Roles control what each care team member can see and do in wawa. A team member can hold any combination of roles. Roles apply to one clinic account only.
How to assign roles
Go to Settings → Care Team. Only Admins can open this page.
Select the team member, or invite a new one.
Under Roles, tick the roles they need.
Click Save.
Team members with no roles
Without any role, a team member:
Sees only patients at the clinic locations they are assigned to.
Can create and update those patients, their cycles, appointments, prescriptions, quotes and invoices, and record payments on unpaid invoices.
Can record lab work, such as egg collections, fertilizations and biopsies, and manage cryostorage samples and tanks for their locations.
Can open the shared settings pages, such as cycles, tasks, documents and calendar settings.
Admin
Full access to the account. An Admin:
Sees every patient at every location.
Can open all settings, including Care Team, Locations, Brands, Communications and Integrations.
Can assign roles, reset team members' passwords and reactivate team members.
Can delete patients and lab records.
Has every permission of the Pharmacy, Finance Admin and Embryology Admin roles.
Has access to Analytics and, if your clinic has Insights, to Insights.
Your account owner must always remain an Admin.
Access All Patients
Sees patients at every clinic location, not just the locations the team member is assigned to. This applies to the patient list, patient charts, appointments, encounters, invoices, quotes, cryostorage samples and tanks, the inbox and the care team list.
It does not give access to settings or to any finance, pharmacy or embryology actions.
Pharmacy
Lets a team member act on medication stock and dispensing:
Dispense medications and mark prescriptions as dispensed.
Add stock, adjust stock levels and dispose of stock.
Approve a dispense when they are the selected approver.
Every team member can open the Pharmacy tab and write prescriptions. Pharmacy settings are for Admins only.
Finance
Lets a team member handle day-to-day billing:
See the Finance tab and the list of quotes.
Cancel invoices.
Create and manage deposits.
Void and correct encounters.
View copays and work with claim payment batches.
If your clinic limits finance access, team members without Finance, Finance Admin or Admin do not see the Finance tab.
Finance Admin
Includes everything in Finance, plus:
Issue credit notes and refunds.
Create and edit transactions, and transfer credit between patients.
Manage payment methods and subscriptions.
Record manual payments dated further back than the usual window.
Open the finance settings: price lists, invoice settings, payment terms, tax rates, dunning, cryostorage contracts and email settings.
Embryology Admin
Lets a team member correct embryology records and set up the lab:
Undo thaws, egg collections, fertilizations and donations that were entered in error.
Delete biopsy records and change which embryos a biopsy covers.
Generate embryos directly on the cycle's culture tab.
Open Embryology settings, such as embryo grading.
Export the cryostorage device list, where enabled.
Insights
Gives access to Insights, if wawa has switched it on for your clinic. Admins have Insights automatically.
Insights shows data for every patient at every location, whatever their location assignments or the Access All Patients role. Give this role only to people who should see all of your clinic's patient data. See What is Insights?.