On Allia, roles are designed to ensure the right people have the right level of access to your clinic's data. Default roles come with predefined permissions that the Practice Owner can customize at any time to fit your specific workflow.
Predefined Default Roles
Each default role is categorized by its primary function—either clinical or administrative.
Role Type | Default Roles Available |
Leadership | Owner (Clinical), Owner (Non-Clinical) |
Clinical | Therapist, Psychiatrist, Intern, Supervisor, Admin (Clinical) |
Administrative | Admin (Non-Clinical), Biller, Scheduler, Front Desk |
Role-Based Permissions & Features
1. The Owner Role
The Owner role holds the highest level of authority and has unique characteristics:
Permanent Access: To ensure your practice is always manageable, the core permissions of an Owner role cannot be modified or removed by other team members.
Team Management: By default, Owners can manage the team. However, the ability to add or remove members is a specific permission toggle. Staff can only perform these actions if this permission has been explicitly granted to their role.
Administrative Control: Owners maintain full access to billing settings, practice-wide reports, and subscription details.
2. NPI Requirements for Clinicians
To protect sensitive patient data and comply with HIPAA regulations, Allia enforces a strict National Provider Identifier (NPI) requirement:
Who needs an NPI? Any team member assigned a clinical role or given "View" access to clinical modules (such as Notes or Treatment Plans).
Access Unlocked: A verified NPI allows members to access:
Progress Notes & Treatment Plans
Clinical Assessments
Patient Medical Records
Lookup: If you need to find an NPI, you can search the official registry here.
Choosing the Right Role
When inviting a new team member, use this guide to decide their role:
Clinical Roles: Assign to those who provide direct patient care and need to write clinical documentation.
Administrative Roles: Assign to staff who only need to manage the calendar, handle payments, or check patients in.
Non-Clinical Leadership: Assign "Non-Clinical Owner/Admin" to office managers or business partners who manage operations but should not see Protected Health Information (PHI).
Customization
If a default role (like "Front Desk") needs more or less access, the Practice Owner can adjust these settings in the Team Permissions menu.
Edit Roles: Toggle specific module access for existing roles.
Create Custom Roles: Build a new role from scratch if the defaults don't fit your needs.
Permission Delegation: You can customize a role to give others the ability to edit, view, and change role access levels for your practice.
PRO TIP:
The "Least Privilege" Principle: Only assign clinical access to those who truly need it for their daily work. This keeps your practice secure and compliant.