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PODS Functionality & Admin Role

Clark Obel
Updated

Purpose

  • This guide is designed for Super Admins and Company Admins to enable and manage the PODs functionality effectively, as well as for Divisional and Regional Admins to understand their specific permissions and workflows within the system.

Audience

  • DocNow Administrators

Considerations

Company Settings:

    • The PODs tab will appear in the settings menu only after the feature is enabled for a company. Reach out to your Implementation Specialist or Account Manager to request or confirm.

Defined Organizational Structure:

    • Divisions and Regions must be pre-determined to ensure smooth configuration and role assignments.
    • Scalability Considerations:
        1. For larger organizations, carefully plan the structure of divisions and regions to avoid overlapping or redundant associations.
    • Edit and Delete Limitations:
        1. Only Company Admin can delete or edit divisions and regions. Divisional and Regional Admins cannot perform these actions.

Provider and Facility Data:

    • Ensure all provider and facility data are updated in the system to facilitate proper association with divisions and regions.

Role Assignment Updates:

    • Role changes made after enabling PODs (e.g., assigning a user as Divisional or Regional Admin) may require immediate re-login for changes to take effect.

Testing Changes:

    • After enabling PODs, test the configuration to ensure divisions, regions, and role-based permissions function as intended.

 

Table of Contents

Overview

Instructions

User Interface

Overview

Once PODs functionality is enabled for your company, the user admin permissions system transitions from a single "admin" checkbox to a more detailed structure, introducing roles such as Divisional Admin and Regional Admin. These roles are linked to specific divisions and regions, granting targeted access to data, such as providers and facilities, based on their assigned areas.

Features

  • Enable/Disable PODs: DocNow Implementation Specialists or Account Managers can enable or disable the PODs feature for a company.

  • Role-Based Access: User permissions change from a company admin checkbox to a Drop-down with the following roles (as shown in the image above):

    • Divisional Admin

    • Regional Admin

    • Company Admin

    • None

  • PODs Tab in Setting: When PODs is enabled, a PODs tab appears in the company settings. This tab contains sub-tabs for managing Divisions and Regions.
  • Division and region Association: Admin can create and associate regions and divisions, and link providers and facilities to regions.

PODs1.png

 

Instructions

Enabling PODs Permission:

  1. DocNow: Navigate to the company tab.

  2. Enable PODs: Select the PODs option from the company permissions dropdown menu to enable this feature.

Changes after PODs is enabled:

  • User Admin Dropdown: Once PODs is enabled, the company admin checkbox in the user permissions is replaced with a dropdown menu with the following roles: 
      • Divisional Admin
      • Regional Admin
      • Company Admin
      • None
  • PODs Tab: A new tab PODs appears in the admin company settings. This tab contains two sub-tabs: Divisions and Regions.

Managing Divisions:

Divisions tab:

  • Displays a list of all created divisions.
  • Each division includes a Regions Dropdown to associate regions with the division.
  • Options to Edit or Delete divisions.
  • The Create New Division button allows users to add new divisions.

pods2.png


Managing Regions:

Regions tab:

  • Displays a list of created regions.
  • For each region, there are dropdown menus to associate providers and facilities with that region. 
  • The 'Create New Region' button allows Super Admins to add new regions.
  • Each region also has options do Edit or Delete.
  • One advantage of using PODs is that instead of adding a provider to each facility they need to be associated with through the Associations tab, if the provider needs access to all facilities in a given region then they only need to be added to that region to have access the region's facilities. 

PODs3.png

 

Role-Based Permissions:

1. Divisional Admin:

    • When a user is selected as a Divisional Admin, they can view only the providers and facilities associated to the regions associated with their division.
    • A "Manage" button appears when the Divisional Admin role is selected, allowing the admin to assign specific divisions to the user.

      pods4.png

2. Regional Admin:

  • When a user is selected as a Regional Admin, they can view and manage the data for only regions assigned to them.
  • Similar to the divisional admin, a "Manage" button allows the admin to assign specific regions to the user.
    pods5.png

 

User Interface

Divisional Admin:

  • Landing Page: When a Divisional Admin logs in, they land on the Divisions Tab where they can see a list of assigned divisions.

  • Region Selection: Each division has a Regions Dropdown for selecting the region within that division.
    pods6.png

  • Data Access: After selecting a region, the Divisional Admin can view and manage the associated providers and facilities.

  • Switching Divisions: Divisional Admins can switch between assigned divisions using a divisions dropdown on the Dashboard.

  • Available tabs: Divisional Admins have access to the following tabs:

    • Divisions

    • Dashboard

    • Notifications

    • Templates

    • Users

    • Facilities

    • Associations (read-only)

    • Patients

    • Phrases

    • Reports

pods7.png

 

Regional Admin:

  • Data Access: The Regional Admin has access only to the providers and facilities associated to their regions.

  • Available Tabs: Regional Admins have access to the following tabs:

    • Dashboard

    • Notifications

    • Users

    • Associations (read-only)

    • Patients

pods8.png

 

Company Admin:

  • Data Access: Company Admin have access to all providers and facilities within the company

  • Available Tabs: Company Admin have all available tabs from the admin portal which will include other tabs that Divisional and Regional admin do not have access to such as: 

    • Phrases
    • MIPs
    • Scheduler 
    • Manage CPTs/ICDs
    • Wound/DERM

 

Restrictions:

  • Associations tab: Both Divisional Admins and Regional Admins have access to the associations tab, but they cannot create or modify associations. It is a read-only tab for these roles.

  • Limited Data Access: Divisional and Regional Admins can only access data for the regions or divisions assigned to them.

 

 

Our support team is available to help with any questions or concerns at support@doctornow.io 

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