User Roles and Permissions Reference (Admin)

Merge patients

Merge a patient’s records with another patient belonging to the same client.

Transfer patients to different clinics

Transfer a patient’s records to a different client.

Merge clients

Merge a client record into another client record.

Send newsletter to all clients

View and create newsletters to send to clients in More > Marketing & Reminders > Outreach > Newsletters.

Send targeted messages to clients

View and created targeted message campaigns to send to client in More > Marketing & Reminders > Automations > Targeted Messages.

View Provider Punches

Access More > Scheduling > Staff Payroll to view provider punches and logged hours.

For this permission to work:

1. The user must have Administrator set to Yes in their user profile settings.

2. Enable Employee Time Tracking must be set to Yes in More > Admin > Settings > Organization.

Edit Provider Punch Times

Edit provider punches in More > Scheduling > Staff Payroll.

For this permission to work:

1. The user role must have the View Provider Punches permission granted.

2. Enable Employee Time Tracking must be set to Yes in More > Admin > Settings > Organization.

Delete Provider Punch Times

Delete provider punches in More > Scheduling > Staff Payroll.

For this permission to work:

1. The user role must have the View Provider Punches permission granted.

2. Enable Employee Time Tracking must be set to Yes in More > Admin > Settings > Organization.

Download all clients

Select Download All in the Clients > Client Results table to download a CSV file of all of the organization’s clients.

Ability to view Centralized Inbox across all locations

View all messages in Inbox regardless of location (under the ‘Every’ tab).

Ability to delete a message

Delete messages in Patient Chart > Messages.

Disables Editing of the Schedule Page (N.B. Negative Permission)

When unchecked, the user can create and edit scheduled appointments and event blocks.

When checked, the user cannot create or edit scheduled appointments and event blocks.

View accounts receivable reconciliation issues

Access the AR Reconciliation Issues report in Financials.

View Controlled Drugs report

View, download, and email the Controlled Drugs report in More > Inventory & Services.

Delete encounters

Delete an encounter (from first tab of the encounter footer).

Able to override encounter re-open lockdown period

Re-open an encounter that has already been signed after the time period set in More > Admin > Settings > Preferences > ‘Prevent Encounters Being Re-opened After’.

Change encounter’s dates

Change the encounter Date (from first tab of the encounter footer).

Delete lab results

Delete lab order results in Patient Chart > Labs.

Prescribe medications

Add medication prescriptions in encounters and Patient Chart > Medications.

Refill medications

Refill prescriptions (Refill Rx button) in Patient Chart > Medications.

Delete medications

Delete a medication order in an encounter when the order has not been finalized.

Delete immunizations

Delete an immunization record in Patient Chart > Immunizations.

Create/edit/delete macros

View, create, edit, and delete pre-written messages in More > Macros.

Note: Users who do not have this permission granted can still use macros.

Can make macros universal across all locations

Set a macro to be universal, meaning it can be used at all locations across the organization.

Create new immunization manufacturers/vendors outside of product page

Create a new Manufacturer when adding an immunization.

Manage treatment templates

Create and manage NOVASheet templates in Admin settings.

Ability to delete an invoice

Delete an open invoice by selecting the trash can icon in Patient Chart > Billing > Invoices.

Ability to delete an estimate

Delete an open estimate by selecting the trash can icon in Patient Chart > Billing > Estimates.

Add manual discounts to an invoice

Apply and remove discounts on an open invoice.

Ability to manually alter line items' prices

Edit the Total Price of a line item on an open invoice.

Ability to manually credit accounts

Issue a credit to the client after the invoice has been paid.

Note: For this permission to function, the “Add an 'Issue Credit' button when viewing a patient invoice” preference must also be enabled for your organization in your Admin settings.

Ability to process refunds

Process a refund (Issue Refund button) on a paid or partially paid invoice in Patient Chart > Billing.

Ability to change the provider on closed invoices

Change the Provider of a line item regardless of when the invoice was closed.

With this permission enabled, users can also edit the Provider of a line item on a locked invoice. Invoices can be set to automatically lock in More > Admin > Settings > Preferences > Billing Preferences > ‘Lock finalized invoices at midnight after X days’.

Ability to change the provider on closed invoices up to the 15th of the next calendar month

Change the Provider of a line item on a closed invoice until the 15th day of the next month.

Able to re-open posted invoices if they have a $0 balance

Re-open a closed or locked invoice that has a Grand Total of $0.00.

