Roles & Permissions

Note: Roles are set per organization. A person can be a Clinic Admin at one clinic and a Nurse at another, and every check below runs against their role in the organization they have currently chosen.

Medbot CMS is built around four clinic roles, plus one internal account that is not a real clinic role. Every action re-checks the signed-in user’s role before it reads or writes clinic data. What you see on a page only controls what is visible, so a role’s real boundary is enforced at the action, not on the screen. When a role cannot do something, the control is hidden or disabled, and an action attempted anyway is refused.

This page is the master list. Every Who can do this table on a feature page agrees with the matrix below.

The four clinic roles

Clinic Admin is the clinic’s operational lead. A Clinic Admin manages staff, registers patients, books and edits appointments, manages locations and session setup, operates the reception queue, records and corrects vitals, records vaccinations, manages the formulary and catalog, composes documents, files and manages diagnostic results, manages the results review rota, publishes the roster, and manages attendance. In short, a Clinic Admin can act as a backstop for most workflows another role primarily owns.

Receptionist runs the front desk. A Receptionist registers patients, updates contact details and communication consent, books and edits appointments, manages today’s session setup, operates the reception queue, files and views diagnostic results, and views and prints existing patient documents. A Receptionist can build and adjust roster drafts, but only a Clinic Admin can publish a week.

Doctor and Nurse read patient, practitioner, and appointment data through their clinical workflows. Both record and correct vitals, record vaccinations, view the formulary, and view and print patient documents. Both compose letters and memos, and file and view diagnostic results. A Doctor can additionally compose referrals, issue medical certificates, and sign off, reassign, or withdraw results. A Nurse cannot. Neither role registers patients, books appointments, nor manages staff, sessions, the queue, the formulary, the results rota, or roster publishing.

The Superuser account

Superuser is not a real clinic role. It is an internal and testing account that passes every role check, so one login can exercise every role’s work without swapping accounts. It is not offered on the staff form; it is set directly on an account. Because it bypasses the role list rather than being granted the sum of every role’s permissions, a few controls that look for one specific role stay hidden to it. Signing off a result, composing on a patient’s Documents, and the Displays panel on Session setup all require signing in as the role that owns them.

Note: Platform administration screens are seen only by Medbot platform superadmins, a Medbot staff identity that is not a clinic role. No clinic role, including Clinic Admin, gives access. See Platform Administration.

Permissions matrix

Each row is one task. A cell reads Yes, View only, or No. Notes below a section cover any nuance, such as a view limited to a doctor’s own patients.

Patients and clinical care

Task	Clinic Admin	Receptionist	Doctor	Nurse
See the patient list and open a chart	Yes	Yes	Yes	Yes
Register a patient	Yes	Yes	No	No
Invite a patient to self-register	Yes	Yes	No	No
Deactivate a patient	Yes	Yes	No	No
Edit contact details	Yes	Yes	Yes	Yes
Record or change communication consent	Yes	Yes	Yes	Yes
Invite, review or revoke a patient’s caregivers	Yes	Yes	Yes	Yes
See a patient’s encounters	Yes	Yes	Yes	Yes
Start an encounter	Yes	No	Yes	Yes
Read clinical notes	Yes	Yes	Yes	Yes
Write a consultation note	Yes	No	Yes	No
Write a progress note	Yes	No	Yes	Yes
Amend or retract a consultation note	Yes	No	Yes	No
Amend or retract a progress note	Yes	No	Yes	Yes
See vitals and their history	Yes	Yes	Yes	Yes
Record vitals	Yes	No	Yes	Yes
Correct a reading	Yes	No	Yes	Yes
See a patient’s vaccinations	Yes	Yes	Yes	Yes
Record, edit or void a vaccination	Yes	No	Yes	Yes
Order a vaccination service	Yes	No	Yes	Yes
Register a vaccination service in the catalog	Yes	No	No	No
See an encounter’s orders	Yes	Yes	Yes	Yes
Apply an order set to an encounter	Yes	No	Yes	Yes
Cancel an order	Yes	No	Yes	Yes
Open the Order sets page and build your own sets	Yes	No	Yes	Yes
Edit, share, retire or delete a set someone else owns	Yes	No	No	No
See results and open a result	Yes	Yes	Yes	Yes
File an incoming result	Yes	Yes	Yes	Yes
Sign off a result	No	No	Yes	No
Reassign a review to another doctor	Yes	No	Yes	No
Withdraw a misfiled result	Yes	No	Yes	No
Change the results review rota	Yes	No	No	No
See the results review rota	Yes	View only	View only	View only
See documents, and download, print, or email them	Yes	Yes	Yes	Yes
Compose a letter or memo	Yes	No	Yes	Yes
Compose a referral letter	Yes	No	Yes	No
Issue a medical certificate	Yes	No	Yes	No
Void a letter or memo	Yes	No	Yes	Yes
Void a referral letter or medical certificate	Yes	No	Yes	No
Read and reply to clinic inbox threads	Yes	Yes	No	No
Close an inbox thread	Yes	Yes	No	No
Read a patient’s Messages section	Yes	Yes	Yes	Yes
Send a message from a patient’s chart	Yes	No	Yes	No
Send a ping	Yes	Yes	Yes	Yes
Receive, acknowledge, and finish pings	Yes	Yes	Yes	Yes
See the pings you sent	Yes	Yes	Yes	Yes
Open a patient’s notes and read the list	Yes	Yes	Yes	Yes
Claim an existing note into the chart	Yes	No	Yes	Yes
Start a new note	Yes	No	Yes	Yes
Remove or delete a note	Yes	No	Yes	Yes
Make a portal invite for an existing patient	Yes	Yes	Yes	Yes
Invite a new patient to self-register	Yes	Yes	No	No
Answer portal messages in the clinic inbox	Yes	Yes	No	No

A Doctor sees only the patients assigned to them in the queue; a Nurse sees every patient at the location. Reading a chart, its vitals, and its notes is open to all four roles for a patient in the organization.

