Role-Based Access Controls (RBAC) Permissions Matrix – ProviderTrust Support Center

Summary

This article provides an overview of Role-Based Access Control (RBAC) permissions, outlining available user roles, their capabilities, and how access is applied across features. It explains permission levels, including masked and limited access, and helps clients determine the appropriate role assignments. This functionality is available only to clients enabled via a feature flag.

Role Descriptions & Guidance

Below is guidance to help choose the correct role for each type of user.

Client Admin

Best for: Primary administrators responsible for overall system configuration.
Capabilities: Full access PII and all Admin permissions, user management, hierarchy, reports, data, and files. Top-level client control.

Client Admin + API

Best for: Super-administrators who require both administrative oversight of the platform and full API integration capabilities.
Capabilities: This role combines permissions available to the Client Admin including full access to PII, user provisioning, data management and API User roles. This role has View visibility to alerts, but does not have access to change the alert status. Can create API keys.

Manager

Best for: Team leads who need visibility and the ability to review alerts and data.
Capabilities: PII access and full reports. Can manage users but not hierarchy or roles. Limited data access (self only).

User

Best for: Standard operational users performing daily workflows that require PII visibility and search functionality.
Capabilities: PII access and full report access. Can manage users but not hierarchy or roles. Limited data access (self only).

User (No PII)

Best for: Roles where individuals need system access but must not view personally identifiable information (PII)
Capabilities: PII is masked. Can only view own data in Instant search and reporting. View-only for roles/users.

User (No Instant Search)

Best for: Users who need UI and reporting access for the DNPI API solution, but whose organization has not contracted for the Instant Search feature.
Capabilities: Provides access to the DNPI dashboard and reporting capabilities to support operational needs. Instant Search features are disabled. Additionally, User Management permissions are turned off for this configuration.

IT

Best for: IT staff supporting data movement or troubleshooting.
Capabilities: Access to reports and all data management files; full access to PII, no access to alert data.

Viewer

Best for: Read-only stakeholders who need visibility but do not perform actions or update records.
Capabilities: Read-only access to pages and reports. No data management or editing.

SSO User Management Admin

Best for: This user role manages the provisioning of users but does not have any other admin permissions. They cannot add or delete users since this role is meant to serve SSO clients only.
Capabilities: Edit access for user management only. No other permissions.

Instant Search Admin

Best for: Admins for Instant Search with User Management Access. No ongoing monitoring access. This role should not be assigned to accounts with ongoing monitoring; in such cases, the Client Admin role is more appropriate.
Capabilities: Access is restricted to Instant Search functionality only; no ongoing monitoring access. Instant search type access is based on contracted services. Search history visibility across all users. Admins can add, edit, and remove Instant Search users.

Instant Search Only

Best for: Users whose role is strictly to run instant searches.
Capabilities: Access is restricted to Instant Search functionality only; no ongoing monitoring access. Instant search type access is based on contracted services. Search history visibility is limited to searches performed by the user.

API User

Best for: System-to-system integration accounts.
Capabilities: Can create API keys; broad read access for integrations.

Future Role Development

Two roles are being developed and will be available at a later time:

Sanction User - Access limited to Exclusions and Sanctions data only.

Credential User - Access limited to License and Credential data only.

All Permissions by Role

Permission Category	Action	Client Admin	Client Admin + API	Manager	User	User (No PII)	User (No Instant Search)	IT	Viewer	SSO User Management Admin	Instant Search Admin	Instant Search Only	API User
Data Permissions
Privacy	PII Access	Full	Full	Full	Full	MASK	Full	Full	Off	Off	Full	Full	Full
Client Admin Permissions
User Mgmt	View	On	On	On	Off	Off	Off	Off	Off	On	On	Off	Off
	Create	Allow	Allow	Allow	Deny	Deny	Deny	Deny	Deny	Deny	Allow	Deny	Deny
	Edit	Allow	Allow	Allow	Deny	Deny	Deny	Deny	Deny	Allow	Allow	Deny	Deny
	Delete	Allow	Allow	Allow	Deny	Deny	Deny	Deny	Deny	Deny	Allow	Deny	Deny
Hierarchy Management	View	On	On	Off	Off	Off	Off	Off	Off	Off	Off	Off	Off
	Delete	Allow	Allow	Deny	Deny	Deny	Deny	Deny	Deny	Deny	Deny	Deny	Deny
Base Permissions
Alerts	View	On	On	On	On	On	On	Off	On	Off	Off	Off	On
	Update Alerts	Allow	Allow	Allow	Allow	Allow	Allow	Deny	Deny	Deny	Deny	Deny	Allow
Population	View	On	On	On	On	On	On	Off	On	Off	Off	Off	On
	Create/ Edit	Deny	Allow	Deny	Deny	Deny	Deny	Deny	Deny	Deny	Deny	Deny	Allow
	Delete	Deny	Allow	Deny	Deny	Deny	Deny	Deny	Deny	Deny	Deny	Deny	Allow
Instant Search	View Instant Search	On	On	On	On	On	Off	Off	Off	Off	On	On	On
	View Search History	Full	Full	LIMITED	LIMITED	LIMITED	Off	Off	Off	Off	Full	LIMITED	Full
	NPI Search	Allow	Allow	Allow	Allow	Allow	Deny	Deny	Deny	Deny	Allow	Allow	Allow
	Name Search	Allow	Allow	Allow	Allow	Allow	Deny	Deny	Deny	Deny	Allow	Allow	Allow
	SSN Search	Allow	Allow	Allow	Allow	Allow	Deny	Deny	Deny	Deny	Allow	Allow	Allow
	Update Review Status	Allow	Allow	Allow	Allow	Allow	Deny	Deny	Deny	Deny	Allow	Allow	Allow
Reports	Report Download Page	Full	Full	Full	LIMITED	LIMITED	LIMITED	LIMITED	LIMITED	Off	Off	Off	Full
	Download Reports	Allow	Allow	Allow	Allow	Allow	Allow	Allow	Allow	Off	Off	Off	Allow
Data Management	Access	Full	Full	Full	Full	Full	Full	Full	Off	Off	Off	Off	Off
	Download Errors	Allow	Allow	Deny	Deny	Deny	Deny	Allow	Deny	Deny	Deny	Deny	Deny
	Download Original Files	Allow	Allow	Deny	Deny	Deny	Deny	Allow	Deny	Deny	Deny	Deny	Deny
Artifacts	Access	On	On	Off	Off	Off	Off	Off	Off	Off	Off	Off	On
	Create/ Edit	Deny	Allow	Deny	Deny	Deny	Deny	Deny	Deny	Deny	Deny	Deny	Allow
	Delete	Deny	Allow	Deny	Deny	Deny	Deny	Deny	Deny	Deny	Deny	Deny	Allow
Manage Personal API Key	Create API Key	Deny	Allow	Deny	Deny	Deny	Deny	Deny	Deny	Deny	Deny	Deny	Allow

