Restrict Users' Levels of Access

Grant Staff Members access to Specific Programs

Individual staff members may only have a right to know about a client’s membership in certain programs, and not others. Restricting access is often used for programs such as domestic violence shelters, HIV clinics, and Methadone clinics where confidentiality is critical.

1. Navigate to the following path: Agency > Staff & Security > Staff Information > Staff Profiles with Security.
2. In the toolbar, click Select Name. Search for and select a staff member.
3. In the staff member details display, click Edit form in New Window.
4. Select the Programs and Worker Roles Work with tab. 
5. Under Programs, in the Programs column, select the ellipses to add a program as appropriate. 

Note: You can restrict possible worker roles per staff member. This may be useful to eliminate the possibility of accidentally assigning an Intern to MD worker role, for example. 

Restrict Access to Discharge from Agency

This type of access should be restricted to those with access to all programs, as well as an understanding that by discharging the client, the system will end-date all program enrollments. Training for those with this access is highly recommended. If the person completing the discharge does not have access to all programs, he or she may be ending a program enrollment for a program that does not appear in the Enrollment Information Screen.

Note: Before choosing a procedure, consider reporting ramifications. End dating each enrollment separately allows more detailed and nuanced outcomes reporting on why the person was discharged from one program vs another. If only the agency discharge is completed, the outcomes (reasons for ending) entered on the agency discharge appear for each program as well. Another option is a combination; end-date each program individually as services end, and then complete the agency discharge after all programs are ended. 

1. Navigate to the following path: Setup > Security/Access > Worker Roles > Security for Events.
2. In the toolbar, click Select Worker Role. Search for and select a worker role.
3. For that role, under Service Track - Agency Placement, grant Access and Add privileges.

System result: With the access above, the user will not be able to discharge from the agency.

Restrict Facility Placement Updates

You can restrict access so the user cannot add or change facility placement information. Note: This does not affect the ability to access or edit program-level information.

1. Navigate to the following path: Setup > Security /Access > Worker Roles > Security for Events.
2. In the toolbar, click Select Worker Role. Search for and select a worker role.
3. For that role, under Memberships/Placement in Profiles, grant Access and deny Add, Edit, and Delete privileges.

System Result: The form for Facility Placement is read-only.

Note: The above example is for Facility Placement, but the steps are the same for Attendance, Applicant, and so on.

Restrict Access for Program Enrollment

You can restrict access to add or change program information. 

1. Navigate to the following path: Setup > Security / Access > Worker Roles > Security for Events.
2. In the toolbar, click Select Worker Role. Search for and select a worker role.
3. For that role, under Program Enrollment, grant Access and deny Add, Edit, Delete, and Undelete privileges.

System Result: The Program Enrollment form is read only.