Push to EMR (CRM)

Role Permission — User Guide for Administrators and Staff

1. What This Feature Does

Your CRM can connect to an EMR (Electronic Medical Record system) such as Kipu, Alleva, LightningStep, and others. From certain records, staff can manually push information to the EMR — for example, creating a patient chart, or sending a pre-assessment document, a VOB document, a form, or an evaluation.

Until now, anyone who could open the record could see and use these "send to EMR" actions. That created a risk of accidental or duplicate charts being pushed to the EMR, which is time-consuming to clean up and can raise data-integrity and compliance concerns.

The Push to EMR permission fixes this. It is a single on/off switch on each role. When it is turned off for a role, everyone in that role loses the ability to manually push data to the EMR — the buttons and menu options either disappear or become greyed-out, and the action is blocked. When it is on, everything works exactly as before.

One switch, all push actions. You do not configure each EMR or each button separately. A single "Push to EMR" checkbox on the role controls every manual push action listed in this guide.

2. Key Terms

• Role — a job-based permission group in the CRM (for example, Director, Admissions Rep, VOB Rep). Every user is assigned exactly one role.

• Connected EMR — an EMR system your organization has linked to the CRM (Kipu, Alleva, LightningStep, Rethink, BestNotes, Ritten, SunWave, eClinicalWorks, Advanced-MD, NetSmart, Opus, MedicalMine, Navix, Aura, or Credible).

• Manual push — an action a staff member takes, by clicking a button or menu option, that sends information from the CRM to the EMR.

• Push to EMR permission — the new on/off setting on each role that allows or blocks all manual push actions for the people in that role.

3. What the Push to EMR Permission Controls

When the permission is off for a role, the following manual actions are removed or disabled for everyone in that role:

Actions that only read from the record or the EMR — and features not related to pushing data — are not affected by this permission.

4. Defaults and Who Is Affected

• Nothing changes automatically. When this feature is released, every existing role keeps the Push to EMR permission turned on. Staff will not notice any difference until an administrator deliberately turns it off for a role.

• Administrators always have access. A system administrator can always use the push actions, regardless of the role setting. The permission is meant to control non-admin roles. • One role per user. Because each user has exactly one role, there is no confusion about conflicting permissions — the user simply follows their role's setting.

• Changes take effect right away. After you save a role change, the next time an affected user opens a record, the new setting is already applied. Users do not need to log out and back in.

5. The EMR Panel on Intake Opportunities and Contacts

On an Intake Opportunity or Contact that is linked to an EMR, the right-hand EMR panel shows an Action menu with buttons for working with the EMR record. When the Push to EMR permission is off for a role, these buttons behave a little differently from the other actions in this guide:

The EMR panel buttons stay visible but are greyed-out (disabled) for restricted roles, rather than disappearing. This is intentional — it lets staff see that the actions exist while making clear they do not have permission to use them. The Action menu still opens so the greyed-out options are visible.

The buttons handled this way include:

• Pull Updates from EMR

• Pull Patient Updates from EMR

• Pull Encounters

• Push Update EMR Record

• Create Client Admission / Create Client Discharge

• Un-link EMR Record

• Unlock EMR Updates

• Link EMR Record

6. For Administrators: Turning the Permission On or Off

You control the permission per role from the Roles screen. Follow these steps:

1. Go to Settings > CRM Settings > Roles.

2. Click the role you want to change (for example, Admissions Rep or Director). 3. On the role's edit screen, find the Push to EMR checkbox.

4. To allow the role to push to the EMR, tick the checkbox. To block the role, un-tick it.

5. Click Save.

The change applies immediately. The next time a user in that role opens an affected record, the push actions will reflect the new setting — no logout required.

Repeat these steps for each role you want to change. Roles you do not touch keep their current setting (on by default).

6.1 Example: restrict Admissions Reps, keep Directors

6. Open Settings > CRM Settings > Roles and select Admissions Rep.

7. Un-tick Push to EMR and click Save.

8. Go back and select Director.

9. Make sure Push to EMR is ticked and click Save.

10. Result: Directors can still create patients and send documents to the EMR; Admissions Reps can no longer do so.

7. What Staff in a Restricted Role Will See

• On Intake Opportunities and Contacts, the Create Patient in EMR option no longer appears. • On Pre-Assessments, VOBs, and Documents, the options to send documents, forms, or evaluations to the EMR no longer appear.

• On Bedboards, the option to send the bedboard update to the EMR no longer appears. • In the right-side EMR panel, the action buttons are visible but greyed-out and cannot be clicked. • If a restricted action is somehow attempted, the system blocks it and shows a message explaining

that the user does not have permission to push data to the EMR and should contact their administrator.

Reading and everyday work are unaffected. Restricted users can still open records, view EMR information already pulled in, and use every other part of the CRM as normal. Only the manual "push to EMR" actions are removed for them.

8. Automated Sync Is Not Affected

This permission controls only the manual actions a person takes by clicking a button. Any scheduled or automatic background synchronization between the CRM and the EMR continues to run normally, regardless of role settings. Turning the permission off for a role does not stop automated data flow.

9. Frequently Asked Questions

Do users need to log out for the change to take effect?

No. The setting is applied the next time the user opens an affected record.

Does this affect administrators?

No. Administrators always keep access to the push actions, whatever the role setting is.

Will existing roles lose access when this is released?

No. Every role starts with the permission turned on. Nothing changes until an administrator turns it off for a specific role.

Can I allow some EMR actions but block others for the same role?

No. Push to EMR is a single switch that covers all manual push actions together. If you turn it off, the role loses all of them; if you turn it on, the role has all of them.

Why are some options hidden while the EMR panel buttons are only greyed-out?

Menu options for creating a patient or sending documents are hidden to keep the interface clean. The EMR panel buttons are kept visible but disabled so staff can still see which EMR actions exist for that record, while it is clear they are not permitted to use them. Both approaches block the action.

A user says a button is missing or greyed-out — is something broken?

First check the user's role and whether Push to EMR is turned on for that role in Settings > CRM Settings > Roles. A hidden or greyed-out push action almost always means the role's permission is turned off.

10. Quick Reference

In short: one checkbox — Push to EMR — on each role decides who can manually send data to the EMR. On by default, admins always allowed, changes take effect immediately, and automated sync keeps running.