What is a Role?
A Role in Rhinogram is the same as the Role the member plays in an organization. Examples could include Front Desk, Billing Coordinator, Referral Coordinator, Provider, Hygienist or Nurse.
What are Roles and Permissions in Rhinogram and why should an organization use them?
Rhinogram has the ability to assign Members in organizations to one or more role(s) and give those roles customizable permissions in order to enhance security infrastructure for an organization. This functionality ensures each Member has the correct permissions to perform their day to day job within Rhinogram.
An administrator configures the organization to meet needs for each Member. If a Member does not have the correct permission settings, access is restricted.
Why can I not see any contacts or conversation history?
Every member needs to have the role Member or a custom role with the Contacts and Conversations permission or they will not be able to communicate in Rhinogram.
Below is an example of a member logging in that only has Administrator access but not a Member Role.
Rhinogram Default Roles:
An organization has 6 default Roles that can be granted to any Member. The RhinoForm Admin requires a Member of the Rhinogram Success Team to activate.
Member Admin: Ability to add, edit or deactivate members
Billing Admin: Manage all billing settings and view all billing history
Admin: Manage channels, groups, and other organization settings
Member: This is the role assigned to members if they have no settings checked in their member profile.
Template Member: This is a role that will be assigned to all members if the Organization Preference to allow all members to create and edit templates was ON (this Organization Preference was removed to avoid conflicts with Roles and Permissions so this default role will exist; however if the Org did not have this on, no members will be assigned by default).
RhinoForm Admin: if RhinoForms is enabled in an organization, Members with this permission will be able to view, edit, create, and delete a RhinoForm. Each RhinoForm Admin Role requires a 'seat'. Visit RhinoForms for additional information on this Role.
Provider: This role can only be assigned by a Rhinogram team member and its purpose is to establish who within an organization is a provider. There are no permissions associated with this role.
Integrated Contact Editor: This role is only for Integrated Organizations. This role grants the member the permission to edit an integrated contact's phone number in Rhinogram before it is synced with the EHR/PMS. The EHR/PMS is still the source of truth, and if the number is not also updated in the EHR/PMS, the number will revert to what is in the patient's chart in the EHR/PMS.
Note: All of the default Rhinogram created roles cannot be modified. An organization can not change the name of the role or edit the associated permission selections. However, an organization can create a custom role.
Creating a Custom Role:
To create a new role, select the gear icon and navigate to Roles. Within the Roles list view, an Administrator can create one or more roles by selecting the green plus symbol.
After selecting the green plus symbol, begin creating the custom role with a name and an optional role purpose. Select the associated permissions for the new role and save.
What do the permission categories mean?
When creating roles and permissions for members, consider what permission categories an organization would like members to have access to in accordance with HIPAA policies and procedures.
Permissions:
View: A member must have view access to view certain screens within Rhinogram. For example, if the member does not have view access to channels, then the channels menu option will not be visible under the organization's settings.
Edit: The member must have edit access to select all Edit buttons throughout Rhinogram. For example, if the member does not have edit access to groups, then the green edit button within the groups page will be removed.
Delete: The member must have delete access to select the Delete or Deactivate buttons within Rhinogram. For example, if the member does not have delete access to members, the deactivation link will be removed.
Note: In order to have Editing permissions for a role, a Member must have viewing permissions. As an example, to edit a template, the view permission must be selected.
Note: A Member MUST have "edit-roles" permission in order to modify roles for themselves or any other Member.
Can a Member only be granted access to Contacts and Patient Conversations i.e. Not be included in Team Messaging?
Yes, a Member can be limited to only Contact and Patient Conversations when using Rhinogram. To do this, an Administrator enables Contacts & Patient Conversations and grants applicable permission levels for Members to access. To enable Mobile Access of Contacts and Patient Conversations for the Member, toggle the Mobile Access on.
The Role below will allow a Member to access any Contact in the organization and Patient Conversations on both the desktop and mobile version of Rhinogram.
Member's view on Rhinogram's desktop application:
Can a Member be limited to only Team Conversations on Rhinogram? i.e. No access to Contacts or Patient Conversations
Yes, a Member can be limited to use Rhinogram's internal Team Messaging. To do this, an Administrator enables Team Conversations, and grants applicable permission levels for Members to access. To enable Mobile Access of Team Conversations for the Member, toggle the Mobile Access on.
These permissions are applicable to both Team Direct and Group Conversations. Team Conversations permission options are 'View' and 'Edit'.
- 'View’ permission allows the Member to view/read any Team Conversations.
- ‘View' and 'Edit’ permission allows the Member to view as well as send messages directly to the other member or groups AND create new direct/group chat
- ‘Edit’ permission alone will not permit the Member to access team chats or send team messages
The Role below will allow a Member to access Team Messages on both the desktop and mobile version of Rhinogram.
When the Member logs into Rhinogram's desktop version with only Team Conversation access they will not be able to search for Contacts, message Contacts, or modify any Settings. It is strictly the ability to Direct Message other Members or message within a Team Group.
What if a Member does not have Mobile Access for `Contacts & Patient Conversations` and `Team Conversations`?
If Mobile Access is disabled for both 'Contacts & Patient Conversations' and 'Team Conversations' the Member will not be able to access any information for the organization using the Rhinogram Mobile application. This rule applies on the Rhinogram Mobile Application and accessing Rhinogram through a browser on a mobile device. By default, push notifications will be disabled for the Member.
Does a Member need both `Contacts & Patient Conversations` and `Team Conversations` enabled to use both on the desktop?
To access both patient and team messages, a Member would need both permissions enabled. To only give access to one or the other message section, enable the appropriate section and the other section will be hidden for the logged in Member.
How to Delete a Role:
To delete a role navigate to Settings-> Role-> Edit Role->Select the delete icon at the bottom left of the screen.
Why can’t a role be deleted?
A role cannot be deleted if any members are assigned the role. First, remove all members associated to the role and then the role can be deleted.
What are the character limitations for a role name?
Rhinogram supports up to 35 characters for the Role name while also supporting alphanumeric and special characters.
What are the character limitations for my role purpose?
The role purpose field can support up to 100 characters.
What is the intended use for a role purpose?
The purpose is to add a description or more explanation around what the role is intended to do. An example could include Front Desk Admin vs. Front Desk. Adding more clarification around the differences of these roles can help those admin staff with access to Roles and Permissions ensure the right permissions are given to the right team members.
How to add a new permission to an existing custom role:
To delete a role navigate to Settings-> Role-> Edit Role-> Add Permissions as needed-> Update Role
How to give a Existing Role to an Existing Member:
There are two ways to assign members to an existing role. A Member with access to Roles will be able to assign members of the organization to one or more roles.
Settings-> Role-> Edit Role->Add More Members->Update Role. Multiple Members can be added at once.
Settings-> Member-> Edit Member->Select More Roles->Update Member. Multiple Roles can be added at once.
Can a Member have more than one role?
Rhinogram requires at least 1 Role to be assigned to every Member. If a Member is given more than one role where the roles access conflicts with one another, then the Member will inherit the role with the most access.
Examples:
If role A has audit log access and role B has analytics, the Member will see both upon login
If role A has view only access to groups but role B has edit access to groups and the member is given role A and B, then upon login, they will have full edit access to groups.