Roles and what each can do
Medical roles from doctor to housekeeping, manager access, report sign-off and patient privacy.
Every person in CareList has one role. The role decides two things:
- Manager access: whether they see the management screens under More → Manage, such as Checklists, Template library, Approvals, Deviations, Analytics, Automation, Teams, Employees, Export data, Audit log and Settings. People without manager access run their own tasks, raise corrective actions, work on work orders and see their own history.
- Capabilities: which parts of the clinical and biomedical modules (Patients, Diagnostics, Equipment) they can see and use.
Everyone can run assigned checklists, scan QR codes and use Equipment and Work orders, whatever their role.
All roles
| Role | Who it is for | Manager access | Company type | Patients | Diagnostics | Equipment |
|---|---|---|---|---|---|---|
| Administrator | Hospital or centre administrator, IT | Yes, plus settings and staff | Both | Full | Every step, verifies lab and imaging | Manage |
| Medical director / superintendent | Oversees clinical quality across departments | Yes | Hospital | Full | Every step, verifies lab and imaging | Manage |
| Quality manager (NABH / NABL) | Runs audits, approvals, deviations and accreditation | Yes | Both | Full | Every step, verifies lab and imaging | Manage |
| Nursing superintendent | Manages nursing staff, wards and care plans | Yes | Hospital | View, admit, plan care, discharge | View, register, collect samples | View |
| Head of department | Manages a department's checklists and staff | Yes | Both | View | View | View |
| Lab manager / chief pathologist | Runs the laboratory | Yes | Both | No access | Register, collect, process, verify lab reports, deliver | Manage |
| Doctor / consultant | Admits and discharges patients, orders tests | No | Hospital | View, admit, plan care, discharge | View, register | View |
| Pathologist | Reports and verifies lab results | No | Both | No access | Process, verify lab reports | View |
| Radiologist | Reports and verifies imaging studies | No | Both | No access | Process, verify imaging reports | View |
| Staff nurse | Bedside care checklists, sample collection on wards | No | Hospital | View | View, register, collect samples | View |
| Lab technician | Receives and processes samples, runs QC | No | Both | No access | Register, collect, process, deliver | View |
| Phlebotomist / sample collector | Collects samples, home collection | No | Both | No access | Register, collect samples | View |
| Radiographer / imaging technologist | Performs scans, imaging safety screening | No | Both | No access | Register, mark scan done, deliver | View |
| Pharmacist | Pharmacy, cold chain and medication audits | No | Hospital | View | No access | View |
| Front office / reception | Registration, admissions desk, report handover | No | Both | View, admit, plan care, discharge | View, register, deliver | View |
| Biomedical engineer | Equipment maintenance, calibration and repairs | No | Both | No access | No access | Manage |
| Housekeeping / facility staff | Cleaning, waste and facility checklists | No | Both | No access | No access | View |
Patients exists only in hospitals; Diagnostics in hospitals and diagnostic centres. Manage equipment means adding and editing equipment, printing labels, maintenance schedules and consumables and spares.
Who can admit patients
Admitting, editing, adding checklists, applying the standard plan, discharging and readmitting need patient management: Doctor / consultant, Nursing superintendent, Front office / reception, and the full-access roles (Administrator, Medical director / superintendent, Quality manager, and the older Manager). Staff nurses and pharmacists can view patients and run their checklists. See Admit and manage patients.
Diagnostics: who can do each step
| Step | Needs |
|---|---|
| Register, edit or Cancel an order | Register |
| Sample collected / Scan done | Collect |
| Received in lab, Processing, Reported, Reject a sample, record a critical value | Process |
| Verified (laboratory report) | Pathologist, Lab manager / chief pathologist and the full-access roles |
| Verified (imaging report) | Radiologist and the full-access roles |
| Delivered | Deliver |
If someone tries a step their role does not allow, they see a message such as Only a pathologist / lab manager can verify this report. See Register and track test orders.
Patient privacy
People whose role has no patient access, for example Housekeeping / facility staff, Biomedical engineer, Lab technician or Pathologist, do not see Patients in the menu and patients do not appear in their search. Opening a patient link or scanning a bedside QR code shows 403 (not allowed). The same applies to Diagnostics for roles without diagnostics access.
Every time someone opens a patient page or a test order, the audit log records it as patient.viewed or diagnostic.viewed, with who and when.
The fourth tab
The fourth button in the bottom bar follows the role: Patients for ward roles in a hospital, Diagnostics for lab and imaging roles, and Orders (work orders) for roles with neither, such as biomedical engineers and housekeeping.
Older roles
- Manager: accounts created before medical roles keep it. It has manager access and full clinical access. It is not offered for new people; pick a medical role instead.
- Staff / auditor (previously Inspector): runs assigned checklists only, with no patient, diagnostics or equipment-management access. Still available for auditors and general staff.
Choosing a role
- Admins open More → Manage → Employees and add or open a person.
- Pick a Role. The list only shows roles that fit your company type (for example Doctor / consultant only in hospitals). Roles with manager access are marked · manager access.
- Tap What can each role do? under the list to open this page.
You cannot change your own role or an administrator's role there. See Employees and teams.
The platform admin can add users to any company with any role offered for its type, including Administrator. The platform admin does not belong to a company and sees no company data by default. See Platform admin.
Note: Every company is completely separate. People only ever see their own hospital's or centre's checklists, patients, orders and equipment.