---
title: User Roles and Permissions in Helix
description: Explain how Helix uses role-based access to control what users can see and do, and provide step-by-step instructions for managing roles and permissions.
---
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1. [Helix | Knowledge Base](https://help.helixbydoctors.com/kb?hsLang=en-us)
2. [Getting started](https://help.helixbydoctors.com/kb/getting-started?hsLang=en-us)
June 4, 2025
# User Roles and Permissions in Helix
**Audience:** Administrators, Practice Managers, HR Officers
**Purpose:** Explain how Helix uses role-based access to control what users can see and do, and provide step-by-step instructions for managing roles and permissions.
### What Are User Roles?
Helix uses **role-based access control (RBAC)** to assign permissions based on job function. Each user is assigned a role, which defines:
- What modules they can access
- What actions they can perform (view, add, edit, delete, approve)
- What data they can see
Roles ensure security, simplify navigation, and maintain compliance.
### Why Role-Based Access Matters
- **Security:** Prevents unauthorised access to sensitive patient or financial data
- **Compliance:** Supports local healthcare data regulations
- **Efficiency:** Users only see tools relevant to their job
- **Accountability:** Tracks actions and approvals by role
### Standard User Roles in Helix
| **Role** | **Primary Function** | **Typical Users** | **Key Permissions** |
| --- | --- | --- | --- |
| **Administrator** | System configuration and full access | IT staff, senior managers, medical directors | Full access to the system |
| **Receptionist** | Front desk operations | Front desk, admin assistants | Patient registration, appointment booking, billing, payment processing |
| **Nurse** | Patient screening and clinical prep | Nurses, medical assistants | Patient screening, vital signs entry, general medical history documentation |
| **Doctor** | Clinical documentation and orders | Physicians, dentists, therapists | Access to medical charts, prescription writing, investigation ordering |
| **CRM Officer** | Marketing and communication | Marketing team, CRM managers | Lead management, campaign creation, feedback management |
| **HR Officer** | Staff records and payroll | HR staff | Employee management, attendance tracking, leave processing |
| **Accountant** | Financial transactions and reporting | Finance team | Financial reports, accounts management, payment approvals |
| **Inventory Officer** | Inventory and purchasing | Procurement, store managers | Inventory management, purchasing, stock adjustment |
### Common Permissions by Role
**Administrator Permissions - full access**
- Create and manage roles and users
- Configure system settings
- Set up branches and departments
- Define medical services
- Manage templates
- Configure integrations (e.g., WhatsApp)
- Manage service prices
**Receptionist Permissions**
- Register patients
- Book, reschedule, and cancel appointments
- Admit patients
- Process payments
- Generate invoices
- Apply discounts (within limits)
- Manage patient credits and debits
- Discharge patients
**Nurse Permissions**
- View patient appointments and admissions
- Access screening functions
- Record vital signs
- Document general medical history
- Access limited medical chart features
- Dispense items from inventory
**Doctor Permissions**
- View assigned patients
- Document medical examinations
- Write prescriptions
- Order investigations
- Record diagnoses (ICD-10 codes)
- Schedule follow-ups
- Generate medical reports and other medical letters
**CRM Officer Permissions**
- Manage leads
- Create and track marketing campaigns
- Send WhatsApp messages to patients/leads
- Manage feedback forms
- Access CRM-related reports
**HR Officer Permissions**
- Manage employee records
- Track attendance
- Process leave requests
- Manage payroll information including commissions
**Accountant Permissions**
- Manage chart of accounts
- Process financial transactions
- Approve refunds and discounts
- Generate financial reports
- Manage customer and supplier accounts
- Issue salaries and commissions
**Inventory Officer Permissions**
- Manage inventory items
- Create purchase orders
- Process goods received
- Adjust stock levels
- Transfer items between stores
Creating Custom Roles
Administrators can define custom roles to meet specific organisational needs.
