Roles and Permissions

Vision Examination Portal · Annual Vision Examination and Level III Review

Reference document

Issued today

This document defines what each role in the Vision Examination Portal is permitted and not permitted to do. Seven roles exist: Platform Administrator, Clinic Site Administrator, Examiner, Level III Examiner, Company Administrator, Company Record Recipient, and Inspector. One further capability, Account Owner, is not a role but an attribute held alongside one: it marks who pays, and it grants billing visibility only. Every action is attributed to a named user with a timestamp, and no record is ever deleted.

Two sides, two scopes. A clinic site performs examinations. Demo Vision Clinic is a clinic site, and other clinics may be onboarded as their own. A company employs the personnel being examined; it authorizes the examination and receives the finished record. Clinic site roles are scoped to one site and its client companies. Company roles are scoped to one company. Neither side can act as the other: the site cannot sign an authorization for a company, and the company cannot enter a result or influence a determination.

Platform Administrator

The software provider. Onboards clinic sites and holds no clinical or company role.

Can

✓Create a clinic site and name its first Clinic Site Administrator
✓Suspend or close a clinic site, and transfer site administration when an administrator leaves
✓Configure platform-wide settings — retention periods, attempt limits, examination catalog, and the pass rule held for each certification standard
✓View operational and billing counts per site — volumes, statuses, seats
✓Read the audit trail for support and incident investigation, with that access itself logged
✓Restore a site's access after a lockout or failed migration

Cannot

✗Open examination results, notes, or determinations as routine work
✗Create an examination, sign anything, or record a determination
✗Issue or sign an employer authorization
✗Deliver a record to a company, or add itself to a company's recipient list
✗Move personnel or records between clinic sites or between companies
✗Delete a record, a site, or any audit history

Clinic Site Administrator

Runs one clinic site. Does not perform examinations and does not decide them.

Can

✓Invite a Company Administrator to register a client company with this site
✓Invite examiners and Level III Examiners to this site, assign roles, revoke access, reissue invitations
✓Add an employee as a walk-in when no authorization has arrived yet, flagged Authorization pending
✓Scan an authorization form or employee badge to open the right person
✓Assign or reassign the Level III Examiner for a record at this site
✓View every record at every stage for this site's client companies
✓Re-send an approved record to the company, with a logged reason
✓Attach an employer authorization that arrives after the examination
✓View this site's audit trail and export its reports
✓Correct clerical fields — name spelling, badge number — with a logged reason, including after determination; never a result, signature, or determination

Cannot

✗See any company, person, or record belonging to another clinic site
✗Issue or sign an employer authorization — only the Company Administrator can
✗Clear an Authorization pending flag without the company's signed form
✗Set or change a company's certification standard — it comes from the company's written practice
✗Enter or alter clinical results — Jaeger lines, correction, test distance, Ishihara counts
✗Sign as Inspector, Examiner, or Level III Examiner
✗Approve, deny, or overturn a Level III determination
✗Return a record to the Examiner, or authorize a re-examination beyond the attempt limit — both belong to the Level III Examiner
✗Release a record, or stop the release of an approved one — release is automatic
✗Change a company's own recipient list, or remove an employee from the company's roster
✗Delete a record, erase audit history, or modify a signature once captured

Examiner

Performs the examination and records what was measured.

Can

✓Create a new examination for personnel of a client company of their own clinic site
✓Scan the authorization the employee presents, or their badge, to open the right person
✓Add a walk-in employee so the examination can proceed, flagged Authorization pending
✓Enter role level, job function, Jaeger and Ishihara results per eye, correction used, test distance, and notes
✓Capture the Inspector signature and their own Examiner signature at the time of examination
✓Save a draft and edit it freely before submission
✓Choose a different certification standard for one examination, with a logged reason — the record is flagged for the Level III Examiner
✓Attach the employer authorization the employee presented
✓Submit the completed record to the assigned Level III Examiner
✓View records they created, including the final determination
✓Perform a re-examination when a record is returned to them

Cannot

✗Edit a record after submission — it must first be returned by the Level III Examiner
✗Approve their own examination or record any Level III determination
✗Release a record to a company
✗See records created by other examiners, or anything belonging to another clinic site
✗Issue or sign an employer authorization, or proceed without recording that one is missing
✗Invite users, change roles, or change record recipients
✗Alter a captured signature or the audit trail

Level III Examiner

The determining authority. Reviews and decides; does not collect results.

