User Roles in Vital Care Team

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

All roles have access to:

Staff can be added with one-time password access or automatically provisioned through your SSO integration. See your Integration Guide for setup instructions.

Broad oversight across tasks, visits, analytics, and incidental findings. Assign to department leads and administrators who need system-wide visibility.

Includes access to Notifications Admin permission, which allows toggling other users' notification settings. You can also grant this permission alone to select staff (such as Nurse Managers or Clinical Leadership) who need notification management without full Management access.

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

Task and visit access for patient-focused teams. Assign to staff focused on patient communication and satisfaction. Note: Views standard visit information only (no sensitive data like diagnoses or clinical notes).

Limited access for front-desk staff. Assign to staff who check patients in and manage basic visit information. Note: Views standard task information only (no sensitive data); has full visit viewing access including sensitive information.

Full task access for care coordination teams. Assign to staff managing patient follow-ups and care coordination without direct visit management.

For clinicians who identify and document incidental findings. Assign to staff reviewing and reporting findings to patients.

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

For staff managing data exports and uploads. Assign to teams handling reporting exports and compliance data management.

Limited access for volunteers. Assign to volunteers who help with tasks only. Note: Views standard task information only (no sensitive data).

Can one person have multiple roles?

No. Each staff member is assigned one primary role. If a person needs permissions from multiple roles, work with your system administrator to identify the single best-fit role or request a custom permission set.

What is the difference between "standard" and "sensitive" task information? Standard information includes patient name, visit date, and task status. Sensitive information includes clinical notes, diagnoses, and detailed visit history. Roles marked "standard only" cannot view sensitive data.

How do I update someone's role?

Contact your system administrator or Vital support to change a staff member's role. Changes take effect immediately.

Can I create custom roles?

Vital Care Team uses predefined roles. If your team needs permissions that do not fit these roles, contact Vital support to discuss options.