Front desk and scheduling

Task	Clinic Admin	Receptionist	Doctor	Nurse
See the appointment list	Yes	Yes	View only	View only
Book a new appointment	Yes	Yes	No	No
Book with the agent	Yes	Yes	No	No
Edit or cancel an appointment	Yes	Yes	No	No
Answer a booking request	Yes	Yes	No	No
See today’s queue	Yes	Yes	View only	View only
Check a patient in	Yes	Yes	No	No
Call a patient to a room	Yes	Yes	No	No
Route a patient to a stage, or mark payment	Yes	Yes	No	No
Assign or change the doctor	Yes	Yes	No	No
Cancel an appointment, mark a no-show, or reopen	Yes	Yes	No	No
Arrange a session for the patient	No	No	Yes	No
Complete the visit and send the outcome	No	No	Yes	No
Open today’s session	Yes	Yes	No	No
Mark who is working today	Yes	Yes	No	No
Add and assign rooms	Yes	Yes	No	No
Add a clinic location	Yes	No	No	No
Add, view, and revoke displays	Yes	No	No	No
Add a display	Yes	No	No	No
See the list of displays	Yes	No	No	No
Revoke a display	Yes	No	No	No
See the roster	Yes	Yes	View only	View only
Add, edit, or cancel a shift	Yes	Yes	No	No
Assign or replace the staff member on a shift	Yes	Yes	No	No
Create a recurring pattern of shifts	Yes	Yes	No	No
Publish a week	Yes	No	No	No
See the attendance page	Yes	No	No	No
Finalize or reopen a day	Yes	No	No	No
Correct a record	Yes	No	No	No
Export a timesheet	Yes	No	No	No

A Doctor and a Nurse see the appointment list and the queue read only, and each sees a shorter view of their own work. Only a Clinic Admin can reopen or correct an attendance record, and never their own.

Billing

Task	Clinic Admin	Receptionist	Doctor	Nurse
See accounts and invoices	Yes	Yes	No	No
Create a patient’s billing account	Yes	Yes	No	No
Add charge items to an account	Yes	Yes	No	No
Generate an invoice	Yes	Yes	No	No
Download or print an invoice	Yes	Yes	No	No
Void an invoice, or correct a bill	Yes	Yes	No	No
See the catalog	Yes	Yes	No	No
Create, import, or delete a charge item definition	Yes	No	No	No
Manage vaccination services	Yes	No	No	No
See services, devices, and substances	Yes	No	Yes	Yes
Add, edit, price, retire, or delete an entry	Yes	No	No	No

SmartCMS (Singapore)

Only for organisations in Singapore that subscribe to the matching module.

Task	Clinic Admin	Receptionist	Doctor	Nurse
See the CHAS badge and verify a CHAS card	Yes	Yes	Yes	Yes
Code a visit’s diagnoses (ICD-10-AM)	Yes	No	Yes	No
Order a Screen for Life screening	Yes	No	Yes	Yes
Record a developmental screening (CDS)	Yes	No	Yes	No
Choose claims on a bill, check a Medisave payer	Yes	Yes	No	No
See the Claims queue	Yes	Yes	Yes	No
Submit, re-prepare or discard a claim	Yes	Yes	No	No
Run the claims agent	Yes	Yes	No	No
Amend or cancel a Medisave claim, check CPF payments	Yes	Yes	No	No
Appeal a rejected CHAS claim	Yes	No	Yes	No
See Reports	Yes	No	Yes	NIR only
Open SmartCMS settings: switch locations on, agent policy, credentials	Yes	No	No	No

Pharmacy and inventory

Task	Clinic Admin	Receptionist	Doctor	Nurse
Search and view medications	Yes	No	View only	View only
Add, edit, retire, or delete a medication	Yes	No	No	No
See inventory lots and the stock overview	Yes	No	Yes	Yes
Receive stock (log a delivery)	Yes	No	No	Yes
Adjust a lot’s quantity	Yes	No	No	Yes
Create, edit, delete, or import lots	Yes	No	No	No
Set a reorder threshold	Yes	No	No	No

Administration

Task	Clinic Admin	Receptionist	Doctor	Nurse
See the staff list	Yes	No	No	No
Add a staff member	Yes	No	No	No
Change a role or registration number	Yes	No	No	No
Deactivate or reactivate a staff member	Yes	No	No	No

Follow your role’s working day in the Guides by Role: Receptionist, Nurse, Doctor, or Admin.
Look up a term in the Glossary.