Prerequisites
User must have “Admin” in their User Permissions enabled
User must have access to “ Left Panel → Practice Setup → Users”
User must meet the above criteria in order to manage users permissions
Table of Contents
User Specific
Admin | Practice setup access to make back-end system changes and managing users |
User Limited To See Only Search Patient | User can only find and access patient charts by typing in the patient’s name in the search bar. “Search Patients” button in left-panel will be hidden. |
Allowed to delete N-Forms | Ability to delete forms and its contents from a chart Strong encouraged for admins only. If a form is accidentally deleted, it will take 1-2 weeks to recover |
Can see restricted patients | Allows the user to access all restricted patients |
Edit Patient Header Info | User can edit patient’s date of birth, name, level of care, and program information (if system does not have split-program) |
Restrict Level of Care | Restricts user from editing/removing level of care history. User is still able to update the level of care by creating a new row in the level of care table. |
Edit Program Info | Allows the user to edit program information Only accessible with split-program feature |
Authorized to authenticate devices/computers | This user will physically grant other users access to Sunwave. Can only be assigned to 1 user throughout system. Needs to be turned on at the realm-level before this permission can be granted. |
Force Two factor authentication | Requires user to download Google Authenticator on their mobile device. User will now be required to login with the 6-digit code from Google Authenticator, in addition to their email and password. |
Can be assigned as a therapist to a client | User will appear in the dropdown for “Primary Counselor” in the level of care table. |
Is Auditor | User will be the reviewer/auditor for a form prior to the form going to the Form Approval Role. User has ability to reject, or approve, the form. |
Access Form History View | Grants user the “View History” icon in section headers of a form to see the history of changes within a form.  |
Can Restore Form | When “View History” is selected, the user is able to restore a past version of a form. We cannot recover form changes once it has been restored |
Access to Manage Insurance Providers | Under “Billing” in the Left Panel, the user can edit, add, or remove Insurance Providers. |
Can delete signatures | In the “Menu” button of a patient chart, the user will see an option to “Delete Signatures”. Any signature can be deleted. We cannot recover a deleted signature |
Can be assigned to an Action Order | The user will appear in the dropdown for Action Order “Assigned to User” and Action Order Groups. |
Can Delete Files from Documents Form | Grants the user “X” button in the Documents tab. User can delete forms and folders in the Documents tab within the patient chart. |
Show Order Justification on MARS | When viewing the MARS/MORS, the user has access to see the justification under the medication name. |
Is Admin For Unsigned Forms | When viewing Unsigned Forms in Case Load, the user has the search bar to see other user’s unsigned forms. |
Can access only allowed patients | All charts will be restricted from this user. A new box will appear in their User Permissions titled “Allowed Patients”. This is where you will need to assign the specific charts the user can access. |
Access M.A.R.A. (AI Agent) | Assigning user to MARA license to use in group notes Only accessible if feature is paid for |
Can configure calendar colors | In Calendar → Menu, User will be able to change the default colors for Session Types and Session Status. |
Referral Sources
No access | Referral Sources will be hidden from the left-panel and user will not be able to access referral sources with the referral source feature (ex. Face Sheet). |
Read only | Referral Sources will show in the left-panel and user is able to view, but unable to edit. User will be able to access referral sources with the referral source feature (ex. Face Sheet). |
Read-write | Referral Sources will show in the left-panel and user is able to view and manage. User will be able to access referral sources with the referral source feature. |
Labs
Lab Requisitions | Access to the sub-label “Lab Requisitions” in the “Labs” option in the Left-Panel |
Lab Interface | Inactive permission that doesn’t serve a purpose |
Licensed to sign lab orders | User can sign-off on selected lab results |
Allowed to Delete Orphan Labs | User has ability to delete results from the “Orphans” sub-label |
Allowed to Delete and Un-Assign Lab Results from patient chart | User has the option to delete and un-assign lab results from the patient chart |
Forms
Forms Admin | Grants user ability to grant other users Forms permissions. User must have Admin and Practice Setup access to manage another user’s permissions. |
Allowed to Unlock Forms | User can unlock any locked form via the Menu button in the chart → Unlock Form:  or in the first section of the locked form:  |
Allowed to see Unlock Forms | User can see their own “Unlocked Forms” in Left Panel → Case Load → Unlocked Forms. User will appear in the dropdown to unlock form for.  |
Extended Healthcare Team member
Two use cases:
“Can be assigned as” are hard-coded and cannot be changed/removed. If a user is selected with the “Can be assigned as”, then that user will be part of the drop-down for Case Load Tracker.
