User Roles & Permissions

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Overview

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User Roles

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Veterinarian

• Create and dictate SOAP notes using AI voice-to-text
• View and update patient medical records
• Access complete patient history and vitals
• Finalize medical records for billing
• Accept or reject AI-generated clinical insights
• Prescribe medications and create treatment plans
• View billing information (read-only)
• Access appointment schedules

• Cannot delete finalized medical records
• Cannot modify practice-level settings
• Cannot manage user accounts
• Cannot access audit logs

// Veterinarians can finalize records
if (userRole === 'veterinarian') {
  canFinalizeRecord = true;
  canDeleteRecord = false;
  canAccessAuditLogs = false;
}

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Practice Manager

• Full access to all veterinarian features
• Manage user accounts and assign roles
• Configure practice settings and branding
• Access complete billing and invoicing system
• Generate advanced reports and analytics
• Configure AI voice assistant settings
• View and export audit logs
• Manage email templates
• Delete records (with audit trail)
• Export practice data

• Only role that can delete medical records (soft delete with audit trail)
• Can override appointment booking restrictions
• Can access sensitive financial data

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Veterinary Technician

• View patient records and medical history
• Update patient vitals and measurements
• Add appointment notes and observations
• View appointment schedules
• Check in patients for appointments
• Access client contact information
• View billing information (read-only)
• Upload patient photos

• Cannot create or edit SOAP notes
• Cannot finalize medical records
• Cannot prescribe medications
• Cannot access practice settings
• Cannot manage users
• Limited billing access (view only)

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Front Desk Staff

• Full appointment scheduling access
• Create and update client profiles
• Monitor AI voice assistant calls
• View basic patient information
• Send invoices to clients
• Book appointments from AI call logs
• Manage appointment reminders
• Access call transcripts

• No access to medical records
• Cannot view detailed clinical information
• Cannot create SOAP notes
• Cannot access financial reports
• Cannot modify practice settings
• Limited patient data visibility

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Permission Matrix

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Managing User Accounts

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Adding a New User

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Modifying User Roles

1. Navigate to User Management
2. Click on the user’s name
3. Select Edit Role
4. Choose new role from dropdown
5. Confirm the change
6. System logs the role change in audit trail

• Timestamp
• Admin who made the change
• Previous and new role
• IP address

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Deactivating Users

1. Navigate to their user profile
2. Click Deactivate Account
3. Choose deactivation reason (optional)
4. User loses all access immediately
5. Historical records remain attributed to the user
6. Account can be reactivated if needed

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Authentication & Security

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Password Requirements

• Minimum 12 characters
• At least one uppercase letter
• At least one lowercase letter
• At least one number
• At least one special character
• Cannot be a previously used password
• Must be changed every 90 days

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Multi-Factor Authentication (MFA)

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Biometric Authentication (iOS)

• Face ID on supported iPhones/iPads
• Touch ID on older devices

1. Open Paw & Care iOS app
2. Navigate to Settings → Security
3. Enable Face ID / Touch ID
4. Authenticate once to confirm
5. Future logins use biometric instead of password

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Session Management

• Sessions timeout after 30 minutes of inactivity
• Re-authentication required for sensitive actions:
  • Finalizing medical records
  • Deleting data
  • Exporting patient information
  • Changing practice settings
• Maximum 5 failed login attempts before 15-minute lockout
• Sessions are invalidated on password change

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Best Practices

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Role Assignment Guidelines

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Security Recommendations

1. Unique Credentials: Never share login credentials between users
2. Strong Passwords: Use a password manager to generate secure passwords
3. Device Security: Enable device encryption and lock screens
4. Public WiFi: Avoid accessing patient data on unsecured networks
5. Lost Devices: Report lost/stolen devices immediately for remote session termination

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Compliance Considerations

• Veterinary practice data protection standards
• HIPAA-equivalent requirements for animal health records
• State veterinary board regulations
• Professional liability insurance requirements

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Troubleshooting

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Common Issues

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API Reference

// Example: Verify if user can finalize records
const canFinalize = (userRole: string): boolean => {
  return ['veterinarian', 'practice_manager'].includes(userRole);
};

if (canFinalize(currentUser.role)) {
  // Show finalize button
}

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Related Resources