**To create a new role:**
1. Go to **Control Panel \> User Settings \> Roles**
2. Click **“Add Role”**
3. Set the **Role Name** and toggle **“Doctor Role”** if this role is for a clinician or service provider
4. Select a **Role Supervisor** (used in approval workflows)
5. Set a **Discount Limit** (or 100 for no authority)
6. Define **Branch Access** (single or all branches)
7. Configure permissions using the expandable categories
- Use "Enable All" at the bottom for full access (typically for administrators only)
- Use “Disable All” at the bottom for denying any access other than the basic (typically for employees who are not users, housekeeping)
8. Click **“Add”** to save the role
### Assigning Roles to Users
When creating or editing a user:
- Select the appropriate role from the predefined list
- Permissions are inherited from the role
- Individual permissions cannot be manually overridden per user and must be modified at the role level
- For doctors, ensure:
- **Medical License Number** is entered in the format: `DHA-P-XXXXXX`
- License number should be entered without -00x
- **EclaimLink credentials** (username & password) are filled
****
### Role-Based Approval Workflows
Some actions require approval from designated supervisors. Approval flows are tied to the role hierarchy.
Examples of approval scenarios:
- Discounts
- Refunds
- Purchase orders
- Leave requests
Set up begins in the **employee profile (HR module)** under reporting manager, and continues via role configuration.
**Approval Flows**
- Approval flows define which roles must approve specific actions
- Flows can include single or multiple approvals at multiple levels
### Best Practices
- Follow the **principle of least privilege** — only grant access needed for the role
- **Audit roles** periodically to ensure they are still appropriate
- Provide **training** so users understand what they can and cannot access
- Use role-based reporting to track user activity where needed
- [Getting started](https://help.helixbydoctors.com/kb/getting-started?hsLang=en-us)
- [Home Screen](https://help.helixbydoctors.com/kb/home-screen?hsLang=en-us)
- [Clinical Workflow](https://help.helixbydoctors.com/kb/clinical-workflow?hsLang=en-us#main-content)
- [Administration](https://help.helixbydoctors.com/kb/clinical-workflow?hsLang=en-us#administration)
- [Nurses](https://help.helixbydoctors.com/kb/clinical-workflow?hsLang=en-us#nurses)
- [Consumables](https://help.helixbydoctors.com/kb/clinical-workflow?hsLang=en-us#consumables)
- [Doctors](https://help.helixbydoctors.com/kb/clinical-workflow?hsLang=en-us#doctors)
- [Patient File](https://help.helixbydoctors.com/kb/patient-file?hsLang=en-us)
- [Bookings & Calendar](https://help.helixbydoctors.com/kb/bookings-calendar?hsLang=en-us)
- [Finance & Accounting](https://help.helixbydoctors.com/kb/finance-accounting?hsLang=en-us)
- [CRM & Marketing](https://help.helixbydoctors.com/kb/crm-marketing?hsLang=en-us)
- [Inventory Management](https://help.helixbydoctors.com/kb/inventory-management?hsLang=en-us)
- [Insurance](https://help.helixbydoctors.com/kb/insurance?hsLang=en-us)
- [Control Panel](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#main-content)
- [Patient Billing](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#patient-billing)
- [Calendar](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#calendar)
- [Finances](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#finances)
- [Human Resources](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#human-resources)
- [Inventory](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#inventory)
- [EMR Settings](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#emr-settings)
- [CRM Setup](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#crm-setup)
- [Structure](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#structure)
- [User Settings](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#user-settings)
- [Templates](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#templates)
- [System Settings](https://help.helixbydoctors.com/kb/control-panel?hsLang=en-us#system-settings)
- [FAQ's](https://help.helixbydoctors.com/kb/faqs?hsLang=en-us#main-content)
- [Appointments & Calendar](https://help.helixbydoctors.com/kb/faqs?hsLang=en-us#appointments-calendar)
- [Reports](https://help.helixbydoctors.com/kb/faqs?hsLang=en-us#reports)
- [Finance](https://help.helixbydoctors.com/kb/faqs?hsLang=en-us#finance)
- [Human Resources](https://help.helixbydoctors.com/kb/human-resources?hsLang=en-us)
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