List of Values → Extended Healthcare Team Member are for any additional healthcare team members needed for split program.
If you are using split-program, you need to create a Primary Counselor LOV
You will not be assigning therapists in their User Specific permissions “Can be assigned as therapist”, but in the Extended Healthcare Team member option “Primary Counselor”.
Left Menu Bar
Access Schedule | Access to “Calendar” in the Left-Panel |
Access Form Folder Admin | Access to “Form Folder Admin” in the Left-Panel |
Create Group Notes | Access to “Group Notes” in the Left-Panel |
Shift Reports | Access to “Shift Reports” in the Left-Panel |
Reports | Access to “Reports” in the Left-Panel |
Allowed to add patients/admissions | Access to “New Patient” in the Left-Panel Do NOT activate for ANY user if there’s a CRM module |
Access FoRSE Report | Access to “FoRSE Report” in the Left-Panel Only if there’s a FoRSE integration |
Case Load
Access Only Case Load | In Left-Panel → Case Load, the user will not see “Patients by…”. The user will only be able to see their own case load. |
Alumni
Alumni Enrollment Admin | User is able to access in Left Panel → Alumni:
|
Access Alumni Enrollment | User can access Alumni → Enrollments to complete alumni attempts. |
Access to Alumni Report | User is able to access Alumni Report in Reports |
Systems Emails Config
Email refers to the user’s email that they use to log into Sunwave. Make sure the email in this text area matches the email that the user is created with for Sunwave.
Email SMTP Server will depend on what you use for your email client. We most often see:
Microsoft Outlook: smtp.office365.com
Google Mail: smtp.gmail.com
If you have a different email server, you will need to find out your SMTP via your email provider.
Billing
Admin Billing | Grants user ability to grant other users Billing permissions User must have Admin and Practice Setup access to manage another user’s permissions. |
Access Billing | Permission to view the RCM module |
Edit Claims | In the paper-pencil icon, the user can edit a claim |
Can Void Claims | In the paper-pencil icon, the user can void a claim |
Edit Locked Payments | If a payment is locked, the user can uncheck the locked payment and make edits |
Can see late payment alerts | The user will see an alert/notification in the patient’s header, of a late payment This feature is dependent on the Payment Plan |
Can allocate payments | Grants the user ability to see claims and post |
Can Refund Card Payment | Grants the user the ability to see a refund option where payments are posted (in Manage EOBs) |
Is UR Reviewer | User will be visible in the dropdown for UR Reviewer in the “Insurance Authorization” form |
Claim Comments (Read only) | User can only read claim comments |
Claim Comments [User can edit/delete their own comments (User level)] | User can only edit/delete their own claim comments |
Claim Comments [Can edit delete any comment (Admin Level)] | User can edit/delete any claim comments |
CRM
Admin CRM | Grants user ability to grant other users CRM permissions. User must have Admin and Practice Setup access to manage another user’s permissions. |
Access CRM | Grants user access to Left Panel → CRM and adds Workflow to the user’s Dashboard |
View Financial Details | In the Opportunity Chart → Prior Admissions, the user will be able to access Financial Details  |
Can Recall Opportunities | Recall an active patient chart (“Admitted”) back to “Active” in opportunity outcome.  When recalling an admitted opportunity, the EMR chart will still be active. |
Is Admissions Representative | The user will be part of the Admission Rep dropdown in the Opportunity Chart.  |
User can only see own opportunities | In the “Opportunities” dashboard, the user is limited to see only their own opportunities that have them as the assigned “Admissions Representative” |
Patient Diagnosis
No Access | User will be unable to see Diagnosis tab in the patient header and unable to see Diagnosis in the Menu button |
Read Only | User can see Diagnosis tab in the patient header and able to see the diagnosis in the Menu button |
Read-Write | User can see Diagnosis tab in the patient header and able to add diagnoses through the Menu button |
