🔒 How to Securely Set Up Report Access for Staff in Clinicea

As a Clinic Administrator, you control which staff members can view, export, or manage clinic reports. Clinicea provides flexible controls to ensure staff only access the data they need — keeping sensitive patient and financial information secure.

1️⃣ Step 1: Role-Based Report Permissions

1. Go to Tools → Permissions.
2. Select the Role (e.g., Receptionist, Nurse, Accountant).
3. Under the Reports tab:

• Enable Reports → Allows the role to access reports.
• Fine-tune access with the following options:

       • View Dashboard – View high-level clinic metrics.

       • Export Data Out – Download reports (enable only for trusted staff).

       • SMS All – Send bulk SMS (recommended only for staff trained in communication).

       • Mask Patient Phone Number and Email – Protect patient privacy by masking sensitive details.

✅ Best Practice: Always enable Mask Patient Phone & Email for non-admin roles to maintain confidentiality.

2️⃣ Step 2: Assign Report Access to Individual Staff

Even after enabling report access at the Role level, you can further refine which reports each staff member can see.

1. Go to Staff → Staff Details.
2. Scroll to Report Access under the Security section.
3. Choose one of the following:

• All Reports – Staff can see every report available to their role.
• Selected Reports – You hand-pick specific reports for them.

Example: A Receptionist might only need access to Bills and Payments reports, while an Accountant may need Financial and Inventory reports.

3️⃣ Step 3: Select Reports for Staff

If you chose Selected Reports:

1. Click + Add Report.
2. A list of reports will appear.
3. Select the relevant reports by clicking the ➕ icon next to each.
4. Click Save to confirm.

4️⃣ Security Tips for Clinics

• Limit Export Access → Only trusted staff should be allowed to export data out of the system.

• Use Masking → Always keep patient phone numbers and email addresses masked for front-desk staff.

• Role Hierarchy → Grant full access only to Admins and Senior Managers.

• Review Access Regularly → Update permissions whenever staff join, leave, or change responsibilities.

✅ Outcome

By setting up Role-based permissions + Staff-level report access, you can:

• Protect sensitive patient and financial data.
• Ensure staff only see what is relevant to their job.
• Maintain compliance and security within your clinic.

Updated on: 18/09/2025