Guide to Provider Types & Roles

Privacy rules require that facilities manage staff access to resident data on a need-to-know basis.  RTasks offers several ways that staff access and data entry capabilities can be managed or controlled.  Provider Types, Staff Roles, and certain database configurations all can play a part in meeting this requirement.

Provider Types

Provider Types are a hierarchical list of the types of users at a given facility.  Provider types must be specified when adding a new role (provider) at a facility, or when entering a new staff member.  Each provider set up for a campus is assigned a type, indicating the reach and scope which that provider should have.  Because provider types are hierarchical,  the RN and Administrator, for instance,  are able to view and perform all staff assignments, but this prevents a housekeeper or maintenance staff member from viewing or documenting RN or Administrative services or chores.

Here is an example of a Provider type hierarchy available to select when adding a new provider (Today > +More > Administration > Providers > Add New Provider).  AL AM North is the provider/role staff will play, and the Provider type is a HHA/RA.

When adding a new staff person, the user is asked to select the provider type of the new employee. 

The Provider Type selected for a staff member will determine

  • what chores and services they can see and/or do in the Today Screen
  • the time frames during which they can chart a service 
  • the reports they can access, including the Login Report
  • the documents they can view or attach to a resident's health record
  • whether they can change the care status of resident (hold vs active status)
  • Nurses (RNs and LPNs) provider type will allow users to do and manage more, even if they do not have Roles 11 (Manager) or 13 (Supervisor) (e.g. creating bulletins, adding and editing the Resident Profile, MD Orders, doing staff supervisions, incident clinical reviews, striking notes).

A handy reference to what a provider type can do or see is found by navigating to People > Staff > Staff Profile > Security > Provider Type

Users with Roles 11 (Manager) or 13 (Supervisor) can edit Providers at their facility.

Guidelines When Assigning Provider Types 

  1. RN and LPN staff should be assigned RN and LPN provider types, respectively.  This will tag them as being licensed nurses.  Even if the RN is in a largely administrative role, select RN.
  2. If a user is cross-trained (e.g. both housekeeper and HHA), select the higher of the provider types
  3. Staff who are not caregivers should be lower in the hierarchy than the HHA / RA staff.  This will prevent housekeeping or maintenance from seeing personal care chores and services, etc.... for which they have not been trained.
  4. Consultants and users who are given read-only access should be the lowest in the hierarchy

User Roles

Roles are assigned to each individual staff member, and should be based upon what that staff person will need to access or perform. To assign roles to a staff person, navigate to People > Staff > Staff Profile > Security.  Roles are divided into Resident Roles, Staff Roles, and Other Roles.

Note:  Staff entered in RTasks and given RTasks username, password, and permission to login do not require ANY of the following roles in order to chart the services, chores, and tasks assigned to them in the Today screen.  

1. Resident Roles  determine what that staff person will be allowed to enter in a resident record.

  1. Data Entry (Role 1) allows the user to add a Resident or update the Resident Resources and manage documents. Note: The ability to manage documents is also controlled by provider type- so granting Role 1 will only allow them to manage those documents permitted for their provider type. 
  2. Service Plans (Role 2) allows the user to add or edit services in the Resident Service Plan and Chores for the facility
  3. Diagnoses (Role 19) allows the user to add brand new medications or diagnoses to the database resident list.  
  4. Medications (Role 3) allows the user to add or edit medications for a resident.  
  5. Notes (Role 5) allow the user to enter a Resident Note or Campus memo.  Staff without this role can still enter a service or chore-related note.  The person entering a note can edit their own note for a period of time specified by configuration;  no one can edit another users note.  
  6. Referral Appointments (Role 8) allows users to enter or edit upcoming referral appointments
  7. Incidents (Role 6) allows the user to make the first report of an incident.  Nurses, Managers (Role 11) and Supervisors (Role 13) can edit and review those incidents.
  8. Assessments (Role 32) allows the user to enter assessments.  See Configuration options below for exceptions to this rule

Guidelines for Assigning Resident Roles to Staff:

  • RNs should be given all these clinical roles
  • LPNs should be granted many of these roles, based upon their job description, regulations, and/or scope of practice.  Many states limit the scope of the LPN in performing assessments.
  • Some settings (e.g. group homes) do give staff Role 5 (Notes) to allow them to enter specific resident notes.
  • HHAs may be granted Role 6 (incidents) and Role 8 (referral appointments) so they can assist in entering data.

