Background
Standards when using Copy To Function
Active Roles
Supplementary Roles
Preferences
Work Notification > Referrals
Appointment Types > Colours and Duration
Select Client > Incl. Alternative Names Checkbox
Clinical > Clinical Info Panel
General > Chat
Scripts and Instructions > General
Toolbar
Work Centre
Today
Appointments
Tasks
Referrals
Contacts
Unsigned Trans
Wait List
Forms
Billing
Intervention List
Client Items
Client Info Panel (Yellow Bar)
Client Search (Select Client)
Medical Record
Overview - NEW (Sept 2025)
Summary
Encounters
New Encounter
Prescriptions
Intervention Sets
Problems
Measures
Flow Sheets
Results
Documents
Tasks
Referrals
Forms
Care Team
Messages
Control Centre
SMS Log
Financial > Billing
Alter Client
Maintain > Appointments > Rules
Organisation
External Clinicians
Background
There are many components within Profile EMR that are controlled by role settings/configurations. To minimize repeated analysis, below are lists of areas that are controlled by roles. This document is meant to expand as BAs/CAs complete work related to roles and add their analysis outcomes here. Roles that have same configurations for that section can have the instruction to use "Copy To" function during deployment (aka: step in sysconfig.xlsx)
Standards when using Copy To Function
(Temporary instructions) Avoid using Copy To Function under Set Defaults window in v9.0.11.A2.4 FHA encountered an issue with their v9 build where applying an event macro also copied the base parameters the option not being selected. Also, the default window size was unintentionally changed when we applied an event macro included in our post-upgrade configurations. Until further analysis is completed, update roles by apply settings to each role individually.
If using the Copy To function, follow these standards below when implementing (which should be outlined in the sysconfig.xlsx instructions). Note that this should only be used for active primary roles.
- For non-specialty clinical roles, use Physician as a base to do the changes, then copy to other roles if confirmed to be the same configurations for that whole tab/view Note: Clinical Readonly will most likely be unique and cannot be used with Copy To function.
- For non-specialty administrative roles, use CSC/CA as a base to do the changes, then copy to other roles if confirmed to be the same configurations for that whole tab/view. Note: Appointments Only and Health Records roles will most likely be unique and cannot be used with Copy To function.
- For specialty roles (both clinical and administrative), there is no specified base.
- For specialty STI roles (both clinical and administrative), there is no specified base.
- In general, avoid using SysAdmin as a base
Active Roles
Below are active primary roles, which means they control the overall look and abilities within the system. Assigning any of these primary roles as the top role will be given priority for settings, including toolbar icons, filters and other default preferences. All of these should be checked if planning to updating settings across all users (clinical roles are italicized):
- Appointments Only
- CSC/CA
- Health Records
- Specialty CSC/CA
- Specialty CSC/CA - STI
- Allied Health
- Clinical Readonly
- Counsellor
- Nurse Practitioner
- Pharmacist
- Physician
- Psychiatry
- Registered Nurse
- Specialty Allied Health
- Specialty Nurse - STI
- Specialty Other HA - STI
- Specialty Physician
- Specialty Physician - STI
- Specialty Registered Nurse
- Specialty Research - Provision of Care
- SysAdmin (internal role only)
- Enrollment Analyst (internal role only)
- HelpDesk (internal role only)
- Support Analyst (internal role only)
Supplementary Roles
The below supplementary roles typically are added to a user account to give additional abilities. Here's a list of these secondary roles and their usage:
- Super User - Should be a supplement to CSC/CA role to give them additional administrative abilities
- Batch Claiming - gives ability to do batch billing (Note: may be redundant now with possible changes in other roles. More analysis needed)
- Excel Export - gives users ability to see and use Export Excel button in Billing, Stored Queries, etc.
- Request to have this supplementary role added to their account needs to go through Intake via JIRA (see EMR-1406)
- Set Configuration - internal only: gives ability to do additional configurations within the system if not using SysAdmin or Support Analyst as top role.
-
(NEW - SEP 2025) Export Medical Record - this role allows users to export a client’s medical record with details across all POS. Note: The access to this role requires CIS approval. (EMR-9804)
Helpfile: Granting Access to Export Medical Record Role
All other roles in the system are not in use. No need to worry about changing their settings or doing analysis on them.
Important: These roles cannot be the top roles!
Preferences
When a preference is in BLUE TEXT, then the setting is global (i.e., not role-based).
Work Notification > Referrals
- Clinician User roles only: Enable Referrals with 60 min refresh intervals (see EMR-4284)
Appointment Types > Colours and Duration
Changes required can be created in SysAdmin role and it will be applied globally.
Select Client > Incl. Alternative Names Checkbox
Checkbox is default unticked for all active roles (see EMR-6786). General > Client > Other tab > Include other names in Select Client checkbox
Clinical > Clinical Info Panel
All settings in this window match for all active primary roles except HelpDesk.
