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Managing User Access and Facility Settings

Overview

The Admin panel serves as the central hub for configuring your facility's operational parameters within the Clinware portal. This guide explains how to manage user permissions, define clinical capabilities for patient intake, and set financial reimbursement adjustments to ensure accurate reporting and patient processing.

Prerequisites & Permissions

  • User Role Required: Facility Admin
  • Dependencies: You must be assigned to the specific facility you wish to edit, or have "All Facilities" access.
  • Time Estimate: 5–10 minutes

Step-by-Step Instructions

Accessing the Admin Panel

  1. Navigate to Clinware.com and click the Login button in the top right corner.
  2. Enter your credentials to access the portal.
  3. Locate the navigational panel on the left side of the screen.
  4. Click the Admin tab to open the administrative interface.
    [Insert Screenshot: The main navigation menu highlighting the Admin tab]

Assigning Users and Roles

  1. Select the specific facility from the top-level Drop-down table.
  2. Note: Select All Facilities if you need to grant multi-facility access.
  3. Click the Users option.
  4. Click Add User in the top right corner.
  5. Enter the Email ID for the new user.
  6. Select the appropriate permission level from the Assign a Role menu:
  7. Facility Admin: Full access to the Admin panel and administrative functions.
  8. Facility User: Access to patient processing and core platform features.
  9. Facility Viewer: Read-only access to reports (Referral Portfolio, Scorecard, and Analytics).
  10. Click Save to create the user.
    [Insert Screenshot: The Add User modal showing the Role selection dropdown]
  11. Optional: To edit an existing user, search for their name in the table, click the three dots icon, and select Edit or Delete.

Defining Clinical Capabilities

  1. Click the Clinical Capabilities tab within the Admin panel.
  2. Review the Patient Attributes list.
  3. Assign a status to each attribute using the arrow buttons:
    • Clinically Capable: The facility can fully support these patients.
    • Needs Review: Further assessment is required before acceptance.
    • Not Clinically Capable: The facility cannot support these patients.
  4. Use the single right arrow to move a selected attribute one section at a time, or the double arrow to move all capabilities to the next status.
  5. Click the Save button to apply the updates.
    [Insert Screenshot: The Clinical Capabilities interface showing the arrow controls]

Enabling Financial Adjustments

  1. Click the Adjustments tab.
  2. Configure the Daily Adjusted Reimbursement rate by using the slider or entering a percentage value (-5% to +5%).
  3. Configure the Daily Base Patient Cost by using the slider or entering a dollar amount ($0 to $500).
    • Note: The default value is $200 if not manually set.
  4. Configure the Average Length of Stay by using the slider or entering a day count (0 to 365 days).
  5. Click Submit to finalize the financial and operational metrics.
    [Insert Screenshot: The Adjustments tab showing sliders for cost and reimbursement]

Validation

  • Users: The new user will appear immediately in the Users table and should receive a welcome email.
  • Capabilities & Adjustments: A green "Success" banner will appear at the top of the screen after clicking Save or Submit, confirming that the settings are active for the selected facility.

Troubleshooting / Common Issues

  • User not receiving email: Ensure the Email ID was entered correctly. Ask the user to check their spam or junk folder.
  • Cannot find a facility: If you do not see a specific facility in the dropdown, ensure you have All Facilities selected or contact a Super Admin to check your own permissions.

Source Document

This guide is maintained in Google Docs. View the source document →

For additional help, contact our support team during business hours or email customersuccess@clinware.com.