Staff Roles and Permissions

Roles determine what each team member can access in DPC Pro, from clinical records and billing to practice settings and reports.

DPC Pro uses two layers of role-based access control: organization roles that govern account-level access, and practice roles that define what someone does at a specific practice. Together, these determine which features, data, and actions are available to each person on your team.

Roles are assigned when a team member is invited and can be changed at any time by an administrator or practice manager.

Organization Roles

Every user in your DPC Pro account has an organization role. This role controls broad access to the account and determines what the person can do at the organization level.

Role	Description
Owner	Full access to the entire organization, including settings, feature toggles, and all practices. Typically the practice founder or primary account holder.
Administrator	Full access to all features and settings. Can manage other team members, configure practices, and view all reports.
Staff	Standard team member access. Specific capabilities are determined by their practice role and individual permissions.
Billing Specialist	Focused access to billing, memberships, invoices, and payment processing across the organization.
Viewer	Read-only access. Can view records but cannot create, edit, or delete data.
Customer	Patient-facing role used for the patient portal. Not applicable to staff members.

Organization roles are assigned when a user is invited or added to the organization. Each user has exactly one organization role.

Practice Roles

When a team member is assigned to a practice, they receive a practice role that defines their clinical function. This role determines how the dashboard displays and which workflow tools are visible.

Role	Typical Responsibilities
Physician	Full clinical access: patient records, visit notes, prescriptions, scheduling, messaging
Nurse Practitioner	Same as Physician
Physician Assistant	Same as Physician
Nurse	Patient records, visit support, messaging, clinical documentation
Medical Assistant	Patient intake, scheduling, basic patient records
Receptionist	Scheduling, patient check-in, front-desk tasks
Billing Specialist	Billing, memberships, invoices, payment processing
Practice Manager	Full administrative access: billing, settings, staff management, reports
Administrator	Full access to all features and settings at this practice
Other	Custom: permissions configured individually using the permission toggles below

A team member can be assigned to multiple practices within your organization, with a different role at each practice if needed. For example, a physician might be a Physician at one practice and a Practice Manager at another.

Permission Details

Beyond the base practice role, each team member has individual permission toggles that fine-tune their access. These permissions can be turned on or off for each practice assignment.

Permission	What It Controls
Can see all patients	View records for every patient at the practice, not only those on their own panel
Can manage schedule	Create and modify visit slots, schedule templates, and time blocks
Can manage staff	Invite, edit roles, and deactivate other team members
Can manage billing	Access billing dashboards, memberships, invoices, and payment settings
Can view reports	Access practice-level reports and analytics
Can manage practice settings	Modify practice profile, location settings, and feature configuration

Default Permissions by Role

The following table shows which permissions are typically enabled for each practice role. You can override any of these on an individual basis.

Permission	Physician	NP / PA	Nurse	MA	Receptionist	Billing	Practice Mgr	Admin
Can see all patients	Yes	Yes	Yes	No	No	No	Yes	Yes
Can manage schedule	Yes	Yes	No	No	No	No	Yes	Yes
Can manage staff	No	No	No	No	No	No	Yes	Yes
Can manage billing	No	No	No	No	No	Yes	Yes	Yes
Can view reports	Yes	Yes	No	No	No	Yes	Yes	Yes
Can manage practice settings	No	No	No	No	No	No	Yes	Yes

Assign a Role

During Invitation

When you invite a new team member, you assign both their practice and their role in a single step:

Navigate to Staff → Invite Staff Member.
Enter their Email Address, First Name, and Last Name.
Select their Role from the dropdown.
Select the Practice they will be assigned to.
Select Send Invitation.

DPC Pro creates an account for the new team member and assigns them the Staff organization role automatically. The practice role you selected determines their day-to-day access.

Change an Existing Role

To change a team member’s practice role:

Navigate to Staff and select the team member’s name.
Select Edit next to their practice assignment.
Change the Role dropdown to the new role.
Adjust individual permission toggles if needed.
Select Save.

Role changes take effect immediately. The team member’s interface updates on their next page load.

Assign to an Additional Practice

If a team member works at more than one practice:

Navigate to Staff and select the team member’s name.
Select Add Practice Assignment.
Choose the Practice and Role.
Configure permissions and scheduling settings for this practice.
Select Save.

You can designate one practice as their Primary Practice. Setting a primary practice does not limit access; it indicates which practice is their default when they log in.

Custom Permissions

DPC Pro does not support fully custom roles (for example, creating a role called “Senior Nurse” with a unique set of defaults). Instead, customization works through the permission toggles on each practice assignment.

To create a custom access profile:

Assign the team member the closest matching role (for example, Other if no standard role fits).
Enable or disable each permission toggle individually.
Select Save.

This approach gives you fine-grained control without the complexity of managing a list of custom role definitions.

Role-Based Views

The DPC Pro interface adapts based on each person’s role and permissions. Features that a team member cannot access are hidden from their navigation. They do not see disabled or grayed-out links. All permission changes are recorded in the audit log.

What Changes by Role

Interface Element	Who Sees It
Dashboard financial data	Providers, administrators, practice managers, billing specialists
Clinical Notes in the sidebar	Providers, nurses, medical assistants (when clinical notes feature is enabled)
Billing in the sidebar	Users with billing access
Settings menu	Users with practice settings or staff management permissions
Reports section	Users with the “Can view reports” permission
Staff management tools	Users with the “Can manage staff” permission
Organization Settings	Users with the Owner or Administrator organization role
Feature Toggles	Users with the Owner or Administrator organization role

Practice Scoping

When a team member has assignments at multiple practices, DPC Pro filters data based on which practice is currently selected. The practice switcher in the sidebar lets them toggle between practices or view data across all practices (if their permissions allow).

Need Help?

If you need help with roles and permissions, reach out to the DPC Pro support team at [email protected] or visit the troubleshooting guide.