Access Levels: Definitions

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
1. Click the caret icon to expand the module and view or adjust specific access settings within it.
Granular/Individual Access Settings
1. Customize access to specific features or actions within the module (e.g., Create Appointment, Cancel Appointment, Provider View, etc.).
Save Button
1. After making any changes, click Save to ensure your updates are applied.
2. ⚠️ 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 (i.e., Active Authorization Without Any Scheduled Appointment)
- Dismiss Non-Actionable Alert (i.e., Authorization Expired, Rendered Appointment Less Than 15 Mins)
- 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
Provider: See all by default
- View: See provider alerts in the dashboard and redirect to the alert.

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 – Different Generated vs. Reported
- 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 (i.e., Appointment Conflicts, Provider Incompliant, Service Location Issue, Past Appointment in a Scheduled State, Place of Service Discrepancy, Appointment POS Closed, Patient Location Expired, Contract Issue)
- Dismiss Non-Actionable Alert (i.e., Rendered appointment Less Thank 15 mins)

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 (Normally updated every night, but this forces the update in 15 minutes)
Provider Basic Info: View, Add, Edit
- Assignment: View, Add, Edit, Delete
- PLI (Professional Liability Insurance) Attachment: Upload/View
- View SSN: View sensitive identifier: Social Security Number
- 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 – Modify existing appointments.
Cancel Appointment – Cancel appointments without deleting.
Delete Appointment – Permanently remove appointments.
Late Cancel Appointment – Mark as canceled after scheduled time.
Render Appointment – Mark appointment as rendered or completed(ADMIN Use).
Edit Rendered Appointment – Make changes to a rendered appointment.

View Options

Switch to Provider View / Patient View / Clinic View – Switch calendar views.
All Provider View / Individual Provider View – View all or specific provider calendars.
Patient View / Clinic View – View patient or clinic calendars.
Show New Scheduler View – Use updated scheduling interface.
Show AI Schedule – Use Schedule AI Optimizer tool (BETA)
Show All Provider View Map tab – Use Schedule AI Optimizer map tool (BETA)

Recurring Appointments

Add / Edit / Delete Recurring Appointment – Manage recurring sessions.

Availability & Blocks

Patient Availability: Add/Edit when Patients are available to receive treatment.
Provider Availability : Add/Edit when Providers are available to deliver treatment.
Patient Blocks : Add/Edit when Patients will be unavailable (i.e., Sick, Vacation).
Provider Blocks : Add/Edit when Providers will be unavailable (i.e., Sick, Vacation).

Place of Service

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) – See all services regardless of billing status.
Capture Signatures - Start Appointment – Collect patient signatures at the start of the appointment only when using PM.
Patient Representative Signature – Allow representatives to sign.
Session Notes Report – Download a report with the links to the clinical notes.
Session Notes Mandatory – Require a note within the PM only (different than clinical note).
Dismiss Alerts / View Alerts – Manage system alerts.
Session Report – Access summary reports of scheduled sessions.
Override – Bypass standard restrictions (i.e., Not Credentialed).

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

o 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 reports)
- Locations Details Report

Patient Reports: View, Download (11 reports)

o Patient Notes Report

o Patient Service Rate Report

o Patient Authorization Report

o Patient Basic Info Report

o Session Notes Report

o Patient Cancellation Report

o Patient Funding Report

o Patient Supervisor History

o Patient Caregiver Details Report

o Patient Summarized Authorization Report

o Patient Document Upload Report

Billing & Collection: View, Download (16 reports)

o Monthly Billing Report

o Monthly Collection Report

o Monthly Copay Report

o Monthly Non-Covered Report

o Aging Report

o AR Collections Report

o AR Billing Report

o AR Collection Applied Report

o Patient Ledger Report

o AR Date of Service Wise Billing Report

o Appointment Wise Billing Report

o Resubmitted Invoices

o Unbilled Services

o Revenue Summary Report

o Revenue Collections Report

o 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 (Can be assigned auth related workflows for all of some contract)
- Office Access (Will ensure they can only view the offices they are assigned)
- 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- Allows you to set the order of your providers based on their role, used for billing the highest rate of reimbursement when applicable.
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 – Group unbilled services for invoicing.
Un-Billed Services – View services that haven’t been invoiced.

Un-Posted Batches

Delete Invoice / Delete Batch – Remove unposted records.
Post Invoice – Submit invoice for posting.
Un-Posted Batches – View invoices awaiting posting.

Posted Invoices

Print Invoice – Download or print final invoices.
Print Format CMS 1500 / Office Ally / Office Ally CSV
Posted Invoices – View posted invoice history.
Reverse Invoice / RePost Invoice – Adjust already posted invoices.
Copay Invoice / Private Pay / Patient Responsibility Statement
EDI 837 – Generate electronic billing file.
School District / Regional Center – Specialized invoice formats.
Invoice Timeline – See lifecycle of invoice creation.
Statement of Patient Responsibility (Including Insurance Charges)
Email Patient Responsibility
Comment – Add internal notes to invoices.

Patient Ledger

View – Access the patient’s financial record.

Aging Reports

View – View aged accounts receivable reports.

Collections Module

o Collections Info

o Add Cash Receipt

o Post Payment & Generate Secondary/Patient Responsibility

o Closed payment

o Closed invoices

o Edit receipt

o Reset Applied Payments

o Add to Watch List

o Delete Payment

o Edit Closed invoice Amount

o Invoice Resubmission

o EDI Document Save/Post

o Interest Payment

o Show Voided Invoices

o Override and Proceed

o Edit Billed Appointment for Claims Resubmission

o Denials Workflow

o View

o Comment