Can

✓Open any record assigned to them and see all results, notes, signatures, and attachments
✓Record one determination: Approved, Further evaluation required, or Not approved
✓Enter a mandatory reason and required action for any outcome other than Approved
✓Set when a re-examination is permitted — immediately, after referral documentation, or after a waiting period
✓Sign the determination
✓Return a record to the Examiner for correction or re-examination, with a reason
✓Authorize a re-examination beyond the permitted attempt limit, with a written reason
✓Perform a re-examination personally, acting as the performing Examiner on a new linked record
✓Set or confirm the next examination due date
✓Attach the employer authorization if it arrives at review time

Cannot

✗Enter or change the measured results on a record they are reviewing — data errors go back to the Examiner
✗Sign on behalf of the Inspector or the Examiner
✗Change the certification standard a record is judged under
✗Change a determination once signed — a superseding record is created and both are retained
✗Review a record they personally performed, when another Level III Examiner is available
✗Perform and determine the same examination without a signed dual-role attestation and a permanent disclosure stamp
✗Deliver a record to a company, or manage users, companies, and recipients
✗Edit the locked original record when creating a re-examination

Company Administrator

The employer's authorizing administrator. Owns the roster and the authorization; never touches the examination.

Can

✓Register the company after being invited by a clinic site
✓Add, edit, and deactivate their own employees
✓Create, sign, and issue the employer authorization for an annual vision examination
✓Print the authorization with its scannable code for the employee to present at the site
✓Set the authorization's valid-from and valid-through dates and a billing reference
✓Issue a late authorization to close an Authorization pending flag raised by the site
✓Withdraw an authorization that has not yet been used
✓Set and change the company's certification standard — NAS 410, EN 4179, or SNT-TC-1A — as stated in its written practice
✓Name and change their own company's Record Recipients
✓View and print released records for their own employees, with determination and next-due date
✓See their roster with current status and upcoming expirations
✓See the outcome of every determined examination of their own employees — Not approved or Further evaluation required means not cleared to inspect

Cannot

✗See any other company's personnel or records
✗See a record before the determination releases it — no in-progress or in-review visibility
✗See the results, reason, or notes behind an outcome other than Approved — the status only
✗Enter results, sign as anyone, or influence a determination in any way
✗Choose or pressure which Examiner or Level III Examiner handles a record
✗Request a re-examination directly — eligibility is set by the Level III Examiner
✗Withdraw an authorization already used for a completed examination
✗Edit or delete a released record, or remove the pending flag themselves

Company Record Recipient

A read-only recipient at the company — safety, HR, or quality. Receives records but does not authorize.

Can

✓Receive approved records for personnel at their own company only
✓View and download those approved records with determination, date, and next-due date
✓See the roster of their own personnel with current status and upcoming expirations
✓See the outcome of every determined examination at their own company, including Not approved and Further evaluation required, as a status only
✓Acknowledge receipt of a delivered record
✓See that a delivered record was a re-examination, and the number and reason of the original

Cannot

✗See records for any other company
✗See records in progress or in review, or the results and notes behind an outcome other than Approved
✗See examiner working notes beyond what appears on the final record
✗Create examinations, enter results, sign anything, or influence a determination
✗Create, sign, or withdraw an employer authorization — that is the Company Administrator's
✗Add, edit, or deactivate employees on the roster
✗Invite users, change roles, or reassign examiners
✗Edit or delete a record they received

Inspector

The person being examined — NDT, visual inspection, or other covered personnel.

Can

✓Sign their own examination at the time it is performed
✓View their own completed records, determinations, and next-due dates
✓Print or download their own approved record
✓See who their record was delivered to, and when
✓See the stated reason when a determination requires further evaluation

Cannot

✗Enter, edit, or influence any result or note
✗See any other person's record, including coworkers at the same company
✗Approve anything, deliver anything, or re-sign after submission
✗Delete, hide, or withdraw a record once signed
✗Request a re-examination directly, or choose who examines them

Account Owner

An attribute, not a role. Marks the person who pays for the system and bills the client companies — typically the Level III Examiner who bought it for his own business. It is held alongside whatever role that person already has, and adds nothing to it but billing.

Can

✓Set the rate charged to each client company — per examination, per inspector examined, or a monthly retainer
✓Raise a draft invoice from completed work, review what is on it, and issue it
✓Record payments received, and see what is outstanding or past due
✓Set the remit-to details, payment terms, and footer that appear on every invoice
✓See billing history for every client company of their own account

Cannot

✗Create an examination, enter a result, sign anything, or record a determination — paying for the system adds no clinical power to the role already held
✗Alter or delete a record, invite users, change roles, or reassign a Level III Examiner
✗Change what an invoice already issued to a client contains — it is voided or credited, never quietly amended
✗Apply a new rate to work already done — a charge keeps the rate agreed on the day of the examination
✗Bill for an examination that was never determined, or bill the same examination twice
✗See any company, person, record, or billing history belonging to another account