Order Diagnosis | User will appear in the dropdown for the “Order By” Diagnosis |
Can Delete Diagnosis Codes | User can delete diagnoses in the patient chart via the Menu button |
Census
No Access | User will not see “Census” in the left-panel |
Read Only | User can see “Census” in the left-panel |
Read-Write | User manage services in the “Census” in the left-panel |
Intake Process
No Access | User will not see “Intake Process” in the left-panel |
Read Only | User can see forms in the “Intake Process” in the left-panel by clicking on the form names. |
Read-Write | User can see and create forms in the “Intake Process” in the left-panel by clicking on the form names. |
Medications
Can only order meds under his/her name | Provider is restricted from ordering medications under another Provider’s name |
Licensed to sign prescriptions | Provider will sign off on ordered medications from the “Current Medications” form. |
Allowed to delete MAR entries | User has ability to delete a medication that has been observed/administered in the MAR form |
Can approve narcotics | For the highest-level physician to order/approve narcotics and requires a DEA # in their User Profile |
Access Protocol Manager | Grants user ability to use medication templates (regular, PRN, taper templates) and save protocols listed under “Current Medications” form when the user clicks “Create Order” |
Adjust and Reconcile Medication Inventories | Grants user ability to reconcile ordered medications vs received medications in the Medication Inventory and patient chart. |
Telehealth
Is Telehealth Users Admin | Grants user ability to grant other users Telehealth permissions. User must have Admin and Practice Setup access to manage another user’s permissions. |
Enable Telehealth | User will see Telehealth in the left-panel. User will be part of the dropdown as Moderator when creating and scheduling a Calendar Session with Telehealth. |
Q’s
No Access | User cannot see the Q timing in the patient header, unable to manage Q timing for the patient, and unable to document Qs. |
Read Only | User can see the Q timing in the patient header, but unable to manage Q timing for the patient and cannot document Qs. |
Read & Document Q’s | User can see the Q timing in the patient header and able to document Qs, but unable to manage the Q timing. |
Read-Write | User can manage the Q timing in the patient header and document Qs. |
Form Approval Roles
Once you have setup the forms that require a higher-level signature, assign the user to that Form Approval Role to ensure the forms are going to their queue to sign-off on.
Ex. Heather is a Clinical Director. Ensure you are assigning Heather the “Clinical Provider/Director” Form Approval Role in her User Profile so that any Clinical forms that require sign-off will go to her Queue.
Roles
This is setup via Practice Setup → Roles. This dictates wha type of access the User will have access to.
You must select a role when adding a new Sunwave user
Service Facility and Billing Facility Access
This is setup via Practice Setup → Service Facility and Billing Facility. This will dictate what information your user will have access to.
You must select a Service Facility when adding a new Sunwave user
Departments
If your facility requires departments where Team A is signed off by Clinician A and Team B is signed off by Clinician B, then ensure you’re assigning the user to the correct Department with their respective supervisor.
You must have a Form Approval Role/Higher Level Signature in the department for this feature to work.
Note
An internal memo amongst Admins to communicate any notes regarding the User’s Permissions.
Restricted Patients
If the permission “Can see restricted patients” is selected, but you’d like to dial down the permission to disallow access to specific patient(s).
Hint: Can see all restricted patients except for...
Access to Restricted Patients
If the permission “Can access restricted patients” is NOT selected, you can add access for the restricted patients without this permission
Hint: Can’t see any restricted patients, except...
Allowed Patients
If the permission “Can access only allowed patients” is selected, it will remove access to all patients, but allows access to specific patients listed.
Hint: Can’t see any patients, except...