General Access Level Definitions
Access level | Description |
View | Read-only access; users can see data but not modify it. |
Add | Create new records or entries. |
Edit | Modify existing records. |
Delete | Permanently remove records. |
Download | Export data or files (reports or documents). |
Copy | Duplicate existing records (e.g., copy an authorization). |
Approve | Confirm or validate an item (e.g., approve drive time). |
Finalize | Lock or finalize entries so they can no longer be changed. |
Export | Extract data sets or reports in bulk (e.g., CSV exports). |
ADMIN- ACCESS LEVELS
This screen allows administrators to define and customize user access by role or group. Each access level can be tailored to control visibility and permissions within different parts of the system.
Legend & Feature Descriptions
Access Level Name: This shows the title of the access group (e.g., "Upper Admins, RBT, BCBA"). Each group can have unique permissions.
Credentialing Assignment Toggle: Enable this setting to assign credentialing tasks to users in this access group.
Edit Access Level Name: Click the pencil icon to rename the selected access level.
Module Access – Each gray bar represents a system module (e.g., Dashboard, Patients, Scheduler). These modules can be expanded to configure detailed access.
Full Module Access Toggle – Turn this on to grant full access to the entire module without reviewing individual permissions.
Expand/Collapse Module Settings – Click the caret icon to expand the module and view or adjust specific access settings within it.
Granular/Individual Access Settings – Customize access to specific features or actions within the module (e.g., Create Appointment, Cancel Appointment, Provider View, etc.).
Save Button – After making any changes, click Save to ensure your updates are applied. ⚠️ Don't forget this step—changes will be lost if not saved.
Dashboard
Central Dashboard – View: Access to see the Central Dashboard.
Metrics within the Central Dashboard (all View only): Total active patients, Total active providers, Rendered services cost for the Month, Rendered services earning for the Month, Hours in a month (Graph), Timeline of hours (Graph), Employees in every office (Graph), Cost and Revenue (Graph), Average Days to Bill, Total Outstanding Amount, Top Contracts Last Month (Graph), Monthly Service Comparison (Graph), Recent Payments (Graph), Payor Collection Aging (Graph), Current Month Projection- Clinical Cost, Current Month Projection- Earnings, Average Days to Collect
Patient Alerts
Alerts Dashboard – View: See patient alerts in the dashboard and redirect to the alert. Download: Export alert list to CSV/PDF.
Alert Tiles (Categories) – View or Download: Authorization Expiring in 30/60/90 Days, Funding Source Expiring in 30/60/90 Days, Authorization Utilization Summary, Capacity Consumption Summary, Supervisor Missing / Terminated, Funding Source Missing, Authorization Missing / Expired, Active Authorization Without Any Scheduled Appointment, Dismiss Actionable Alert, Dismiss Non-Actionable Alert, Temporary Authorization
Provider Alerts
Alerts Dashboard – View: See provider alerts in the dashboard and redirect to the alert. Download: Export alert list to CSV/PDF.
Alert Tiles (Categories) – View or Download: Re-enrollment due, Compliance: Pending information from provider, Unverified credentials, Compliance: Credentials expiring / expired, Enrollments: Follow-up due, in initial review, review pending (initial, final), approval pending (30/60/120+ days), Compliance overdue (passed grace period) / on grace period, Alerts, Notifications, Highest/High/Medium Priority Credentialing, Missing Requirement, Enrollment Mass Assignment
Contracts Alerts
Alerts Dashboard – View: See contract alerts in the dashboard and redirect to the alert. Download: Export alert list to CSV/PDF.
Alert Tiles (Categories) – View or Download: Rates Missing, Missing Compliance Requirement, Expired or Expiring Contracts (30/60/90 days), Missing Credentialing Requirement, Location pending to be added/removed, Rates Expiring in 30/60 days, Alerts, Notifications
Billing Alerts
Billing Dashboard – View: Access billing metrics.
Alerts & Metrics: Billing Dashboard, Pending Billing Hours / Batch Hours, Billed Hours, Invoice Amount, Patient Responsibility (Current Month), Total Outstanding Patient Responsibility, Overdue Billing (<5 / <30 days), Claims: in Clearing House, Rejected, Pending Response, Denied, Manually Posted, Under Review by payor
Scheduler Alerts
Alerts Dashboard – View: See scheduling alerts in the dashboard and redirect to the alert. Download report: Export alert list to CSV/PDF.
