Allia uses a secure, role-based system to protect your practice data. Permissions are defined at both the modular level (e.g., Clinical Notes) and the feature level (e.g., the ability to delete), ensuring every team member has exactly the access they need for their specific role.
1. Assigning Default Roles
The fastest way to set up your team is by using our Predefined Default Roles. These roles are pre-configured with permissions optimized for standard practice workflows:
Leadership: Owner, Admin
Clinical: Therapist, Psychiatrist, Supervisor, Intern, Clinician
Support: Biller, Scheduler
🔗 Learn more: For a deep dive into what each default role can do, check out our full guide on Predefined Roles here.
2. Creating Custom Roles
If our default roles do not perfectly align with your workflow, Admins can create Custom Roles. This allows you to build specific permission profiles for unique positions, such as an "Intake Coordinator" or "Peer Support Worker."
Granular Module & Feature Access
Permissions in Allia are highly specific. For clinical and administrative modules, you can toggle the following actions:
Clinical Modules (e.g., Notes Treatment Plans Ambient Session Transcripts)
View: Authorization to read the module contents.
Create/Edit/Delete: Rights to manage and update data.
Comment: The ability to participate in internal team feedback threads.
Sign: The authority to formally sign off and legally lock clinical documentation.
Medications & Forms
Medication: Specific toggles for Prescribing, viewing/commenting on Diagnoses, Allergies, and Prescriptions.
Forms: Granular control over Form Templates (the master copies) versus Patient Forms (the completed responses).
Defining Data Scope (The "For" Selection)
For several modules, you must determine the Scope of the access—meaning whose records a user is allowed to manage.
Dashboard & Insights
Individual Level: The user only sees their own caseload and metrics.
Practice Level: A bird’s-eye view of the entire clinic's performance.
Both: Allows the user to toggle between their personal data and practice totals.
Appointments, Billing, & Messages
For these modules, you choose if the user acts for Oneself (restricting them to their own calendar/patients) or All Clinicians (allowing them to manage the entire practice).
Clinical Data Scope
View For All Patients: This is a powerful toggle. When enabled, a user can see clinical records for every patient in the practice, even if they are not the assigned provider. This is typically reserved for Owners and Clinical Directors.
Managing & Updating Roles
Once your roles are set up, you can manage them from the Manage Team Permissions dashboard. This is your central hub for auditing access and making adjustments as your practice grows.
Updating Custom Role Types
View your Custom Roles alongside the 7 Predefined Roles.
Audit Access: See exactly which clinicians are assigned to each role.
Edit Role Access: Adjust toggles for an entire role type.
Note: Changing a role's settings updates access for everyone assigned to that role.
Managing Individual Access
If you only need to change permissions for one specific person, head to the My Team page:
Filter by Role Type to find the specific team member.
Select Edit Access Level.
Choose your path: Reassign them to a different role or give them Custom Individual Access to grant unique permissions without creating a new role type for the whole practice.
