How do I restrict managers and staff to specific facilities using multi-tenant facility scoping?
Use per-user Facility Scoping (allowedFacilityIds) to limit which hospital campuses, clinics, or SNFs a coordinator, manager, or clinician can access within your organization.
To restrict a user to specific facilities in YourMedSoft, go to Settings > User Management (/portal/settings?tab=users), click the action menu next to the user (or click + Invite User when inviting a new member), select Edit Facility Permissions, check the authorized facilities, and click Save. Users with facility scoping enabled only see shifts, timesheets, and operations for their assigned locations.
What You Need Before Starting
- Organization Owner or Admin permissions.
- At least one facility created under Foundation > Facilities.
Clinical & Regulatory Compliance Standards
- Supports HIPAA Minimum Necessary Standards (45 CFR § 164.502(b)) by isolating clinical and operational visibility to authorized care sites.
Step-by-Step Instructions
Open User Management in Settings
Navigate to Settings > User Management (/portal/settings?tab=users) to view all members in your organization tenant.
Assign Facilities When Inviting a New User
When clicking "+ Invite User", select the user's role (Manager or Staff) and check the specific facilities they should be restricted to in the Facility Access selector before clicking "Send Invite". Leaving all unchecked grants access to all facilities in your organization.
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Update Facility Scoping for an Existing User
In the User Management table, click the three-dot action menu on any Manager or Staff row and select "Facility Access" (or "Edit Facilities").
Select Allowed Facilities and Save
Check one or more healthcare facilities from your organization's roster and click "Save". The user's profile is updated with allowedFacilityIds immediately.
Pro-Tips & Best Practices
- Organization Owners and Organization Admins always retain global visibility across all facilities in the tenant.
- Leaving a user's facility list empty grants default access to all facilities in your organization; selecting one or more facilities activates strict facility scoping (isFacilityScoped) for that user.
Troubleshooting & Operational Edge Cases
Issue: A manager cannot see shifts for a newly added hospital
Operational Resolution: If the manager has facility scoping enabled, open Settings > User Management, edit their Facility Access list, and check the newly created hospital.
Frequently Asked Questions & Troubleshooting
Can a regional coordinator manage 3 hospitals in a 10-hospital agency?
Yes. Assign the user the Manager role and check only those 3 hospitals in their Facility Access modal. They will have full scheduling and timesheet approval powers restricted to those 3 locations.
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