Permission Definitions

Data Permissions

Show PII: Controls visibility of personally identifiable information (PII).

Setting	Definition
Full	Displays complete identification numbers (e.g., SSN, TIN, ITIN, FEIN, EIN).
Mask	Displays only the last four digits of identification numbers. The full value cannot be revealed.
Off	Hides all identification numbers entirely.

Client Admin Permissions

User Management: Controls access to user administration.

Setting	Definition
On	Allows users to view the User Management page.
Off	Users do not have access to User Management page. All subsequent permissions are defaulted to deny.
Create Users Deny or Allow	Allows users to add new users.
Edit Users Deny or Allow	Allows users to modify existing users.
Delete Users Deny or Allow	Allows users to remove users.

**Hierarchy Management: Controls access to organizational structure management.
This feature is not yet available.**

Setting	Definition
On	Allows users to view the Hierarchy Management page.
Off	Users do not have access to Hierarchy Management page. All subsequent permissions are defaulted to deny.
Delete Hierarchy Deny or Allow	Allows users to delete hierarchy nodes.

Base Permissions

Alerts: Controls access to monitored population alerts.

Setting	Definition
On	Allows users to view alerts for the monitored population.
Off	Users do not have access to alerts for monitored population. All subsequent permissions are defaulted to deny.
Update Alerts Deny or Allow	Allows users to update and manage alert review status.

Population: Controls access to the monitored population.
*This feature is not yet available.

Setting	Definition
On	Allows users to view the monitored population.
Off	Users do not have access to monitored population. All subsequent permissions are defaulted to deny.
Create/Edit Population Deny or Allow	Allows users to create or update population records.
Delete Population Deny or Allow	Allows users to delete subjects from the monitored population.

Instant Search: Controls visibility of search history.

Setting	Definition
Full	Users can view their organization’s full search history.
Limited	Users can view only their own search history.
Off	Search history is hidden entirely. All subsequent permissions are defaulted to deny.

Instant Search Types

Setting	Definition
NPI Search Deny or Allow	Allows instant search by National Provider Identifier (NPI).
Name Search Deny or Allow	Allows instant search by name.
SSN Search Deny or Allow	Allows instant search by Social Security Number.
Update Review Status Deny or Allow	Allows users to update the review status of search results.

Reports: Controls access to report visibility and downloads.

Setting	Definition
Full	Users can view reports generated by their organization.
Limited	Users can view only reports they personally generated.
Off	Users cannot view reports. All subsequent permissions are defaulted to deny.
Download Reports Deny or Allow	Allows users to download available reports.

Data Management: Controls access to file upload history and related downloads.

Setting	Definition
On	Users can view their organization’s file upload history.
Limited	Users can view only their own file upload history.
Off	Users cannot access the Data Management page. All subsequent permissions are defaulted to deny.
Download Errors Deny or Allow	Allows users to download file error reports.
Download Original Files Deny or Allow	Allows users to download original uploaded files.

Artifacts: Controls access to documents associated with records. Two types are available today: Certificate of Insurance and Credential Form.

Setting	Definition
On	Allows users to view artifacts.
Off	Users cannot access artifcats. All subsequent permissions are defaulted to deny.
Create/Edit Artifacts Deny or Allow	Allows users to create or update artifacts.
Delete Artifacts Deny or Allow	Allows users to delete artifacts.

Manage Personal API Key: Controls API access for integrations.

Setting	Definition
Deny or Allow	Allows users to generate and manage a personal API key.

Business Unit Assignments & Email Notifications

Role-Based Access Control (RBAC) permissions define what actions a user can perform within the platform. Business unit assignments are managed separately and are not governed by RBAC permissions. Access to specific business units is configured independently of a user’s role.

Additionally, file upload emails and alert notification emails are selected and managed outside of RBAC permissions. Notification preferences do not grant or restrict access to features and must be configured separately.