User Roles and Permissions Reference (Admin)

Patient

Merge

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

Transfer patients to different clients

Transfer a patient’s records to a different client.

Client

Download all clients

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

Merge

Merge a client record into another client record.

Newsletter

Send newsletter to all clients

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

Targeted Marketing

Send targeted messages to clients

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

Provider Punch Time

Create

Add new punch times to a timecard in More > Scheduling > Staff Payroll.

Delete

Delete provider punches in More > Scheduling > Staff Payroll.

Update

Edit provider punches in More > Scheduling > Staff Payroll.

View

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

Tip: Enable this permission to grant users view-only access to Scheduling so they can view their punches.

Conversations

Ability to view Centralized Inbox across all locations

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

Delete

Delete messages in Patient Chart > Messages.

Support

Hide Support Chat (N.B. NEGATIVE Permission)

When checked, this permission prevents the user from chatting with Vetspire Support via the chat tool in the bottom-right corner of the app.

AR Reconciliation

View accounts receivable reconciliation issues

Access the AR Reconciliation Issues report in Financials.

Reports

View Controlled Drugs report

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

View End of Day report

View and download the End of Day reporting dashboard in Financials > End of Day.

Encounter

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

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

Medications

Delete medications

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

Prescribe medications

Add medication prescriptions in encounters and Patient Chart > Medications.

Refill medications

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

Lab Result

Delete

Delete lab order results in Patient Chart > Labs.

Immunizations

Delete

Delete an immunization record in Patient Chart > Immunizations.

Macro

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/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.

Treatment Template

Manage

Create and manage NOVASheet templates in Admin settings.

NOVASheet

Delete

View and select the Delete button at the top of an open NOVASheet to remove the sheet from the patient’s chart.

Provider Transfer

Create Shifts

Add new provider shifts to open NOVASheet.

Update Shifts

Edit provider shifts on a NOVASheet in the Shift Log.

Estimate

Delete

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

Invoice

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.

Ability to manually alter line items' prices

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

Able to mark an invoice as in collections

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

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 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.

Add manual discounts to an invoice

Apply and remove discounts on an open invoice.

Delete

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

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

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

Edit the date of invoices

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

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.

Invoice Item

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.

Payment

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.

Void

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

Product

Create

Create a new product in More > Inventory & Services.

Create new immunization manufacturers/vendors outside of product page

Create a new Manufacturer when adding an immunization.

Delete

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

Enable/disable products

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

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.

Update

Edit a product in More > Inventory & Services.

View

View products grid in More > Inventory & Services.

Product Manufacturer

Create

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

Delete

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

Update

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

View

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

Product Package

Create

Add new product package in Financials > Manage > Packages.

Delete

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.

Update

Edit existing product packages in Financials > Manage > Packages.

View

View product packages grid in Financials > Manage > Packages.

Product Price

Delete product location/tag based pricing

Delete pricing details in the Prices section of product settings

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.

Update

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

Inventory Adjustment

Update

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

Patient Plan

Cancel Patient Wellness Plans

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

Prevent Plan

Manage Wellness Plan Setup

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

Financial

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.

Pricing Tool

Use pricing tool

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

Reconciliation Note

Create Reconciliation Note in End of Day Report

Reconcile the End of Day report in Financials > End of Day (i.e., select the Mark Reconciled button).

Update Reconciliation Note in End of Day Report

Undo a reconciliation for a selected date in Financials > End of Day.

Note: The user role must also have the Create Reconciliation Note in End of Day Report permission enabled to be able to create a new reconciliation.

Appointment

Delete

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.

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.

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.

Location Schedule

Create and Delete location schedules

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

Edit

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

Provider

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.

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).

Add new users and edit user’s information

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

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.

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 user information

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

View the organization’s users

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

Provider Role

Manage the organization’s roles*

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

License

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

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

Analytics

Access to Analytics

Access the Analytics page from More menu in Global Navigation.

Configuration

Configure admin’s configuration settings

Access multiple pages under More > Admin. This permission is essential for Admin users to access Admin pages.

Org Preference

Edit the organization’s preferences/settings*

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

Location

Edit basic location settings†

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

Edit custom location attributes†

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

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.).

Manage location settings

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

Department

Manage location departments

Enable organization departments for a location in More > Admin > Locations.

Org Department

Manage organization departments

Create and manage organization-level departments in More > Admin > Configure > Departments.

Relationship

Manage organization relationships

Access More > Admin > Configure > Relationships where they can view, add, and edit patient associate relationship types.

Encounter Type

Manage encounter templates

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

Boarding Cages

Edit cages for locations†

Create and manage Treatment Kennel List in location settings.

Boarding Wards

Edit wards for locations†

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

Reservations

Manage blocks in boarding†

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

Marketing

Manage reminders/marketing setup

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

Cadences

Manage

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

Org Lab

Configure Labs

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

RingCentral

Configure RingCentral

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

Client and Patient Tag

Apply 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.

Vetspire Subscription

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.

API Key

Manage API keys and associated API users*

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

DataSync

Delete historical data (DataSync)

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

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.

rDVMS

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.

Create*

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

Delete*

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

Edit basic and advanced rDVM information*

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

Edit basic rDVM information*

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

Full access to rDVM marketing tools*

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

Merge*

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).

View

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

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