If you are using role-based access control to define a user's permissions, you must configure resource sets. Resource sets are used in conjunction with roles. A resource set limits the scope where the role permissions apply, by defining the set of data that can be accessed (for example, patients at a specific location). The role defines the operations allowed on the specified resource set (e.g. creating and updating patient charts for patients at a specific location).

You can define a resource set to limit access to certain Patients, Billing Items, resources for Users, or Analytics dashboards. After you select the set of data, you select a filter to apply to that data. For the example of clinics with separate physical locations, you would create a resource set for Patients and filter by location. When that resource set is applied to a role, users with that role can access patient charts only for patients at the specified location.

⚠️ Important: If you are restricting access to patient charts by location, a user without access to that location will not see the patient in the CHR at all. If providers across locations cover for each other or need to access the chart of a patient from another location in case of emergency, create a resource set for all patients that includes all available locations. Create a corresponding "Patient Search" role that allows only List access to patients. Then assign that role and resource set to the appropriate users. These users will see all patients in the Patients window and when they search for a patient (i.e. list access) but they will have to "break the glass" to gain access to a patient's chart in a location they do not have access to. This is also helpful to avoid creating duplicate patient charts in the CHR; if a user cannot view or search the entire list of patients in the CHR, a warning will not appear when adding a patient if the last name, first name, and identifier match an existing patient's.

1. From the main menu, select Settings > Account information > Resource Sets > Add Resource.

📌 Note: if you do not see the Resource Sets tab, role-based access control is not enabled for your system.

2. Enter a Name for the resource set, and optionally include a Description.

3. On the right, click New Entry.

4. Select the set of data for the resource set. By default, Patients is selected. You can click this and select Billing Items, Users, or Looker Folders (i.e. Analytics dashboards).

5. Next, apply a filter to the data by clicking the Filter button and selecting one of the available filters from the list. The available filter options depend on the set of data you have selected.

After selecting the type of filter, select the locations, resources, or users to filter by.

💡 Tip: to change the selected filter (e.g. to remove Filter by Locations in the above example), click the x beside the title of the filter.

6. Click Save when you are finished specifying the details of the entry.

7. The criteria you specified display in the resource set. You can add multiple entries for one resource set. For example, you can have a single resource set that limits access to patients of a specific location, as well as billing items of a specific location.

8. When you are finished setting up the resource set, click Save. You are prompted to re-enter your password. Type your password and click Submit.

You must now assign a role and resource set to users. For more information, see Assigning a role and resource set to a user or Assigning a role to a group of users.

9. To edit a resource set, click the Edit button in the list of Resource Sets.

10. To delete a resource set, click the trash can icon.