There are three user levels. Each level determines how broadly a user can access data across the platform. Selecting the correct user level is an important first step — it directly affects HIPAA compliance and data visibility. 

Global 

Platform employees only 

Group (Facility Group) 

Radiologists, group admins 

Local (Facility) 

Technologists, site-specific staff 

Global Users 

• Data is accessible across all facility groups and customers. 

• Only platform employees are assigned global-level access. 

• Do not assign product environment access to global users unless absolutely necessary.

IMPORTANT: Overuse of global-level access can compromise HIPAA compliance. Limit global users to internal staff only.

Group Users 

• Access is limited to a specific customer's facility group. 

• This is the recommended level for radiologists and administrative staff. 

• Limits exposure of PHI to within the group boundary. 

Local Users

• Access is scoped to a single facility only. 

• Useful for site-specific roles such as technologists. 

• Users cannot see data from other facilities in the same group. 

Roles define the access a user has to specific features in the platform. They are made up of Access Control Lists (ACLs) — individual permission flags that grant access to specific modules, tabs, and actions. 

Default Roles 

The platform ships with predefined roles suitable for the most common use cases: 

Administrator 

Global 

Radiologist 

Global 

Guest 

Global 

Patient 

Global 

Facility Group Admin 

Local 

Facility Admin 

Local 

Technologist 

Local 

Client 

Local 

CSR 

Local 

Mobile Technologist 

Local 

TIP: Default roles are a good starting point. Review their ACLs before assigning to ensure they match the user's actual job function. 

Custom Roles 

Custom roles can be created to meet specific workflow or compliance needs.

• Example: an "Admin Technologist" role that includes standard technologist permissions plus access to additional admin tabs in the exams list. 

• Custom roles are visible only within the facility group they were created in. 

Creating a New Role 

1. Navigate to Admin → Users and Roles. 

2. Select the Roles tab. 

3. Click Create New Role. 

4. Enter a name and description for the role. 

5. Assign ACLs by checking the relevant permission flags. There are over 200 ACLs — only check what is necessary for the role. 

6. Save the role. 

IMPORTANT: ACL configuration errors are a common cause of users not seeing the correct tabs or exams. Always test a new role by logging in as a test user before rolling out to the team.

ACLs and HIPAA Alignment 

• ACLs control access at the module and feature level. 

• Assign the minimum set of ACLs required for the user's job function. 

• Avoid granting access to sensitive modules (e.g. QA, Peer Review) unless there is a documented clinical need. 

• Review ACL assignments quarterly as part of your HIPAA access review process.

Non-physician (radiologist) users include facility administrators, technologists, or other support roles. They should be assigned to a Group or Local user level — never Global.

Step-by-Step: Adding a Non-Physician User 

1. Navigate to Admin → Users.

2. Click Add User.

3. Select the appropriate User Level: Group (recommended for most admin/support roles) or Local (for site-specific staff). 

4. Complete the user's profile fields: name, email, phone number, time zone, and address. 

5. Assign a Role from the dropdown. If the correct role does not appear, it may need to be created first (see Module 2). 

6. Review the ACLs inherited from the role and confirm they match the user's job function. 

7. Save the user. They will receive an email invitation to set their password. 

TIPS

• Do not give non-physician users access to QA or Peer Review modules unless there is a specific documented requirement. 

• If the Radiologist role does not appear in the role dropdown when adding a user via Admin > Users, this is expected — radiologists are added through a separate flow (see Module 4).

• For bulk uploads of non-radiologist users, use the Upload Users option and provide a correctly formatted Excel file (see Module 5 for bulk upload tips). 

When creating a physician user (current default: Radiologist), additional configuration is required, including assigning the appropriate licenses and privileges to enable access to view and interpret exams on the worklist. 

• Radiologists who read for a single facility group only should be created at the Facility Group Level. 

• Radiologists who read for multiple facility groups should be created at the Global Level. Note: Global level users can be created by platform administrators only. 

Step 1 — Create the Radiologist Account

1. Navigate to the Radiologists section. 

2. Click Add Radiologist or Upload Radiologists (for bulk). 

3. Complete the profile as applicable: name, email, NPI, date of birth, phone number, time zone, and address. 

4. Set the Primary Group — this determines which group admins will manage the radiologist's settings. 

5. Optionally add Secondary Groups for shared coverage arrangements (applicable to global role). 

6. Save the account. 

Step 2 — Add State Licenses

In the US, radiologists are licensed by state. A license must be added for every state in which the radiologist will be reporting. 

