NeoEHR User Roles and Access Overview

NeoEHR user guide

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NeoEHR is a comprehensive, multitenant electronic health records (EHR) solution that offers tailored access and features based on the user’s job(s) and assigned role within a healthcare facility. Each role within the platform comes with specific permissions and capabilities to ensure that users have access to the information and tools relevant to their responsibilities, improving workflow efficiency and data security.

Below is a detailed breakdown of the possible roles within the NeoEHR system:

1. Front Desk / Reception

The Front Desk or Receptionist plays a role in patient intake and general administration. They manage patient appointments, handle patient registration, and are the first point of contact for individuals seeking care.

Key Features:

Patient registration and check-in.

Appointment scheduling and management.

Updating patient information.

Handling patient queries and directing them to appropriate departments.

Access Restrictions: Limited access to patient medical records. Focused primarily on administrative tasks.

2. Cashier

The Cashier is responsible for processing patient payments and managing financial transactions within the facility.

Key Features:

Billing and invoicing patient services.

Managing payments (cash, card, insurance).

Generating financial reports related to payments.

Access Restrictions: Restricted access to patient medical details. Access to financial data only.

3. Nurse

Nurses are integral to patient care and assist with clinical duties, patient monitoring, and administering medications.

Key Features:

Viewing patient medical histories and treatment plans.

Administering medications and treatments as prescribed.

Recording vital signs and observations.

Updating patient progress notes.

Access Restrictions: Nurses have access to medical records related to patient care, but cannot modify diagnoses or treatment plans directly.

4. Doctor

Doctors are responsible for diagnosing and treating patients, creating treatment plans, and overseeing patient care.

Key Features:

Comprehensive access to patient medical records, including histories, diagnoses, treatment plans, lab results, and radiology reports.

Ability to create, modify, and update treatment plans and prescriptions.

Documenting patient progress and clinical notes.

Ordering tests and reviewing results.

Access Restrictions: Full access to medical records related to their patients.

5. Laboratory

Laboratory Staff manage diagnostic testing, process lab results, and ensure accurate data collection.

Key Features:

Access to patient lab results and test orders.

Recording test results and generating lab reports.

Reviewing and ensuring the accuracy of test data.

Access Restrictions: Limited to lab-related information. No access to overall medical records or treatment details.

6. Radiologist

Radiologists handle imaging tests such as X-rays, MRIs, and CT scans, analyzing and interpreting the results.

Key Features:

Viewing and interpreting medical imaging results.

Creating reports based on imaging findings.

Communicating imaging results to doctors and other healthcare providers.

Access Restrictions: Limited access to patient medical history. Focused primarily on radiology-related data.

7. Pharmacist

Pharmacists are responsible for dispensing medications and advising patients and healthcare providers on proper drug use.

Key Features:

Viewing patient medication history.

Processing prescriptions and dispensing medication.

Advising on drug interactions and proper dosage.

Monitoring and updating prescription records.

Access Restrictions: Access is limited to medication-related information. Cannot view full medical records or treatment plans.

8. Administrators

Administrators are responsible for overall facility management, overseeing the implementation and maintenance of the EHR system, user management, and ensuring smooth operations.

Key Features:

Full access to all modules and user management features.

Managing user roles and permissions within the system.

Monitoring system performance and ensuring compliance with regulations.

Generating reports for administrative decision-making.

Access Restrictions: None. Full access across all areas within the platform, including patient records and financials.

9. Accountant

Accountants handle the financial aspects of the healthcare facility, including managing budgets, overseeing payroll, and financial reporting.

Key Features:

Viewing and managing financial records, including patient billing and insurance claims.

Generating financial reports for internal audits and management review.

Managing revenue cycle and accounting entries.

Access Restrictions: Financial data access only. Cannot view or modify patient medical records.

10. HR (Human Resources)

HR professionals manage employee records, recruitment, onboarding, and overall personnel management.

Key Features:

Access to employee records and staff management tools.

Overseeing staff scheduling, leave management, and payroll integration.

Managing recruitment processes and performance reviews.

Access Restrictions: Access is limited to employee-related information and HR-specific tools. No access to patient medical data.

Flexible, Secure Role-Based Access Control

NeoEHR empowers healthcare facilities with customizable role-based access controls, allowing administrators to define or adjust user roles to match specific workflows and data security requirements. This ensures that each staff member, whether a general practitioner, specialist, or support staff, has access only to the information necessary for their function, supporting better clinical decisions while maintaining patient confidentiality.

Users can also switch between multiple roles as needed. For instance, Janet may be assigned as a Doctor but can seamlessly switch to a Cashier or Front Desk role if the facility’s structure demands it. This flexibility enhances operational efficiency without compromising data integrity or compliance.