Creating User Roles

1. Go to Settings > Security > User Roles
   
2. Click the + icon to create a new user role
   
3. Enter in the user role name. Click the check icon to create the new role.
   
4. Select the permissions the permissions for the role. At the very bottom, click save.
   

You can copy an existing user role's permissions by clicking on "Apply a template" at the top. Select the pre-existing role you want to copy from, then make additional changes to the new role you're trying to add.

Renaming User Roles 

1. Single click on the User Role that you want to work on. The role you are editing will be displayed in blue text. 
   
2. Double click on the User Role name and you can edit the title.
   
3. Click the check mark to save the name. 

This title does NOT need to match Job titles if desired. The name of your User Role is essentially the group of permissions you want to add people to-- for example, a group of BCBAs, RBTs, and BTs can be lumped into a User Role group titled "RBT" if you want them to have the same access within Aloha. 

User Role Permissions and Descriptions

• Billing Financials: Allows users to see the Billing Tab icon. Typically only Admin and Billers should have access to billing financials.  

• Payroll Financials - Allows users to see data related to payroll, such as all staff's earning codes and payroll totals. Only admin would typically need permission to this. 

• All Staff:  Allows users to see all staff members within Aloha.  By selecting “no access” you can give employees access to see only other staff members on their clinical teams. 
  

• All Client:  Allows users to see all clients entered within Aloha.  By selecting “no access” you can give employees access to see only clients assigned to them. 

• Activity Tracking: This icon is available in the schedule, staff, client or payer record to indicate if any changes have been made to the record. Generally this should only be available to administrators. 

• Notifications:  Allows users receive notifications from Aloha (bell icon in the upper right hand corner).  This includes, but is not limited to expirations on their certifications and licenses.  Most users will need access to this.

• Time Sheet Submitted Appointments: If a timesheet has been submitted, appointments can still be edited if this is checked.  Typically only admin or those with access to payroll will need access to this.

• Create Appointment before Timesheet Submission Date: If this item is checked, appointments can be created after a timesheet has been submitted. Staff must also have permission to create appointments in the scheduling section. Typically only admin or those with access to payroll will need access to this.

• Create Appointment - Allow user role to create different appointment types. Creating specific appt types can be restricted. 
  

• Service Appointment 
  

• Drive Time Appointment 

• Break Time Appointment 

• Non-Service Appointment 
  

• Appointment Info:  This is the first tab of any appointment on the schedule and includes the date/time, client, service and location. 

• Appointment Status: This will let an employee change the status of an appointment (e.g., cancel it)
  

• Delete Appointment:  Will let employees delete their own appointments.  We typically do not recommend this for employees who are not in charge of creating their own schedule.  Most appointments should be canceled rather than deleted. 

• Verification:  This tab will allow staff and clients to sign for appointments (if that option is chosen) and check the appointment as completed to verify the hours. 

• Billing- Allows staff to view/change the billable details of an appointment. This tab displays CPT code, charge rate, billing minutes, rendering provider, service facility, Place of Service, and modifiers. If you want to give access to this tab so they can change the Rendering Provider/POS/Modifiers without allowing them to see the charge rates, you can do that by giving “No Access” in General > Billing Financials and keeping this tab as “Full Access”. That will display the rest of the billable details of an appointment without displaying charge rates. 

• Documents:  Only enable this tab if you are using Aloha’s internal session notes (aka Aloha Forms).  This tab will enable staff to add a form and complete their session notes within Aloha.   

• Supervision:  This tab should be enabled for BCBAs providing supervision to RBTs or graduate students.  If there are overlapping appointments between a BCBA and supervisee, the BCBA can add the RBT’s name as the supervisee which will log the appointment as supervised hours toward their monthly 5%. See Tracking Supervision Hours.

• Edit Earning Code – Allows staff to change the earning code of their own appointment. Most organizations set this as "No access”. 

• Edit Staff Verification Time – Allows staff to change their verification time on their own appointments before they mark the session as complete. Most organizations set this as “Full Access”  

• Session Notes – Only enable this tab if you are using clinical integration (i.e., Welina, Ensora, Motivity, Hi Rasmus) for data collection. This tab displays the synced session note from the data collection platform. 
  

Others' Schedule - Permissions for this user role to access other staff's schedules.  Descriptions same as above. 

Billing

Only those with access to Billing Financials should have access to this section.  This should be enabled for anyone who is billing out of Aloha or needs to see outstanding balances.

Make sure secondary billing is enabled if your clients have secondary insurance.

Payroll

Only those with access to Payroll Financials should have access to this section.  This should be enabled for anyone who is running payroll in Aloha or needs to see employee rates and earning codes.

Reports 

The permission that allows you to customize which Reports the logged in user can generate. Each report can be customized for “Full Access” or “No Access”

1. It is recommended to give full access to any report beginning with "My" to technicians so they can track their own appointments, caseloads and supervision.
   
2. For BCBAs or supervisors, the following are recommended:
   
1. Appointment cancellation
2. Appointment list
3. Authorization summary
4. Authorization summary by month
5. Client authorization,
6. Client cabinet
7. Client contacts
8. Client list
9. Client service summary
10. Client staff assignment
11. Expiring auth
12. My appointments
13. My caseload appointments
14. RBt supervision log
15. Staff appointment list
16. Staff list
    
17. Staff qualifications
    
18. Staff Supervision Log
19. Supervised appointments
20. Supervision tracking summary 

Be careful when giving access to reports.  The Payroll and Billing Financials permissions do not carry over.  If someone has access to a billing report, they will be able to see all financials regardless of the billing permissions.

Settings 

The permission that allows you to access and change the settings for the category selected under user roles. Typically only admin staff should have access to the Settings.

Dashboard

The permission that allows you to customize which widgets and graphs are displayed to the logged in user on their Dashboard. 

  

Forms

This is only necessary if employees will be generating notes within Aloha.  If using Welina, Ensora, Motivity, Hi Rasmus, or any other data collection platform it is not necessary to give employees access to forms. 

1. Form Manager - Allows user role to create a Form template for use in the Schedule. Typically only admin need access to this permission.
   
2. Generate Forms- Allows user role to mass generate Forms that are attached to appointments. Specific parameters can be set for dates, staff, clients, payers, etc. in the event of an audit and you want to pull all relevant Forms.
   

FAQ Staff Entries and User Accounts