Adding Security Roles in Case Manager

Adding Security Roles in Case Manager

There are two levels to setting up security roles; defining the main permissions of the role then granting granular permissions. The default Security Role of Vertex Administrator is automatically added to each Case Manager installation. Person’s assigned this role can see and modify everything in Vertex Case Manager and should only be used by high-level persons within your organization.  Other roles as identified by your Vertex Implementation Team may have already been configured.

If your agency uses Client Payroll Manager or Billing Manager/Vocational Time Manager, certain elements of the Vertex product security are still configured in those applications.  If you create a new Security Role in Case Manager, it will be copied into Client Payroll Manager.  When you assign users to the new role in Case Manager, he or she will be moved into this corresponding new Access Group in Client Payroll Manager.  The user will also be assigned to that same Access Group if he/she is added as a licensed user for Billing Manager/Vocational Time Manager. You will need to configure the permissions of the new Access Group in Client Payroll Manager and/or Billing Manager/Vocational Time Manager prior to the person accessing these applications or the user may not have permission to use any parts of the application.

 For more information on Access Groups and how to configure them, see the article, Understanding Access Groups.

Create or Modify Security Roles

  1. Select Admin from the Case Manager Menu
  2. Select Intuition | Security | Roles security roles
  3. Click the green + New to add a new role or select the pencil to edit the security access for this group.  Note: images in this document do not reflect what you will see in your Case Manager.

    security role list

  4. Each role starts with the top-level permissions of:

    Item Description
    Administrators Determines whether this group can merge duplicate records together via the merge feature.  If this is not enabled, the merge button will not appear.  If enabled, you may merge the person record with another (duplicate consumers, staff, etc.
    Can View All Consumers Checked if this person can see consumer records.  The individual records will be limited to those on his or her caseload or the caseloads of the people someone supervises if this is not checked.
    Can View Social Security Numbers

    If not checked, the Team Member will only see the last four digits of the SSN


    Can Manage Documentation for Others Allows Team Members to review and edit records for others (if a provider leaves early or calls in as sick, etc.)
    Can Sign Documentation Team Member may sign records to indicate that they have reviewed the records and the records are accurate
    Can Sign Documentation for Others Allows Team Members to review and submit records for others (if a provider leaves early or calls in as sick etc.)
    Can Approve Documentation Approving is the second tier of record approval.  This is normally performed by supervisors of the Service Provider

    5. Simplicity Role Names indicate which of the areas this group will have access to in Case Manager and is explained in the article, Adding Simplicity Role Names to a Security Role In Case Manager.

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