Edit the date of invoices

Change the invoice date (select Edit Details button on open invoice).

Void payments

Void a payment in ‘Payments Towards this Invoice’ table in open invoice.

Change the taxable status of a line item

Mark a line item on an open invoice as Taxed or NOT Taxed for state, county, city, and other tax rates.

Prevent user from being assigned as the provider on an invoice line

When checked, the user cannot be selected in the Provider column for a line item on an open invoice.

Able to mark an invoice as uncollectible

Select Mark as Uncollectible for a due invoice in Patient Chart > Billing.

Note: Marking an invoice as uncollectible is irreversible. This action cannot be undone.

Able to mark an invoice as in collections

Select Mark as Collections for a due invoice in Patient Chart > Billing.

Disallow the ability to finalize invoices (N.B. Negative Permission)

When checked, the user is not able to finalize open invoices.

Override the setting on a product that prevents it from being altered when on an invoice, estimate or encounter

Delete a line item on an open invoice that has the product setting “Prevent alteration from invoice, estimate or encounter” set to Yes.

Create products

Create a new product in More > Inventory & Services.

View products

View products grid in More > Inventory & Services.

Edit products' details

Edit a product in More > Inventory & Services.

Edit products' prices

Add and edit pricing details in the Prices section of product settings.

Toggle products price locks

Set the product details setting Price Locked? to Yes or No. When set to Yes, users cannot edit the product price on invoices.

Enable/disable products

Select Disable Product! for a record in the Products grid (More > Inventory & Services).

Delete products

Delete a product record from More > Inventory & Services products database.

Delete product location/tag based pricing

Delete pricing details in the Prices section of product settings

Create product manufacturers

Add new manufacturer records in More > Inventory & Services > Categorize > Manufacturers.

View product manufacturers

View grid of manufacturer records in More > Inventory & Services > Categorize > Manufacturers.

Edit product manufacturers

Edit existing manufacturer records in More > Inventory & Services > Categorize > Manufacturers.

Delete product manufacturers

Delete manufacturer records in More > Inventory & Services > Categorize > Manufacturers.

Create packages

Add new product package in Financials > Manage > Packages.

View packages

View product packages grid in Financials > Manage > Packages.

Update packages

Edit existing product packages in Financials > Manage > Packages.

Delete packages

Delete product packages in Financials > Manage > Packages.

Lock packages from being edited

Set the product package setting Is Locked? to Yes or No. When set to Yes, users cannot edit the package details.

Adjust inventory

Adjust In Stock inventory counts for a product in More > Inventory & Services.

Manage Wellness Plan Setup

Access the Financials > Manage > Wellness Plans grid to create and edit wellness plans.

Cancel Patient Wellness Plans

Cancel the wellness plans that a patient is enrolled in under Patient Chart > Plans.

Hide Financials (N.B. Negative Permission)

When checked, hides the Financials tab from the user in Global Navigation. User will not be able to access the Financials page.

Use Pricing Tool

Access and use the Price Changes tool in More > Admin > Tools to create a new price change for a product.

Require ‘Location’ or ‘Location Tag’ when setting prices (N.B. Negative Permission)

When checked, requires the Location and Location Tag fields when adding or editing a product price in More > Inventory & Services. By default, these fields are optional in the Edit Price window.

Delete appointments

Delete an appointment in Schedule by selecting the trash can icon in the appointment details window.

If this permission is not granted, users are still able to change an appointment status to Cancelled.

Hide Schedule Tab (N.B. Negative Permission)

When checked, hides the Schedule tab from the user in Global Navigation. User will not be able to access the Schedule page.

Edit the organization’s preferences/settings*

View and edit organization preferences in More > Admin > Settings > Preferences.

Manage the organization’s roles*

View and edit user roles in More > Admin > Staff > User Roles.

Add new users and edit user’s information*

Create and edit user profiles in More > Admin > Staff > Users.

Edit user information*

Edit user profiles but not create new user profiles in More > Admin > Staff > Users.

Add new user licenses, view report and modify existing licenses*

Add and manage licenses in the Licensing tab of user profile.

Manage API keys and associated API users*

Create and manage API keys in More > Admin > Integrations > API Keys.

Manage location settings

View the organization’s locations in More > Admin > Locations.

Edit basic location settings†

Edit the Basic Info section of location settings (name, contact info, time zone, tax rates, etc.).

