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WithinEHR User Permissions Guide

Proper permissions ensure every team member can access the features and data they need — and nothing more. This protects patient privacy, maintains HIPAA compliance, and provides each user with a focused, relevant interface.

Why Permissions Matter​

  • Data Security: Limiting access to PHI to only those who need it satisfies HIPAA's "Minimum Necessary" principle.
  • Operational Clarity: Users see only the tools relevant to their role, reducing confusion and errors.
  • Audit Integrity: Every action is tied to a specific user — accurate permissions ensure audit trails reflect who actually performed each action.

Available Roles​

RoleAccess Level
ClinicianClinical records, notes, appointments, messaging
Practice ManagerFull administrative and clinical access
SchedulerScheduling, client records (limited), communications
Billing SpecialistBilling, invoices, payments, insurance
SupervisorStaff management, reporting, operational oversight

How to Assign Permissions​

  1. Click Settings on the navigation pane.
  2. Select Team.
  3. Choose the team member you want to update.
  4. Click Show Permissions at the bottom of the screen.
  5. Select or deselect the permissions you want to grant.
  6. Click Save.