[Navigation] Staff > Staff Info > Additional Options > Patient Access Permissions > Program
[Accordion] Overview
The Program Permissions form lets you assign staff members access to programs within effective date ranges. This ensures everyone has the right access for their role and schedule, helping you maintain security and keep operations running smoothly.
[Permissions] The staff member must have Full access to the Staff Info module [Staff > Staff Info > System Permissions > Staff Info] to configure Program Permissions.
[Note] For Staff Program Permissions to be available, the Options form setting "Enable Staff Program Security" needs to be enabled for your clinic. [ClinicTracker Options > Security > Security > Enable Staff Program Security]
With this security feature enabled, you will see a "Program" button in Staff Info > Additional Options > Patient Access Permissions. This will let you determine which Programs your staff have access to within specified date ranges.
You will also see a "Program" dropdown on Custom Forms that will have options for "Not Program-Specific" and any Programs associated with both the Staff (via Program Permissions) and the Patient (via Program Assignments). Existing records will default to not being Program-Specific.
[Accordion] Getting Started
Create and assign Program access for staff to ensure secure, Program-based permissions for your documentation.
Click/Tap on the New Program button to add a new staff Program Permission entry.
[Anchor:ProgramPermissions]
- Program (required): Select the Program you want to assign the staff member to.
Start Date: Specifies when the staff member’s access to the selected Program begins.
End Date: Specifies the date when the staff member’s access to the selected Program ends, if applicable.
- Notes: Add any additional details or comments related to this assignment.
- Set as default: Check this box to make this the primary Program for this staff member. This automatically selects the program when they create paperwork, saving time for staff assigned to multiple programs.
- [[img:add>> lbl:Add Assignment]] Save the Program permission.
[Accordion] How it Works
[Q] Prerequisite
[A] Both the staff member and the patient must be assigned to the same Program. If the staff member has the Program assigned but the patient does not, the staff member will not be able to create Program-specific Paperwork for that patient. If Start and End Dates are set in the Program Permission, the staff will only be allowed to access records that fall within that date range for Program-specific records.
[Q] Program Selection
[A] While creating the Custom Form Paperwork item, select the appropriate Program from the Program selection field.
Once saved, only staff members who are assigned to this Program will be able to access the Paperwork item.
If a staff member is not assigned to the Program on that record date, an informational message is displayed when they attempt to access a Program-specific record.
[Accordion] FAQs
[Q] Why can’t I create a Program-specific paperwork item for a patient?
[A] Both the staff member and the patient must be assigned to the same Program. If the patient is not part of the selected Program, the paperwork item cannot be created.
[Q] Where do I select the Program when creating paperwork?
[A] The Program is selected during paperwork creation using the Program selection field.
[Q] Who can access a Program-specific paperwork item?
[A] Only staff members who are assigned to the selected Program can view or access the paperwork item once it is saved.
[Q] What happens if a staff member is removed from a Program?
[A] They will no longer have access to paperwork items associated with that Program.
[Q] Can a paperwork item be shared across multiple Programs?
[A] No, a Program-specific paperwork item is restricted to the Program selected at creation.
[Accordion] Related Articles