Edit integration location settings†

Edit the Integrations section of location settings (for non-lab integrations).

Edit marketing location settings†

Edit the Marketing section of location settings (social media links, logo, etc.).

Edit print location settings†

Edit the Printing section of location settings (enable PrintNode, set label orientation and size, etc.).

Edit location schedules†

Edit the Scheduling section of location settings (create provider schedules, enable daycare, enable waitlist, create departments, edit hours of operation, etc.).

Create and Delete location schedules†

Create and manage provider schedules for the location (Scheduling > Edit Schedules).

For this permission to work, the user must have the permissions Manage location settings and Edit location schedules granted.

Edit cages for locations†

Create and manage Treatment Kennel List in location settings.

Edit wards for locations†

Create and manage Boarding Wards and Boarding Kennels in location settings.

Manage blocks in boarding†

Create a schedule block in the Boarding calendar (accessed from Global Navigation).

Edit custom location attributes†

Edit the Custom Location Attributes section of location settings. (Custom location attributes are used with the Vetspire API.)

Ability to modify a user’s active status

Set the user profile setting Is Active? to Yes or No (in More > Admin > Staff > User Roles > select the user to edit > Settings tab).

View the organization’s users

View grid of user profiles in More > Admin > Staff > Users.

Apply client and patient tags

Apply tags to client profiles and patient charts.

• Client tags are created and managed in More > Admin > Configure > Custom Fields. Scroll down to the Client Tags grid and select Add New.

• Patient tags are created and managed in More > Admin > Configure > Patient Tags.

Edit the scheduling constraints of providers

Edit the Scheduling Constraints setting in user profile settings. (For example, this permission enables you to set a provider’s user profile to ‘No Double Booking’.)

Edit the appt type limits of providers

Edit appointment type limits for a provider in their user profile settings. This setting allows you to enable and disable specific appointment types for providers.

Ability to assign any location to a User

Assign a user profile to location(s) in their user profile settings.

When this permission is granted, users can assign other users to any of your organization’s locations.

For this permission to work, the user must also have the View the organization’s users permission granted.

Configure Labs

Create, edit, update, and delete lab integrations for a location in More > Admin > Integrations > Labs.

Manage reminders/marketing setup

Access the Marketing & Reminders page from More menu in Global Navigation.

Manage encounter templates

Create and manage encounter templates in More > Admin > Encounter Types.

Access to Analytics

Access the Analytics page from More menu in Global Navigation.

Configure RingCentral

Access the RingCentral settings page in More > Admin > Integrations.

Manage cadences

Create and manage reminder cadences in More > Marketing & Reminders.

Perform DataSync operations

Access the DataSync settings page in More > Admin > Vetspire (bottom of the menu). DataSync enables you to import your data from your legacy PIMS directly into Vetspire.

Note: This permission is intended to only be used by Vetspire Support. Please contact Vetspire Support for assistance with DataSync.

Delete historical data (DataSync)

Delete historical imported data (Delete Historical Attachments button) for a location in the DataSync Settings section of location settings.

Manage Integrations

Access the Extra Integrations settings page in More > Admin > Integrations. (Required to manage SyncEngine integration.)

Ability to manage the Vetspire subscription billing information

Access the Vetspire Subscription page in More > Admin > Vetspire (bottom of the menu). This is where you can link a payment method to your organization’s Stripe account.

View rDVM’s

Access the rDVMs settings page in More > Admin > Configure.

Note: Granting any other rDVM Permission gives the user access to the rDVMs settings page.

Edit basic rDVM information*

Update an existing rDVM record in More > Admin > Configure > rDVMs.

Edit basic and advanced rDVM information*

Edit fields in the Additional Info section of an rDVM record’s settings in More > Admin > Configure > rDVMs.

Create an rDVM*

Create an rDVM record (select Add New) in More > Admin > Configure > rDVMs.

Delete an rDVM*

Delete an rDVM record in More > Admin > Configure > rDVMs (select a record to edit, then select the Delete rDVM button).

Merge rDVMs*

Merge an existing rDVM record into another in More > Admin > Configure > rDVMs (select a record to edit, then select Merge Rdvm into Another to open the Merge Rdvm window).

Full access to rDVM marketing tools*

Access the rDVM Marketing Tool page from More menu in Global Navigation.

Ability to use mass upload for rDVM’s*

Access and use the Mass Upload/Change rDVM’s tool in More > Admin > Tools to update rDVM records via a CSV upload.