Roles & User Access Control
To safeguard patient confidentiality, ensure clinical safety, and prevent unauthorized actions, MOANA EHR uses a role-based access system. Your assigned job role automatically configures your workspace so you only see the tools and information needed for your daily duties.
1. How User Access Works
Your system access is organized into two intuitive levels:
graph TD
A[Staff Member Logs In with Designated Role] --> B[1. Sidebar Menu Access]
A --> C[2. Screen Action Permissions]
B --> D[Displays only relevant clinical and operational modules]
C --> E[Enables only authorized buttons and forms within each screen]
- Sidebar Menu Access: Controls which departments and operational modules appear in your navigation bar.
- Screen Action Permissions: Controls which buttons, forms, and workflows (e.g., Prescribe Medication, Administer Dose, Register Birth, Authorize Discharge) you can perform inside each screen.
2. Standard Role & Dashboard Overview
| Healthcare Role | Available Menu Modules | Primary Clinical & Operational Duties |
|---|---|---|
| Hospital Administrator | Full administrative suite: Dashboard, Patients, Beds & Wards, Staff, Billing, Reports, Access Control, Settings. | Facility management, bed allocation, staff onboarding, hospital parameter configuration, and financial oversight. |
| Receptionist / Clerk | Dashboard, Patients, Appointments, Bed Census, Cashier Billing, Referrals. | Patient registration, Master Patient Index duplicate checks, clinic appointment scheduling, and cashier billing. |
| Doctor / Medical Officer | Dashboard, Patient Charts, Appointments, Clinical Encounters, Orders (Rx, Lab, Imaging), Referrals, Theatre Bookings. | Complete medical authority: patient consultations, clinical examinations, ICD-10 diagnostic coding, e-prescriptions, diagnostic requisitions, and discharge summaries. |
| Nurse / Ward Sister | Dashboard, Ward Census, eMAR Prescriptions, Vital Signs, Shift Handover, ICU Admissions, Blood Tracker. | Inpatient bedside care: vital signs recording, scheduled medication administration (Given, Held, Missed), batch vitals rounds, and SBAR shift handovers. |
| Pharmacist | Dashboard, Prescription Review, Dispensing Queue, Stock Inventory, Controlled Drugs Register, Point-of-Sale Billing. | Medication safety verification, drug-allergy checking, generic substitutions, barcode dispensing, and Schedule II controlled drug ledger management. |
| Pharmacy Technician | Dashboard, Dispensing Queue, Stock Inventory, Ward Supply, Billing. | Medication assembly, inventory shelf stocking, and outpatient sales under pharmacist supervision. |
| Laboratory Scientist | Dashboard, Incoming Requests, Sample Collections, Equipment Tests, Quality Control, Result Dispatch, Blood Bank. | Specimen accessioning, barcode tube printing, analyzer runs, Westgard quality control verification, result dispatch, and blood crossmatching. |
| Radiologist / Imaging Tech | Dashboard, Modality Worklist, DICOM PACS Viewer, Diagnostic Report Editor, Result Dispatch. | Radiology worklist management, image acquisition review, structured reporting, and critical finding notifications. |
| Surveillance Officer | Overview, GIS Heatmaps, Outbreak Alerts, Syndromic Trends, Reporting Center, Public Health Exports. | Population health monitoring, epidemic cluster mapping, outbreak alert rule configuration, and Ministry of Health reporting. |
3. Clinical & Operational Capabilities by Department
The following summary outlines which actions are managed by each clinical department:
| Clinical / Operational Area | Key Actions Managed by Role | Who Has Access |
|---|---|---|
| Patient Registration & MPI | Search identity records, register new patients, update contact info, print Moana Health ID cards. | Receptionists, Nurses, Doctors, Administrators |
| Doctor Consultations & CPOE | Document SOAP notes, assign ICD-10 diagnoses, order medications, request lab tests and diagnostic imaging. | Doctors, Medical Specialists |
| Nursing & Medication Delivery | Record vital signs, log scheduled doses (Given / Held / Missed), enter batch observations, submit shift handovers. | Nurses, Ward Sisters, Midwives |
| Inpatient Bed Allocation | View real-time bed command center, allocate beds, transfer patients between wards, request housekeeping cleaning. | Ward Sisters, Bed Managers, Administrators |
| Pharmacy & Dispensing | Review e-prescriptions, verify drug safety, scan medication barcodes, maintain dual-witness controlled drug logs. | Pharmacists, Pharmacy Technicians |
| Laboratory & Diagnostics | Log collected specimen tubes, print sample barcodes, record analyzer observations, validate and release lab reports. | Laboratory Scientists, Technicians |
| Radiology & PACS | Manage imaging worklists, examine DICOM scans, write diagnostic reports, trigger emergency urgency alerts. | Radiologists, Radiographers |
| Billing & Payments | Review consolidated patient folios, record cash/card payments, submit insurance claims, issue receipts and credit notes. | Cashiers, Billing Clerks, Finance Managers |
| Staff & Rosters | Maintain staff profiles, configure shift schedules, record attendance, delegate clinical task assignments. | Department Heads, HR, Administrators |
| Deceased & Mortuary | Register clinical deaths, auto-release inpatient beds, assign mortuary refrigeration bays, process authorized body release. | Attending Doctors, Nurses, Mortuary Officers |
4. How Administrators Customize Permissions
Hospital Administrators can fine-tune access for specific teams or individual staff members:
- Log in as an Administrator and navigate to Access Control.
- Select a target Role (e.g., Nurse) or select a specific Staff Member.
- Menu Visibility: Toggle specific menu sections on or off to simplify the screen for that user.
- Action Permissions: Expand any section to enable or disable specific workflows (e.g., granting a Senior Midwife permission to register births while keeping it disabled for general assistants).
- Click Save Permissions to apply the updates immediately.
WARNING:
Emergency Safety Continuity In the event of network disruption, the system maintains essential clinical chart access so that doctors and nurses can always view critical patient medical histories without interruption.