Alert Categories: Work Authorization Limit Exceeded, Appointment Conflicts, Provider Incompliant, Contract Issue, Rendered Appointment <15 mins, Service Location Issues, Travel Time & Mileage discrepancies, Past Appointment in Scheduled State, Service location Route Issue, Place of Service Discrepancy, Patient Location Expired, Appointment POS Closed, Dismiss Alert, Download Report, Approve Drive Time, Status Update, Single-Patient Group Appointments, Dismiss Actionable Alert, Dismiss Non-Actionable Alert
Patients Module
Patient Overview: View module & approved offices only
Patient Details: View, Add, Edit; View Timeline
Caregiver: View, Add, Edit, Delete
Funding Source: View, Add, Edit, Delete
Authorization: View, Add, Edit, Delete, Copy
Documents: View, Add (Upload), Download or Delete
Note: View, Add, Delete
Scheduler: View
Patient Ledger: View
Workflows: View, Add Workflow, Delete Workflow, View Timeline, Edit Workflow Assignment, Workflow Step Adjustment (forward or back)
Providers Module
Overview: View & Sync Compliance
Provider Basic Info: View, Add, Edit; Assignment: View, Add, Edit, Delete; PLI Attachment: Upload/View; View SSN; Compensation: View, Edit
Employment Info: View, Add, Edit, Delete
Enrollment Requirements: View, Add, Edit, Verify(yes/no), Verified on, Verified By, Edit after Verified, Document Download
Compliance Requirements: View, Add, Edit, Verify(yes/no), Verified on, Verified By, Edit after Verified, Document Download
Documents: View, Add, Delete, Download
Notes: View, Add, Delete, Download
Provider List: View the list of providers based on office level access each user has
Enrollments: View, Edit, Add Manual Enrollment
Scheduler: View
Scheduler Module
Appointment Management: Edit Appointment, Cancel Appointment, Delete Appointment, Late Cancel Appointment, Render Appointment, Edit Rendered Appointment
View Options: Switch to Provider View / Patient View / Clinic View, All Provider View / Individual Provider View, Patient View / Clinic View, Show New Scheduler View, Show AI Schedule (BETA), Show All Provider View Map tab (BETA)
Recurring Appointments: Add / Edit / Delete Recurring Appointment
Availability & Blocks: Patient Availability, Provider Availability, Patient Blocks, Provider Blocks
Place of Service: Add / Edit along with the service address
Authorizations: Billable & Non-Billable Authorizations – View and schedule both authorization types
Miscellaneous: All Services (Including Non-Billable), Capture Signatures - Start Appointment, Patient Representative Signature, Session Notes Report, Session Notes Mandatory, Dismiss Alerts / View Alerts, Session Report, Override
Contracts Module
Overview: View
Account Information: View, Add, Edit
Contract Details: View, Add, Edit, Split Claim by CPT Code
Rates & Modifiers: View, Add, Edit, Delete
Compliance: View, Add, Edit
Billing Requirements: View, Add, Edit
Audit Requirements: View, Add, Edit
Clinical Requirements: View, Add, Edit
Documents: View, Add, Delete, Download
Notes: View, Add, Delete, Download
Training Requirements: View, Add, Edit
Telehealth Requirements: View, Add, Edit
Blackout Days: View, Add, Delete
Credentialing Requirements: View, Add, Edit
Other Requirements: View, Add, Edit
Key Contacts: View, Add, Delete
Resources: View, Add, Delete, Download
Enrollment Documents: View, Add, Delete, Download
Providers: View
Service Overlapping Restriction: View, Add, Delete
Patients: View
Reports Modules
Contracts: View, Download (5 reports): Contract Location Report, Contract Rate Report, Contract Compliance Report, Contract Details Report, Contract Requirement Reports
Providers: View, Download (14 reports): Providers Basic Info Report, Providers Credentials Report, Providers Locations Report, Enrollments Report, In-Network Enrollments Report, Enrollment Submission Report, NPI Number Missing Report, Office Locations Report, Blocked Enrollment Report, Provider Basic Info Report Advanced, Provider Notes Report, Provider Cancellations Report, Provider Alerts Reports, Enrollment Assignment Report
Scheduling Reports: View, Download (26 reports): Clinician Schedule Hours Report, Clinician Schedule Report, Clinician Rendered Hours Report, Patient Rendered Hours Reports, Patient Wise Rendered Hours Breakdown Report, Clinician Cost Report, Income Report, Margin Report, Patient Cost Report, Patient Schedule Report, Patient Scheduled Hours Report, Therapist Wise Rendered Hours Breakdown Report, Patient Wise Scheduled Hours Breakdown Report, Expanded Therapist Margin Reports, Mileage Report, Appointment Audit Report, Patient Cancellation Report, Provider Cancellation Report, California Parental Verification for Receipt of Behavioral Services, Provider Overlapping Appointment Report, Monthly Provider Supervision Details, Monthly Provider Supervision Summary, Weekly Contract Fulfilment Report, Monthly Contract Fulfillment Report, Employee hours Report, Service Log report
