Why Roles Matter
User roles ensure:
Patient privacy is protected (HIPAA compliance)
Teams only see referrals and data relevant to their responsibilities
System settings and sensitive information are restricted to appropriate users
Careflow’s Standard User Roles
Careflow currently supports four fixed user roles:
1. Owner
(Highest-level account role—typically one per organization)
Full visibility into all referrals, reports, and tasks
Can edit settings across the entire account
Can add, remove, or manage users
Has all Admin capabilities plus system-wide control
Best for: Organization owners, CEOs, or designated IT leads responsible for overall system management.
2. Admin
Can view and manage all referrals
Can assign referrals, manage Tasks, and access Reports
Can customize notification settings and manage Task types
Cannot:
Add or remove users
Make system-wide account changes
Best for: Operational managers or clinical leads responsible for day-to-day workflow oversight.
3. Standard User
Can view and manage referrals assigned to them or their facility
Can create, edit, and complete Tasks on referrals
Can access and generate Reports
Can update referral records within their assigned scope
Cannot:
Add or manage users
Change account-level settings
Best for: Referral coordinators, case managers, admissions staff.
4. Viewer (Read-Only)
Can view referrals but cannot:
Edit or update referral records
Complete Tasks
Access Reports or Admin settings
Best for: Leadership or compliance teams needing read-only oversight.
Important Notes:
Roles are set by your Careflow Owner during user creation.
Permissions cannot currently be customized beyond these four role types.
If you need a role change, contact your organization's Careflow Admin.
Next Steps:
If you're an Admin, learn more about adding or editing users in:
“How to Add or Manage Users in Careflow”