General > Chat
The Chat Sound should be enabled for all active primary roles and pointing to this sound file: \\vch\applications\PCC EMR\Intrahealth\Env_EMR_Prod_Client_Share\Sounds\chimes.wav
Exception are for roles who do not have Chat Sound enabled: Specialty CSC/CA – STI, Specialty Nurse – STI, Specialty Physician – STI
Scripts and Instruction > General
Prescribing roles should have the settings:
Check for interactions and allergies automatically: With every prescription
Tick (select) Show alert dialog with script warning
- Nurse Practitioner
- Pharmacist
- Physician
- Psychiatry
- Registered Nurse
- Specialty Nurse - STI
- Specialty Physician
- Specialty Physician - STI
- Specialty Registered Nurse
Toolbar
Ones listed together share the same toolbar (ie: icon size and availability, and position within the toolbar)
Work Centre
Today
Appointments
View Filters
<insert information here>
Default Window Macros
As of right now, the Set Default > Macro tab for appointment popup (not the Appointments view in Work Centre) should look like this for all active roles except Health Records and HelpDesk, which all fields should be blank
Appointment List Printout by Role
CSC/CA:
Physician/ Psychiatry/ Nurse Practitioner:
All other roles:
Tasks
List of Tasks filter views depends on role.
Depending of similarity of the task filter views the roles can be grouped in the base lines. Changes can be done to any of the roles from a base line and copy it to other roles of the base line
- Base line A:
Clinical User
Allied Health
Clinical Readonly
Counsellor
Nurse Practitioner
Pharmacist
Physician
Psychiatry
Registered Nurse
Administrative User
Appointments Only
CSA/CA
Health Records
Super User
SysAdmin
Enrollment Analyst
HelpDesk
Support Analyst
Specialty CSC/CA
- Base Line B
Specialty Allied Health
Specialty Physician
Specialty Registered Nurse
- Base Line C
Specialty Research Provision of Care
- Base Line D
Specialty Nurse - STI
Specialty Other HA - STI
Specialty Physician - STI
Specialty CSC/CA - STI
- Base Line E
Batch Claiming
Excel Export
Set Configuration
Referrals
View Filters
- Work Centre > Referrals view filter list: (see EMR-5629)
- Admin Roles:
- Outward filters first then Inward filters
- Outward filters first then Inward filters
- Provider Clinical Roles:
- Outward Referred by Me is default, followed by Inward Referred to Me
- Outward filters first then Inward filters
- Non-provider Clinical Roles:
- Inward Referred to Me is default, followed by Outward Referred by Me
- Inward filters first then Outward filters
- Admin Roles:
Contacts
Unsigned Trans
Wait List
View Filters
- All active roles have the same view filters as of EMR-6109:
Forms
Billing
Intervention List
View Filters
- All active roles have the same view filters as of EMR-5782:
Client Items
All roles should have this macro applied to the the window defaults:
All other active primary roles should have the following filters:
Sys Admin and Support Analyst should the same filters except the addition of these filters:
Client Info Panel (Yellow Bar)
<Teresa to update - CPS displays FileNum instead of PARIS ID>
Client Search (Select Client)
<Teresa to update - CPS defaults search by PHN instead of PARIS ID>
Medical Record
For all primary active roles (with exception to below), should have the Medical Record window by default opened to almost full-screen, for those using a 1920x1080 resolution monitor. It should also open by default to the Encounters module, with exception of Health Records which by default opens to the Overview module.
Exceptions are the following roles as they should not/do not have access to Medical Record: Appointments Only, Specialty Other HA - STI, Enrollment Analyst, HelpDesk
Overview - NEW (Sept 2025)
This module has been added after the V9 upgrade to facilitate users to print Medical Record Summary replicating the functionality of the Print Summary option available in V8.6.
This section made available to all active roles.
Summary
Encounters
Default View Filter
- Health Records role: Full Encounter History Anne Vogel
- All other active roles: Last 100 Encounters
View Filters List
Important! Medical Record > Encounters view filters should be the same for all roles, except for Health Records role. Health Records role has Full Encounter views by POS to aid in Release of Information requests.
Default Window Macros
<insert information here>
New Encounter
Toolbar
- Rx with Sig. button is available only to Physician roles (EMR-7100)
Prescriptions
Prior Scripts
- Sizing of Prior Scripts window applies to all active roles
-
View filters are the same to all active roles:
- Default view filter: No Grouping
- Medical Record > Prescriptions and New Encounter > Scripts View Filters are the same to all active roles
Intervention Sets
Problems
Measures
Flow Sheets
Results
Documents
Tasks
Referrals
Forms
Care Team
Messages
All roles except Sys Admin should have this macro applied to the the window defaults. Sys Admin role has no macros attached.
All active primary roles should have the following filters:
Sys Admin and Support Analyst should the same filters except the addition of this filter:
Control Centre
SMS Log
There are no macros applied to the window defaults for any roles.
Sys Admin and Support Analyst should have these following filters:
Note: all other active primary roles is set to app default, which is one filter called "Created in current month". Nothing was changed for them.
Financial > Billing
Granted to all Clinical User roles except for Clinical Readonly and Specialty Other HA - STI
Alter Client
All primary active roles have the follow window defaults except for Sys Admin, who have no macros applied. This is because all the macros are made to limit edibility or visibility of fields. Those with Sys Admin roles in production were left with unlimited power in Alter Client for troubleshooting reasons.
Note: EMR-9680 has made the Alter Client\Overview module hidden for all active primary roles.
Maintain > Appointments > Rules
All primary active roles have the same view filters. If making any changes, copy from CSC/CA role, which is the most common top role of Super Users who manage appointment rules. See EMR-5944.
Default View Filter: Rules for Current POS (Current and Future Only)
For all primary roles, the rule property window (e.g. add/edit personal appointment rule, common block rule, etc.) has the same Set Defaults macro event applied. OnOpen = APPTRULE_ONOPEN
Organisation
External Clinicians
All primary active roles have the same view filters.
Default View Filter: Active, all specialties
(article to be expanded as more role analysis is done)