Persons and Roles
Discover the various roles individuals and businesses play within society and how they interact with one another in the corporate world.
Table of Contents
Rosemark uses Persons and Roles to organize your database. Clients and caregivers make up the bulk of the persons in your database but an individual can have multiple roles within the system. For example, a caregiver might help with office or administrative work and have the staff role, or a client who pays for their own service could also be a customer. Some information is common to all contacts regardless of their Role. These include things like name, address, phone number, and email address.
Clients & Caregivers
- A client is a person who receives a service from your agency.
- A caregiver is a person who provides a service to a client.
- Clients and caregivers make up the majority of persons in an agency database. For more information about these roles you can review their specific pages.
Customer
- A customer is person or company who pays for a client's service.
- Some services (such as certain Medicaid or VA services) might have a company as a customer. Others might not have a customer at all.
- Customers are primarily managed via the Payment Obligation screen for a specific client.
- Customers play an important role if your agency uses QuickBooks for billing and invoicing. Customers in Rosemark function the say way as the customer role in QuickBooks.
Referrer
- A referrer is a person who recommends clients or caregivers to an agency.
- Many agencies use the referrer list to track and document their partnerships. For more information reach out to the Customer Success team.
Responsible Party
- A responsible party is a person who can make decisions for a client.
- The responsible party role is a requirement for agency's who have a Activated Insights (formerly Home Care Pulse) integration. Responsible Party's are primarily managed on a client's profile under the emergency tab.
Staff
- A staff user is a person who has access to the administrative side of Rosemark.
- Staff user's are managed through the Configuration menu, specifically on the User's section. Please note that specific permissions are needed to access the User's section of the Configuration menu.
Unlike other roles Staff username and passwords are both managed on the User List. To add or remove staff user access simply check or uncheck the Can Login box and the appropriate permissions underneath. For a more in-depth review of the different permissions see the Staff Role Permissions section below.
Staff Role Permissions
The staff role can cover a wide range of responsibilities, some of which might not require full permissions. An agency who has caregiver staff help with scheduling might not want them to have full access to payroll and billing. Below each level of access is outlined in more detail.
- Staff Access - Most staff users only need this level. Allows general functionality within the Rosemark system.
- Configuration - Mostly used by office managers to handle large agency level settings. This does not allow the user to add, adjust, or remove Staff user permissions.
- Marketing - Used when a caregiver also has staff access but do not want them to have access to referral or marketing related data.
- Administrator - Generally advised to be checked only for the owners of the business and trusted administrative staff. Only administrators can adjust staff user profiles.
- Read Only - Allows users to review data but prevents any changes from being made. Often give to users who are auditing data.
- No Export - Prevents the user from exporting any data from Rosemark.
- No Billing - Used when a caregiver also has staff access but do not want them to have access to financial data. Please note this includes social security number information which is sometimes needed for certain payers (VA, Medicaid, and Long Term Care Insurance).
- No Payroll - Used when a caregiver also has staff access but do not want them to have access to financial data. Please note this includes social security number information which is sometimes needed for certain payers (VA, Medicaid, and Long Term Care Insurance).
Contact List
If you would like to review the contact information for every role in your database this can be managed via the Contact List.
From here you can review all contacts in your system as well as their associated roles.
Adding or Adjusting Roles
According to the person's current profile on the Summary Tab, then select the Person button. This will bring up the person's Contact profile in gray.
- Click the Add Role button next to the Roles field.
- A menu of possible Roles will appear - it will NOT include Roles which the contact already has.
- When you have chosen the Role and clicked OK, the corresponding Role-specific profile will appear.
- You can add a Role to a person at any time.
- You can delete a Role from a contact as long as that Role contains no Role-specific information.
Deleting a Person
As a general rule, we strongly advise that you do not delete personnel profiles out of Rosemark. Every state or territory has different requirements regarding documentation, and keeping the information in Rosemark ensures you always have access to that data.
If deleting a person is needed you must delete all information on the person's profile as well as any information on any roles they have except for their first and last name. To delete a person in their profile go to File and select the Delete Person option.
If the system is unable to delete a person it will display a message that outlines what information needs to be removed before it can be successfully deleted.
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