How to add and Configure Roles
The Roles section in Helix defines what each user can see and do in the system. Roles control permissions, service provider status, discount limits, and branch access — ensuring that every team member operates within the right scope of authority and responsibility.
🌐 Overview
Roles are the foundation of Helix’s access control.
Each user must be assigned a role, which determines their:
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Access to modules and features (through permissions).
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Ability to perform clinical or administrative actions.
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Discount approval limits.
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Visibility across branches (HQ-only setting).
🧭 Navigation
Control Panel → User Settings → Roles
🛠️ How to Add a Role
1️⃣ Click ➕ (Add) on the top-right corner.
2️⃣ Fill in the form:
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Role Name: Example: Doctor, Nurse, Therapist, Receptionist.
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Supervisor Role (optional): Assign a higher-level role that oversees this one (e.g., Nurse → Head Nurse).
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Limited to Doctors (optional): Restrict users visibilty to only view selected doctors (e.g., Nurse)
🧑⚕️ Service Provider Switch
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Toggle Service Provider = On if users in this role deliver services (e.g., doctor, therapist, nurse).
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Their name will appear in the calendar.
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Services can be billed under them.
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Providers only see their own patients by default (for privacy).
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(Optional) Limit a nurse’s access to a specific doctor’s patients.
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Service Provider = Off → users won’t appear in calendars and cannot be billed under.
⚠️ Turning this Off later removes those users from provider pickers and calendar views.
💸 Discount Limit
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Set the maximum discount (%) this role can apply without approval.
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Example: Enter 10 to allow discounts up to 10%.
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If a user exceeds this limit, the discount won’t apply and will require approval.
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To remove the limit, set the value to 0.
🔐 Permissions (Permission Tree)
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Toggle On to grant access or Off to remove it.
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Use Enable All / Disable All for quick bulk actions.
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Click Save when done.
🏢 Multi-Branch Access (HQ Only)
If your organization has multiple branches:
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Each branch maintains its own roles and permissions.
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To grant a role Access All Branches, log in to HQ as Admin, open the role, and enable this option.
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(Only visible when logged in to HQ.)
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Save & Manage Roles
Once roles are created:
The list shows:
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Role Name
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Service Provider Status
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Supervisor Role
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Created By
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Created On
Tools available:Search-as-you-type (top-right)
- Print PDF / Export to Excel (top-left)
- Pagination (bottom-right)
Row actions (⋯):
✏️ Edit Role
🗑️ Delete Role
Best Practices
✅ Create clear and descriptive role names for consistency.
🔒 Apply the least privilege principle — grant only the permissions necessary.
👩⚕️ Mark only active care providers as Service Providers to keep calendars clean.
💬 Set realistic discount limits to reduce approval bottlenecks.
🏥 For large clinics, use supervisor roles and nurse-to-doctor scoping for clarity.
⚙️ Review permissions regularly — especially after system updates or staff changes.