2.  Staff Roles  should be limited to those users who are managing employees and/or supervising them.  

  1. Staff Data Entry (Role 14) will give visibility to the Staff tab to that employee.  They can add or edit an employee's profile.  This role, together with provider type of RN or LPN, will allow a user to perform Staff Supervisions.
  2. Staff Roles (Role 15) can view the Security setting in staff profiles.  This is a powerful role, in that users can set roles/permissions for other staff, including administrative staff and supervisors.  They CANNOT set their own roles unless they are also a Supervisor (Role 13).  Assign this role judiciously.
  3. Staff Notes (Role 16) can view and edit staff notes EXCEPT notes in their own staff profile.

Guidelines for Staff Roles:

  • Only supervisory staff really need staff roles;  if staff need phone numers, etc..., reports can be made available to them by provider type.
  • Nurses who do Staff Supervisions should have Role 14
  • Role 15 should be assigned to only a few people at a given facility

3.  Other Roles  include Billing,  Accounts Receivable, and higher level roles

  1. Role 11 (Manager) allows users to perform some higher level activities at the campus.  Examples include
    • adding new Providers- and allow editing up to X hours after entry  
    • receiving faxes,
    • reviewing incidents,
    • reviewing PRN and declined meds,
    • editing the Resident Profile, adding bulletins,
    • performing staff supervisions
    • editing the time clock.
    • edit the Campus Info field located under Administration > Campus
    • edit Campus Units and Providers / Shifts
  2. Role 13, (Supervisor) can do all that a manager does, but in addition can
    • add/edit note types
    • add new meds to the global service list (as can nurses)
    • can manage report availability and permissions
    • canceling/deleting incidents, striking notes
  3. Role 51 (Prospex) can view Prospective clients under the People tab;  
  4. Role 52 (Prospex) can both view and edit or manage prospective clients.  
  5. Emergency Downloads (Role 911) should be granted to key supervisors.  This gives access through to paper documents for their campus/es that can be used in event of RTasks outage or during an outage or emergency at the facility. Staff with this role should familiarize themselves with this resource.
  6. Billing (Role 4) should be checked only for those staff who are performing billing activities;  this gives access to the Billing tab in the toolbar and allows setting rent, care package, supplemental rates and performing billing activities.  Nurses, Managers (Role 11) and Supervisors (Role 13) can still enter resident-specific billing data in the Resident Profile without this role.
  7. Accounts Receivable (Role 21, 22, and 23) give access to all A/R functionality including entry and editing
  8. Inservice Record Keeping (Role 17) allows staff to enter Inservice Recordkeeping even if they do not have the Managers Role (11).
  9. Activity Management (Role 62) allows users to create and schedule activities.
  10. Roles 111 and 112 give either the campus view (112) or the regional view (111) of data in the Clinical Dashboard feature.  Users with only one campus need only role 112.  Users who have multiple campuses and/or databases, if granted role 111, are able to view not only campus data but regional views of data as well.

Guidelines for Other Roles

  • Role 11, Manager, gives wide, campus-based functionality.  Managers are able to edit Campus Units and Providers under the Administration section.
  • Role 13, Supervisor can do all that the Manager can do but it also allows users to make some changes that carry added accountability (e.g. canceling incidents, striking notes)
  • Prospex roles need only be granted if users have our Prospex module (available at an additional cost)
  • Billing and Accounts Receivable roles should be granted only to those responsible for billing, at those companies using ResiDex for billing and A/R activities
  • Inservice Record Keeping allows having a non-supervisor/manager do data entry of inservice trainings.

4.  Administrative Role  is a new role that allows users to make global changes to databases, including those affecting multiple campuses in that database.   This role must be set by ResiDex team members, and is typically granted to just 2-3 people per database.  Functions the 411 role will grant include those options under the Today>+More > Administration section, as well as login report management:

  • Setting up Campus Data (except the Campus Info field, which can be managed by Nurse, Supervisor,or Manager)
  • Creating Communities at a given campus (e.g. Memory Care, Independent Living, Assisted Living)
  • Managing the Global Service List- adding and editing service settings
  • Managing the Global medication List - specifically unchecking those medications marked as controlled, antibiotic or psychotropic
  • Creating and publishing policies (though Supervisors and RNs can 'push out' policies to new staff).
  • Managing the Login Report

Configuration Options 

Contact ResiDex Support for assistance in turning on or off these configurations

  1. Changing Resident Status (Hold/Active):  by default, nurses, Managers (Role 11) and Supervisors (Role 13) can change resident status.  A configuration option specifies that staff lower in the provider hierarchy than RN or LPN can perform this.
  2. The time frame for which a staff person can edit their own resident note
  3. Non-nurses can be allowed to enter specified note types - without role 32.
  4. Minimum role for sending/receiving faxes