to display a list of all available user roles

  2. Select the desired user role filter

To update the number of user records shown in the table at one time:

  1. Click the dropdown field within the ‘Show # entries’ located at the top-left of the table

  2. Select the desired number of entries to be shown

To navigate across the table’s pages:

  1. Click a number located at the bottom-right of the table

To search the table for user first name, last name, email, or username:

  1. Type the desired information into the ‘Search’ text box located at the top-right of the table

To set the default notification settings for all users:

  1. Select the necessary users' checkboxes from the table

  2. Click the 'Bulk Actions' dropdown located at above the table

  3. Select the 'Notification Settings' option

  4. Select the desired channel option(s) for each notification setting

  5. Click 'Save'

Updating a ThoroughCare User

Customer Admin and Practice Admin users must be set up by ThoroughCare. Once admin users are added to the system, those users have the ability to create additional, non-administrative users.

'Create/Edit User' Modal Details

  • First Name (Required) - Text field used to capture user's first name

  • Last Name (Required) - Text field used to capture user's last name

  • Credentials - Text field used to capture user's applicable credentials (will be displayed alongside user's name in ThoroughCare documentation)

  • Username - Text field used to capture user's unique login used to access ThoroughCare

    • Required if 'Email' field is left blank

  • Email - Text field used to capture user's email address

    • Can be used as unique login if 'Username' field is left blank

  • Password - Text field used to capture a temporary password (user will be prompted to reset at login)

  • Confirm Password - Text field used to re-enter the temporary password entered in the 'Password' field

  • SMS Phone - Phone number field used to capture user's mobile phone number that will be used to receive ThoroughCare user notifications

  • Default User Status - Checkbox field used to identify a user who should be automatically added to all practices within the associated customer group

  • User Practices - Multi-select dropdown field used to grant and remove user access to practices within the customer group

    • Add to all - Click to select all available practices

    • Remove from all - Click to remove access from all previously selected practices

      • Note: Access will remain for the practice the user is currently logged into

  • User Roles

    • Clinical

      • Care Manager

      • Provider

      • Notification Backup

    • Non-Clinical

      • Billing Admin

      • Non-clinical

    • Read-Only

    • Inactive

    • Licences

      • Health Education

      • Basic Analytics

      • Professional Anlytics License

  • Program Restrictions

  • Custom Permissions

To create a new user through the ‘User’ Management screen:

  1. Click the ‘+ Create New User’ button located at the top of the screen to open the ‘Create User’ modal

  2. Enter all applicable modal fields

  3. Click the ‘Create User’ button to save

To edit an existing user through the 'User' Management screen:

  1. Locate the desired user in the table

  2. Click the associated 'Edit' button

  3. Update all applicable modal fields

  4. Click the 'Update User' button to save

Note: To exit the modal without saving the changes, click the ‘x’ button, the ‘Cancel’ button, or anywhere on the screen outside of the modal.

Permission Sets

In the event that a user requires more or less access than their assigned user role allows, admin users have the ability to create and assign custom permission sets. Each permission set contains a combination of admin and non-admin level settings.

To access the 'Permission Sets' Managment screen:

  1. Expand ThoroughCare's left side panel

  2. Expand the panel's 'Management' menu

  3. Click 'Permission Sets'

Note: Only users associated with the ‘Practice Admin’ or the ‘Customer Admin’ user roles will see the ‘Permission Sets’ option in their panel menu.

Navigating the 'Permission Sets' Management Screen

The 'Permission Sets' Management screen opens to a table that displays all custom permission sets created for the practice. This view provides administrators with tools to create new permission sets and edit existing permission sets.

The table contains the following columns:

  • Permission Set - Displays the name given to the custom permission set record

  • Users With Permission Set - Displays the number of users in the practice associated with the custom permission set

  • Actions - Contains the 'Edit' and 'Delete' functions associated with the custom permission set

To create a new permission set from the 'Permission Sets' Management screen:

  1. Click the ‘+ Create New Permission Set’ button located at the top of the screen to open the ‘New Permission Set’ modal

  2. Enter the 'Permission Set Name' field

  3. Select/de-select all appropriate 'Admin Access' and 'User Access' settings

  4. Click 'Save'

To edit an existing permission set from the 'Permission Sets' Management screen:

  1. Locate the desired permission set

  2. Click the associated 'Edit' button

  3. Select/de-select all appropriate 'Admin Access' and 'User Access' settings

  4. Click 'Save'

To delete an existing permission set from the 'Permission Sets' Management screen:

  1. Locate the desired permission set

  2. Click the associated 'Delete' button to populate a browser confirmation

  3. Click 'Okay' to successfully delete the permission set

Care Team Roles

The 'Care Team Roles' module enables admin users to create custom user roles that can be associated with 'Clinical' users (Care Managers and Providers) in order to build an accurate patient care team. These roles are configurable per practice and can be used to create additional roles such as a dietician, social worker, pharmacist, health coach, etc.

To access the 'Care Team Roles' Managment screen:

  1. Expand ThoroughCare's left side panel

  2. Expand the panel's 'Management' menu

  3. Click 'Care Team Roles'

Note: Only users associated with the ‘Practice Admin’ or the ‘Customer Admin’ user roles will see the ‘Permission Sets’ option in their panel menu.

Navigating the 'Care Team Roles' Management Screen

The 'Care Team Roles' Management screen opens to a table that displays all custom care team roles created for the practice. This view provides administrators with tools to create new roles and edit existing roles.

The table contains the following columns:

  • Order - Users can use the arrows to organize the roles into the order they will appear in the 'Assign Care Team' modal

  • Name - Displays the name of the custom role. Default roles include:

    • Care Manager

    • Provider

    • Care Coordinator

    • Dietician

    • Pharmacist

    • Social Worker

  • Description - Displays additional context to understand the use of the custom role

  • Programs - Indicates which associated program care teams that the custom role can be assigned to

    • Always set to 'All'

  • Actions - Contains the 'Edit', 'Disable', and 'Copy to All' functions associated with the custom permission set

    • A 'Copy to All' option is only displayed for non-default options

To create a new custom care team role set from the 'Care Team Roles' Management screen:

  1. Click the ‘+ Add New Role’ button located at the top of the screen to open the ‘Add New Clinical Care Team Role’ modal

  2. Enter the necessary fields

    1. Name (Required) - Enter appropriate role name

    2. Description - Enter role description

  3. Click 'Save'

Related Articles
Create and Edit Users
Custom User Permission Sets
Removing User Access to the Billing and Claims Dashboard
User Panel
Customer Management
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