The HMIS system uses a comprehensive privilege-based access control system to ensure users can only access features appropriate to their roles and responsibilities. This guide explains how privileges work and how administrators can manage user access effectively.

Privileges are specific permissions that grant users access to particular system functions. Each privilege controls access to one or more related features within the HMIS system.

• User Roles: Users are assigned to roles (e.g., Doctor, Pharmacist, Administrator)
• Role Privileges: Each role is granted specific privileges appropriate to that position
• Feature Access: System features check for required privileges before allowing access
• Hierarchical Access: Some privileges may include others or have dependencies

Navigation: Administration → Manage Users → User Roles

1. Define User Roles: Create roles like "Pharmacist", "OPD Clerk", "Lab Technician"
2. Assign Privileges to Roles: Grant appropriate privileges to each role
3. Assign Users to Roles: Place users in roles matching their job functions
4. Bulk Assignment: Use "Add Privileges to Users by Role" for efficiency

1. Access User Management: Navigate to user account details
2. Direct Privilege Assignment: Manually assign specific privileges
3. Custom Access: Create unique privilege combinations when needed

• Minimum Necessary Access: Grant only privileges required for job functions
• Regular Review: Periodically audit user privileges for appropriateness
• Role-Based Approach: Use roles rather than individual assignments when possible
• Temporary Access: Use time-limited privileges for temporary assignments

• Job Function Alignment: Create roles that match actual job responsibilities
• Department-Specific Roles: Consider department-specific privilege needs
• Hierarchical Roles: Design roles that reflect organizational hierarchy
• Cross-Training Consideration: Account for staff who work in multiple areas

• Role Documentation: Document the purpose and scope of each role
• Change Tracking: Log all privilege changes with justification
• Access Reviews: Regularly review user access against current job functions
• Compliance Reporting: Maintain privilege reports for regulatory compliance

Job Function: Hospital pharmacist handling dispensing and inventory

Recommended Privileges:

Pharmacy
PharmacySale
PharmacyTransferRequest
PharmacyTransferRecive
PharmacyGoodReceive (if handling receiving)

Rationale: Covers core pharmacy operations without administrative access

Job Function: Processing outpatient bills and payments

Recommended Privileges:

Opd
OpdBilling
OpdBillSearch
OpdBillItemSearch
AcceptPaymentForOpdBatchBills (if also cashiering)

Rationale: Focuses on billing functions without clinical access

Job Function: Managing lab operations and staff

Recommended Privileges:

LabSampleCollecting
LabSampleReceiving
LabReportSearch
LabReportPrint
LabSummeries
DashBoardMenu

Rationale: Comprehensive lab access with supervisory reporting

Job Function: Managing departmental operations and staff

Recommended Privileges:

[Core department privileges]
DashBoardMenu
ReportsSearchCashCardOwn
ReportsItemOwn
[Relevant administrative privileges]

Rationale: Operational access plus management reporting capabilities

Problem: User gets "Access Denied" or feature not visible
Solutions:

1. Verify user has required privilege for the specific feature
2. Check if user is assigned to appropriate role
3. Confirm privilege spelling and case sensitivity
4. Review any prerequisite privileges or system configurations
5. Check if user account is active and not expired

Problem: User can access some but not all functions within a feature
Solutions:

1. Review granular privileges within the feature area
2. Check for view vs. edit vs. delete privilege distinctions
3. Verify department-specific access limitations
4. Confirm shift-based access requirements are met

Problem: Privilege changes made but user still cannot access features
Solutions:

1. Ask user to log out and log back in
2. Clear browser cache and cookies
3. Restart application server if changes affect system-wide access
4. Verify privilege changes were actually saved in the system

Some privileges may conflict or have dependencies:

• Shift Requirements: Some privileges require active cashier shifts
• Department Restrictions: Some privileges are department-specific
• Role Hierarchies: Higher-level privileges may include lower-level ones

Some features require multiple privileges or system configurations:

• Configuration Dependencies: Features may require specific system options to be enabled
• Role Combinations: Some workflows require users to have complementary privileges
• System State: Some features require specific system conditions (e.g., active shifts)

• Regular Audits: Periodically review all user privileges
• Departure Procedures: Immediately revoke privileges when staff leave
• Role Changes: Update privileges when users change positions
• Temporary Access: Monitor and expire temporary privilege grants

• Administrative Privileges: Strictly limit administrative access
• Financial Privileges: Extra scrutiny for cash and billing privileges
• Data Access: Careful management of reporting and data export privileges
• Developer Access: Limit development privileges to authorized personnel

• Audit Trails: Maintain logs of privilege changes and usage
• Regulatory Compliance: Ensure privileges align with healthcare regulations
• Documentation Standards: Document privilege rationale and approval
• Regular Reviews: Scheduled privilege compliance reviews

1. System Administrator: Primary contact for privilege questions and modifications
2. Department Managers: For understanding job-specific privilege requirements
3. HR Department: For role definitions and organizational structure guidance
4. Security Officer: For compliance and security-related privilege decisions

1. User Role Documentation: Maintain updated role and privilege documentation
2. Training Materials: Include privilege information in user training
3. Help Desk Procedures: Standard procedures for privilege-related support requests
4. Escalation Procedures: Clear escalation path for complex privilege decisions

Related Resources:

• Administration Navigation Guide - How to access user management functions
• System Configuration Guide - Understanding system-wide settings
• Application Options Reference - Configuration options that affect privilege behavior

Important Notes:

• Always follow the principle of least privilege when granting access
• Document all privilege decisions and changes for audit purposes
• Regularly review and update privileges to match current job functions
• Coordinate with HR and department managers for role-based privilege design