Vital Care Team uses role-based access so every staff member sees what they need to do their job. This guide explains what each role can access and when to assign it.

All roles have access to facility information, the Overview dashboard, and their own Profile under Settings, where they can request more roles or facilities.

A staff member can hold more than one role. Their access is the combination of every role they hold.

Some pages also depend on how the facility is set up. For example, Settings: Notifications and Settings: Availability appear only at facilities with Tasks turned on. For Management and Analytics, Data contains Wait Times only. Data Analyst sees every Data page, including exports and uploads.

Management

Broad oversight across tasks, visits, analytics, and settings. Assign to department leads and administrators who need facility-wide visibility. Management can change other staff members' notification settings and manage Availability, including shared devices.

Clinical

Full task and visit access for clinical staff working directly with patients, including sensitive information. Assign to nurses, providers, and clinical teams.

Patient Experience

Task and visit access for patient-focused teams. Patient Experience can invite, message, and end visits, and make requests on a patient's behalf. Note: Views standard visit and task information only (no sensitive information).

Registration

For front-desk staff who check patients in. Registration has task and visit access, including sensitive information, but cannot message patients.

Support Services

Task access for environmental and support services teams, without visit access. Note: Views standard task information only (no sensitive information).

Volunteer

Limited access for volunteers who help with tasks. Volunteers can view, complete, and reassign tasks. Note: Views standard task information only (no sensitive information).

Analytics

Read-only access to reporting. Assign to staff monitoring performance and quality metrics.

Data Analyst

For staff managing data exports and secure file uploads. Assign to teams handling reporting exports and data delivery.

Can one person have multiple roles?
Yes. A staff member can hold several roles, and their access combines all of them. For example, Clinical plus Notifications Admin lets a charge nurse work tasks and manage the team's notifications.

What is the difference between "standard" and "sensitive" information?
Standard information includes the patient's name, date of birth, location, and wait time. Sensitive information is the Reason for Visit and the reasons a visit is excluded from Vital. Roles marked "standard only" do not see sensitive information.

How do I get another role or facility?
Open Settings → Profile and use Request Access to choose the role or facilities needed, then select Submit Request. The request appears as Access Request Pending until it is reviewed.

How do I remove a role from someone?
Contact Vital support. See Contacting Support.

Can I create custom roles?
Vital Care Team uses predefined roles. If a team needs permissions that do not fit these roles, contact Vital support to discuss options.