Overview

This article provides clarifying details about the different types of user roles and permission settings available in Cerbo. It also touches on some common questions regarding user billing.


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Details

User fees in Cerbo are based on the information under the Roles & Permissions section of the user's profile. Aside from that section, no other settings in the user's profile will have any impact on your subscription fees. Below is a breakdown of the role options and permission levels currently available in Cerbo, as well as answers to some common billing inquiries. If you have additional questions not covered in this article, please reach out to billing@cer.bo, or reply directly to the email containing your monthly invoice.


When a new employee needs to be added to your Cerbo system, an existing user with Superadmin access will need to create a profile for the new user under Admin>>Manage>>Users. As a reminder, each individual accessing Cerbo must have their own, unique user account to ensure accuracy with HIPAA compliance and user action logs/reporting.


Provider Roles

Primary and Supporting providers are the only users that can be assigned to the patient via the provider drop down menu within a patient's chart. If the patient needs to be associated with a specific user who is not a provider, we recommend creating a tag to associate the patient with the applicable user for reporting purposes.


Primary Provider

A minimum of one full-time Primary Provider license is required. The preset options for the Primary Provider role are listed below. Please note that Primary Provider is the only role option that can utilize Cerbo's e-prescribing features.

  • APRN
  • DO
  • MD
  • Naturopath/ NMD
  • NP/ FNP/ PMHNP
  • PA (if seeing patients independently)
  • Psychiatrist
  • SP (if prescribing or seeing patients independently)


Supporting/ Alternate Provider

The preset options for the Supporting Provider role are listed below

  • Acupuncturist
  • DC/ Chiropractor*
  • Esthetician/ Aesthetician
  • Health Coach
  • Homeopath
  • LAc*
  • Mental Health Therapist/ LPC
  • RD/ Dietician/ Nutritionist*
  • Social Worker

*These role types are also available under the Primary Provider role option, for use with solo-providers and/or providers who will be prescribing medications in Cerbo.


Other User Roles

Additional preset role options are listed below. Keep in mind that, aside from the roles requiring specific credentials, titles are subjective and vary from one practice to another, so it is up to the practice's discretion to select the role you feel is best suited for the user. Unless otherwise noted, the roles listed below are billed at the same rate, according to their employment time and permission level.


Standard User Roles

  • MA
  • Nurse
  • Admin Staff
  • Additional Clinic Staff
    • Biller 
    • Front Desk/ Reception
    • Massage Therapist
    • Patient Care Coordinator
    • Phlebotomist/ Lab Tech
    • Personal Trainer
    • Physical Therapist
    • Scheduler
    • NONE OF THE ABOVE - This option will allow you to manually enter the user's role.


Specialized User Roles

  • Transcriptionist
    Extremely limited. The only actions they can take within Cerbo are to transcribe audio recording the provider, or other staff, have uploaded into Cerbo. They cannot otherwise see patient charts or interact with the EHR. 
  • Additional Clinic Staff
    • Intern/Student**
    • IT/ Marketing
    • PA (who does not see patients independently)
    • Supervising Physician (who does not see patients independently)


For these specialized roles, a one-time fee is applied, after which the ongoing fees are waived. For interns/students, there is no charge for the first three. The preset role option must be used to ensure accurate billing. Specialized roles entered automatically will be charged at the standard rate. Note: The specialized roles are designed for specific operational needs and should not be used interchangeably with standard roles. Misuse of these roles may result in adjustments to your billing.


User Permissions 

Cerbo currently offers ten (10) different permission level options that determine which system features can be accessed by a specific user. Four (4) of these options have minimal/restricted access, which qualify the user for a waived monthly fee (following a one-time charge of $15). Our Permissions Matrix provides a grid overview of the available options. The restricted access permissions are denoted with a double asterisk (**). 


All permission levels are available options for any user, regardless of role. It is up to the clinic to determine which permission level is appropriate for each user. 


Frequently asked questions about roles, permissions, and billing for users.

Answers to the most common inquiries we receive in regard to roles/permission settings are outlined below. 


Which users can have a calendar?

Any user can have a calendar, regardless of role or permission level. There are no additional charges for having a calendar.


Do I need to have more than one user with Superadmin permissions?

That is up to your discretion. For context, keep in mind that Superadmin users are the only users that can do the following:

  • Add, edit, or delete profiles for clinic staff 
  • Make technical requests on behalf of the clinic, including those that can impact your billing subscription
  • View/edit information under Settings>>System Settings
  • Complete bulk updates in the Advanced Patient Search
  • Export patient data


One of user actions in the permissions matrix is "Manage Databases". What does that mean?

'Manage Databases' refers to the ability to modify system features located under the Admin menu, such as charge lists, schedule types, inventory, etc.


What is the difference between 'Regular Clinical or Admin Staff' and 'Clinical Staff (limited)'?

The only difference between these two permission levels is that 'Clinical Staff (limited)' does not allow the user to make modifications to features located under the Admin menu.


I have a bookkeeper/accountant that needs access to financial reports, but not patient charts. How should I set them up?

We recommend using the Biller role, paired with the 'Billing only' permission level, which will give the user access to necessary reports, without allowing them to access other aspects of the system.


Can users with 'Scheduling' permissions process payments from within an encounter note?

Users with the 'Scheduling' permission option are not able to process payments from within SOAP/encounter notes because they do not have the ability to view SOAP notes at all. However, they can process payments from within the patient's billing block, and have the option to allocate those payments to the associated SOAP note.


Additionally, users with scheduling permissions cannot:

  • View/interact with encounter notes in any way
  • Log into the portal as the patient
  • Access reporting tools in Cerbo, except for the calendar report
  • Be delegated to prescribe on a provider's behalf


What is the difference between 'Scheduling' and 'Scheduling (limited)' permissions?

'Scheduling' permissions allow the user to interact with multiple features, as outlined above and in the permissions matrix. Users with 'Scheduling (limited)' permissions are only able to interact with the calendar page. 


Scheduling (limited) can:

  • Add/edit appointments from the calendar page
  • View the patient portal queue, for the purpose of adding any requested appointments to the schedule
  • Add new patients to the system
    NOTE: upon saving the patient information they will be see an error message because they cannot view the chart at all. However, if they return to the scheduling page after adding the patient, they will be able to schedule an appointment.


Scheduling (limited) cannot do anything else in Cerbo, including:

  • Schedule appointments from within the patient's chart
  • View patient charts at all


If I disable a user's login/password, will I still be charged?

Yes. Any user's listed in your system under Admin>>Manage>>Users (without checking the 'show deleted users' box) will remain in your subscription. In order to remove a user from your subscription, their account must be deleted. Any historic actions taken by a deleted user will remain in your EHR. Deleted user's can be restored at any time.


Can Cerbo staff update add/edit/remove user accounts if I request it?

No. Managing user accounts is the responsibility of the clinic. Changes to user accounts must be completed in the EHR in order for your subscription to be adjusted. Your subscription will be updated automatically within one billing cycle.


Do you prorate user fees if the user is deleted in the middle of a billing cycle?

User fees are not prorated for any changes made to a user's profile in the middle of a billing cycle. This includes adding, editing, or deleting the user.



For more information on managing users, please see our Manage Users article. If you have additional questions, you can reach our billing team at billing@cer.bo.