Permission matrix

Action	Platform	Site Admin	Examiner	Level III	Company Admin	Recipient	Inspector	Owner
Create or close a clinic site	Yes	No	No	No	No	No	No	No
Invite a company to this site	No	Yes	No	No	No	No	No	No
Invite examiners to this site	No	Yes	No	No	No	No	No	No
Add an employee	No	Walk-in	Walk-in	No	Yes	No	No	No
Issue and sign the authorization	No	No	No	No	Yes	No	No	No
Withdraw an unused authorization	No	No	No	No	Yes	No	No	No
Scan an authorization or badge	No	Yes	Yes	Yes	No	No	No	No
Create an examination	No	No	Yes	Re-exam	No	No	No	No
Enter or change clinical results	No	No	Yes	Re-exam	No	No	No	No
Sign as Inspector	No	No	No	No	No	No	Yes	No
Sign as performing Examiner	No	No	Yes	Re-exam	No	No	No	No
Record the determination	No	No	No	Yes	No	No	No	No
Set re-examination eligibility	No	No	No	Yes	No	No	No	No
Return a record to the Examiner	No	No	No	Yes	No	No	No	No
Release an approved record	No	Re-send	No	Auto	No	No	No	No
View every record at this site	No	Yes	Own	Assigned	No	No	No	No
View another site's records	No	No	No	No	No	No	No	No
View own company's released records	n/a	n/a	n/a	n/a	Yes	Yes	No	No
See own employees' outcome status	n/a	n/a	n/a	n/a	Yes	Yes	No	No
View own record only	n/a	n/a	n/a	n/a	n/a	n/a	Yes	No
Manage the company roster	No	No	No	No	Yes	No	No	No
Set the company's certification standard	No	No	No	No	Yes	No	No	No
Use a different standard on one exam	No	No	With reason	Re-exam	No	No	No	No
Name the company's recipients	No	No	No	No	Yes	No	No	No
Correct clerical fields	No	With reason	Pre-submit	No	Own roster	No	No	No
Authorize attempts past the limit	No	No	No	Yes	No	No	No	No
Read the audit trail	Support	This site	No	No	No	No	No	No
Delete a record	No	No	No	No	No	No	No	No
Set a client company's rate	No	No	No	No	No	No	No	Yes
Raise or issue an invoice	Support	No	No	No	No	No	No	Yes
View an issued invoice	Support	No	No	No	Own	No	No	Yes
Record a payment received	Support	No	No	No	No	No	No	Yes

Yes — permitted No — blocked A condition — permitted only in that case n/a — not applicable to the role

Rules that apply to every role

1No self-review. The person who performed an examination cannot determine it while another Level III Examiner is available. Where they are the only Level III Examiner assigned, a signed dual-role attestation and a permanent disclosure stamp are required.
2Signatures are immutable. Once captured, a signature is never edited or reused. Corrections produce a new signed record.
3Only approved records leave the system; the outcome always does. Release happens when the Level III Examiner commits the determination — there is no manual send step. For Further evaluation required or Not approved, the company receives the status only — not cleared to inspect — never the results, reason, or notes.
4Two-sided isolation. Company roles see only their own company. Clinic site roles see only their own site and its client companies. No role sees across two clinic sites.
5The employer authorizes, the site examines. Only a Company Administrator can create and sign an authorization. The clinic site can never sign one on the company's behalf, and the authorization does not direct or influence the result.
6A missing authorization is recorded, not hidden. A walk-in added by the clinic site is flagged Authorization pending and stays flagged, visibly to both sides, until the company issues the signed form.
7Barcodes carry identifiers only. A scannable code encodes an authorization or badge number and nothing else — never a name, date of birth, result, or determination.
8Nothing is deleted. Records are voided or superseded with a reason. The audit trail is append-only.
9Locked on determination. A record freezes when the determination is signed. Results, signatures, and the determination are never edited. A clerical correction, such as a misspelled name, is allowed only with a logged reason. A re-examination is always a new, linked record, never an edit.
10Nothing carries forward. A re-examination inherits identity and job function only. Every clinical field starts empty and must be measured again.
11Attempts are limited. Two re-examinations per annual cycle. Beyond that, the Level III Examiner must authorize with a written reason.
12Everything is attributed. Every stage change records a named user and a timestamp.
13Paying is not a permission. Account Owner opens billing and nothing else. The person who signs a determination does not gain the ability to alter the record around it by also being the one who pays for the system.
14One person, several roles. A person may hold more than one role — for example Level III Examiner and Clinic Site Administrator, with Account Owner alongside. Each action is checked against the role it needs, and every rule above still applies: one person never performs and determines the same examination except under the no-self-review attestation.
15The company's standard sets the pass rule. Each company certifies to one standard — NAS 410, EN 4179, or SNT-TC-1A — set by its Company Administrator from its written practice. Each new examination starts on it. An examiner may choose a different standard for one examination only with a logged reason, and the record is flagged for the Level III Examiner. The standard used is stamped on the record, and a later change never re-judges a determined record.

Vision Examination Portal — Roles and Permissions reference. Prototype documentation; not a regulatory instrument. Software provided by De Jesus Platform Works, LLC.