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Managing Staff Permissions for Payments, Refunds, and Statements

Overview

To give your practice greater control and security over financial workflows, Curogram now includes specific permission settings for your staff. Administrators can control exactly who has access to process payments, issue refunds, and upload billing statements.

Prerequisites

To use these permission toggles, your practice must have the Electronic Payments feature turned ON. You may contact our Customer Support team to enable this feature.

  • Note: If the "Electronic Payments" toggle is OFF, the Payments Request Dashboard is replaced with the text: "Please contact your Sales Account Manager or click here to enable this feature."

How to Access and Update Permissions

These settings can be managed in two places for individual users:

  1. Practice Settings > Permissions: Two new columns with toggles for Payments and Refunds and Statements have been added.

  2. Staff Info Modal: The toggles can also be managed directly within a staff member's info modal.

Note for Migration: By default, these toggles are set to OFF. For existing and new practices, only Admins and Super-admins will have both toggles set to ON automatically. Sales and Implementations (Customer Support) agents will be responsible for manually turning on the toggles for individual users during migration.

1. The "Payments" Toggle

This toggle controls a staff member's general ability to process payments and view payment collection tools.

When the Payments toggle is OFF, the user experiences the following:

  • Payments Request Dashboard: The tab is completely hidden from the menu.

  • Appointments & Telemedicine Dashboards: * The Co-Pay icon still displays but is blocked. Clicking it shows a tooltip: "You do not have permissions to open this modal. To request access, please contact your administrator."

    • The Co-Pay icon and Payment Status columns are still visible on the dashboards, filters, and column customizations.

  • Patient Details Modal (Profile): * The Credit Cards tab still displays, but clicking it shows: "You do not have permissions to view this tab. To request access, please contact your administrator."

    • (Note: The Patient Details modal can be accessed by clicking the Patient Name at the top of the Patient Conversation, under the Patient column on the Appointments/Telemedicine dashboards, or via the Patient Details icon on the far right of the Appointments dashboard).

  • Patient Conversation (Chat):

    • The "Send an Invoice Payment Request" icon is completely hidden.

    • Existing messages like View Invoice, View Statement, View Manual Charge, View Co-Pay, Silent Messages for Payment, and Payment Receipt Links are still clickable and will open the Payment Request Details modal.

    • Inside the Payment Request Details modal: The "Void Invoice" button and the "Payment Link" are blocked.

2. The "Refunds and Statements" Toggle

This toggle strictly controls the ability to issue financial refunds and upload statement PDFs.

When the Refunds and Statements toggle is OFF, the user experiences the following:

  • Refunds: The Refund icon button (located next to Paid Statuses and on the Payment Request modal for paid invoices) still displays but is blocked. Clicking it shows a tooltip: "You do not have permissions to do refunds. To request access, please contact your administrator."

  • Statements: The "Upload PDF Statement" button is completely hidden.

3. Permission Dependency Rules

Because refunds and statements are tied to the payments system, these two toggles follow strict logic:

  • Dependency: You cannot turn ON the "Refunds and Statements" toggle unless the "Payments" toggle is ON first. (A user should not be able to do refunds or upload statements without general payment permissions).

  • Automatic Shut-off: If a user has both toggles ON, and you turn their "Payments" toggle OFF, the system will automatically turn their "Refunds and Statements" toggle OFF as well.