1. Open the radiologist's profile and go to the Licenses tab.

2. Click Add License. 

3. Enter the license number. 

4. Select the State — this is the most important field. It must match the state where the facility is located. 

5. Set an end date. 

6. Save. 

TIP: The radiologist does not need to be physically located in the licensed state. The license state must match the state of the facility they are reporting for.

Step 3 — Add Privileges 

Privileges grant the radiologist the ability to read exams at specific facilities for specific modalities. 

1. Go to the Privileges tab on the radiologist's profile. 

2. Click Add Privileges. 

3. Select the Facility. 

4. Select the Modalities. Add all relevant modalities. 

5. Set the HL7 report type: Final, Preliminary, or both — based on the radiologist's signing authority at that facility. 

6. Set an end date. 

7. Save.

Step 4 — Configure Order Visibility 

Order visibility controls whether assigned or unassigned exams will be visible to the radiologist on their worklists. 

View only exams assigned to user 

Enabled by default when a radiologist account is created. With it turned on, the radiologist will see only the exams assigned to them. 

View only exams completed by user 

Disabled by default. When enabled, users can view only the exams they have completed. 

IMPORTANT: The "View only exams assigned to user" checkbox is frequently missed during setup. If a radiologist cannot see exams on their worklist, check this setting first.

Step 5 — Exam Exclusions (Optional) 

• Exam exclusions prevent specific exam types from being reported by a radiologist. 

• The radiologist can still see the excluded exams but cannot dictate or sign them. 

Bulk Upload: Radiologists via Excel 

When onboarding many radiologists at once, the bulk upload feature allows you to efficiently upload multiple users at a time. 

1. Navigate to the Radiologists section. 

2. Click Upload Radiologists, select Global or Group in the dropdown to determine the user's access, and download the sample Excel template. 

3. Fill in the required columns: Primary facility group, name, email, NPI, date of birth, time zone, address, phone number. 

4. For address, format as: City, State, Country (e.g. New York, New York, USA). 

5. For phone numbers, format as plain text (e.g. 201 5555555) to prevent Excel from stripping leading digits or adding decimal points. 

6. Set time zone consistently — use the same time zone value for all rows if possible. 

7. Save the file and upload it via the Upload Radiologists button. 

8. If the upload fails, click the Open Excel file link shown in the error message — it explains exactly which rows failed and why. 

TIP: If your network environment blocks the error log file from opening, send the Excel file to your implementation contact for upload. Licenses and privileges still need to be added per radiologist after upload. 

Unlocking Users 

User accounts can become locked after three failed login attempts or extended inactivity. 

1. Navigate to Admin → Users. 

2. Select the Locked Users filter or tab. 

3. Find the affected user. 

4. Click Unlock Account. 

5. Notify the user that their account has been restored. 

Access Audits and Role Reviews 

• Review user access and role assignments on a regular schedule. 

• Disable or remove accounts for staff who have left the organization or changed roles. 

• Conduct a formal role-based access review at least quarterly. 

• Pay particular attention to: global-level users, custom roles with broad ACLs, and radiologists with access to multiple facility groups. 

TIP: A quarterly ACL review is a HIPAA best practice. Ensure inactive accounts are disabled promptly — departed staff should not retain system access.

Radiologist cannot see any exams on the worklist 

Check "View only exams assigned to user" — it may be checked. Also verify privileges are saved correctly. 

User cannot see a tab or module after login 

Review the role's ACL configuration. The relevant ACL for that module may not be enabled. 

Radiologist cannot view a specific exam type 

Check privileges — the modality may not be included. Also check exam exclusions. 

Bulk upload fails 

Open the error log Excel file linked in the upload error message. Common causes: address format, phone number format, duplicate emails, or time zone field. 

User account is locked 

Navigate to Admin > Users > Locked Users and unlock the account. 

Custom radiologist role not visible in Add User dropdown 

Radiologists are added via the Radiologists section, not via Admin > Users. The radiologist role will not appear in the standard user role dropdown.