Locations: View (1 report): Locations Details Report
Patient Reports: View, Download (11 reports): Patient Notes Report, Patient Service Rate Report, Patient Authorization Report, Patient Basic Info Report, Session Notes Report, Patient Cancellation Report, Patient Funding Report, Patient Supervisor History, Patient Caregiver Details Report, Patient Summarized Authorization Report, Patient Document Upload Report
Billing & Collection: View, Download (16 reports): Monthly Billing Report, Monthly Collection Report, Monthly Copay Report, Monthly Non-Covered Report, Aging Report, AR Collections Report, AR Billing Report, AR Collection Applied Report, Patient Ledger Report, AR Date of Service Wise Billing Report, Appointment Wise Billing Report, Resubmitted Invoices, Unbilled Services, Revenue Summary Report, Revenue Collections Report, Catalight Billing
Admin Menu
Bulk Data Update: View, Add
Office Location Maintenance: View, Add, Edit
Appointments Transfer: View
Service Inventory: View, Add, Edit
Standard Rate: View, Add, Edit
Time Tracking: View – the Module; Pending Approval Tab (Approve Button, Un-approve Button, Download, Date Range, Filters); Approved Tab (Download); Finalized Tab (Download); History Tab (Download)
Credentialing Categories: View, Add, Edit; Status filter (Credentialing vs non-credentialing); Add Category (New Category, Existing Category); Credential list and compliance Field List
Credentialing Manager (For internal use only): View, Add, Edit – Name, Address, Phone/Fax Number, Location
Organization Details: View, Add, Delete – Practice name as it appears on the W-9 (32/33), Address (32/33), Phone number, Email, Name of supervisor or provider including degrees or credentials (31), Tax ID, Type of Tax ID (25), Taxonomy Codes (33b), Time Zone, NPI (24j, 32a, 33a)
Closure Days: View, Add, Edit, Delete – Add company closure days to prevent scheduling
Site Requirements Checklist: View, Add, Edit – Useful when opening new sites to create a checklist: Item Name, Description, Current
Users: View, Add, Edit, Download – Filter by status and Access level, Assign Access Levels, Email Login Credential to the user, Deactivate users (non-providers only), Assign Designation (Job Title), Add Users only (non-providers only), Assigned Contracts, Office Access, View History of users account (Created, updated, deactivated)
Roles & Clearance: View, Add, Edit, Designations – Add/Edit Roles: Type (Clinical, Non-Clinical, NA), Role Name, Criteria (RBT, BCBA, SLPA, General Safety Training, CPR), Taxonomy code (Used for billing fields 24j and 33b), Supervision Requirement (Requires Supervision, Provides Supervision, NA), Access Level, Assignable as Patient's Primary Supervisor, Assignable as Patient's Assisting Supervisor; Set Order
Access Levels: View, Add, Edit – Add Access levels (Create New, Copy Existing, Access Name); Edit Access levels (Edit Name, Edit Individual access levels)
Billing Module
Determines access to invoices, batches, and financial reporting.
Un-Billed Services: Generate Batch, Un-Billed Services
Un-Posted Batches: Delete Invoice / Delete Batch, Post Invoice, Un-Posted Batches
Posted Invoices: Print Invoice, Print Format CMS 1500 / Office Ally / Office Ally CSV, Posted Invoices, Reverse Invoice / RePost Invoice, Copay Invoice / Private Pay / Patient Responsibility Statement, EDI 837, School District / Regional Center, Invoice Timeline, Statement of Patient Responsibility (Including Insurance Charges), Email Patient Responsibility, Comment
Patient Ledger: View
Aging Reports: View
Collections Module
Collections Info: Add Cash Receipt, Post Payment & Generate Secondary/Patient Responsibility, Closed payment, Closed invoices, Edit receipt, Reset Applied Payments, Add to Watch List, Delete Payment, Edit Closed invoice Amount, Invoice Resubmission, EDI Document Save/Post, Interest Payment, Show Voided Invoices, Override and Proceed, Edit Billed Appointment for Claims Resubmission
Denials Workflow: View, Comment, Add to Watch List, Invoice Timeline, Invoice Resubmission, Denial workflow, Add Denial Workflow, Delete Denial Workflow, View Denial Timeline, Edit Denial Workflow Assignment