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Team member roles and access levels

Team member roles and access levels

To meet your practice’s unique needs, we offer various team member roles with different access levels.

Before you begin adding new team members, you can use this guide to learn about each role to help you decide what’s appropriate for your team. After reviewing the roles, see Adding and managing team members to learn how to add and manage team members. 

Note: The ability to add team members is only available on the Plus plan. Clinician roles are an additional $59/month per clinician. The Biller, Scheduler, and Supervisor roles are free, while the non-clinician Practice Manager role is $39/month per person.

In this guide, we’ll cover: 


Selecting the right role and access level for a team member

Account Owners can grant team members different clinician and non-clinician roles so they can have the access levels they need.

In many private practices, the same team member manages scheduling and billing. To accomplish this in your account, you can assign multiple roles to one team member.

You can review each role below to make sure that you’re assigning the appropriate permissions to your clinicians, and that your administrative staff has the necessary access. 

Note: Once a team member has been added to your account as a clinician, you can't remove the clinician role to grant them non-clinician access only. If a non-clinician team member was previously granted clinician access, you'll need to delete this team member and re-invite them as the desired non-clinician role(s). For additional details, see: Updating a team member’s role.


Clinician roles

Below, you’ll find information about each clinician role you can choose. Every clinician role added after the Account Owner is an additional $59/month per clinician. 

Account Owner

  • This role is given to the individual who started the SimplePractice account, and includes full access to all clients, documentation, and reports for the group practice account. 
  • The Account Owner has exclusive access to the Subscription Information settings, the annual Tax Report, and generating data exports.
  • If the Account Owner role is better suited for someone else, you can reach out to our Customer Success team to help you transfer account ownership.

Important: We do not recommend sharing your login credentials with anyone, not even to pass account ownership to another individual. Sharing login credentials to transfer account ownership to another individual can impact the integrity of your signed documentation, reports, payroll data, and is a violation of our Terms of Service.

Clinician with Administrator Access

  • This role has access to all practice settings except for the Subscription Information, Team Members, Demo Data, Business Documents, and Data Export pages
  • This role has full access to all clients, including clinical documentation and billing. This role also has access to all reports except for the annual Tax Report
  • This role is typically granted to the co-owner of a practice or an administrator who needs this level of access.

Note: If your office manager, Biller, or Scheduler requires greater account access, you also have the option to give them Practice Manager permissions. For more information, see Non-clinician roles.

Clinician with Full Client List Access

  • This role can add documentation, manage billing, and schedule appointments for their own clients. 
  • This role has limited access to all other clients’ charts and appointments. They can view other clients’ profiles and appointments, but will not be able to see progress notes, chart notes, or billing information for clients that are not their own.

Clinician with Basic Access + Billing

  • This role can add documentation, manage billing, and schedule appointments for their own clients. 
  • All other clients in the practice will be hidden from their view. All reports available to this team member role will only show related to them.

Clinician with Basic Access

  • This role can add documentation and schedule appointments for their own clients. 
  • All other clients in the practice will be hidden from their view.
  • This role does not provide access to billing, client balances, appointment fees, or financial reporting. Any billing that isn't automated needs to be completed by a Biller, Account Owner, or Clinician with Administrative Access.

Tip: This role is commonly given to interns or pre-licensed clinicians. 

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For an in-depth chart showing what each clinician role can see or do, download our Clinician Access Level guide.


Non-clinician roles

There are 4 non-clinician roles that you can grant within SimplePractice: 

  • Practice Manager
  • Supervisor
  • Biller
  • Scheduler

Supervisors, Billers, and Schedulers are free to add to your subscription on the Plus plan, while the Practice Manager role is an additional $39/month per person. Please note that you can grant this role in addition to other roles – so you can grant the level of access each individual needs. If this role is paired with a clinician role, you’ll only be charged the rate of $59/month for an additional clinician.

Note: You can add team members and manage their access levels by navigating to Settings > Team Members. If you previously granted an office manager clinician access but you’d like to give them Practice Manager access only, you’ll need to delete this team member and re-invite them as a Practice Manager. This role is only available on the Plus plan. For more information, see Adding and managing team members.

You can grant a team member more than one role. As an example, a team member can be both a Scheduler and a Biller. As another example, an existing Clinician with Administrator Access can also be a Supervisor.

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Important: Access to the SimplePractice mobile app requires a clinician role. Practice Managers, Schedulers, Billers, and Supervisors cannot log in to the mobile app unless they also have a clinician role.  

Practice Manager 

  • The Practice Manager has access to all practice settings, except for the Subscription Information and Data Export settings that are reserved for the Account Owner
    • Practice Managers can add, update, and delete team members, as well as customize templates for the practice
    • Practice Managers can also change the payout schedule, statement descriptor, bank account, and the addresses on-file for the practice’s Online Payments account
      • Note: Any additional changes to the Online Payments account must be requested by the Account Owner or the business representative on-file
  • Practice Managers have permission to:
    • View the calendar, all appointment details, and each clinician’s availability
    • View and edit all client demographic and billing information, and manage all contacts
    • Manage all administrative notes and uploaded documents, including ones that were uploaded by another team member
    • View the Account Activity log for the practice
    • View and export all Reports included in the Billing, Appointments, and Insurance sections
    • Secure Message with all clients and team members
  • Account Owners can also grant additional permissions to a Practice Manager:
    • Access to view all clients’ chart notes and the ability to add, edit, and delete chart notes that they created
    • Access to view, print, and download all completed client questionnaires
    • Access to view, print, and download all client clinical documentation, including progress and psychotherapy notes, assessments, diagnosis & treatment plans, mental status exams, and any attachments
    • Access to the financial dashboard and Reports included in the Income section

Tip: You can pair the Practice Manager role with the Biller and/or Scheduler roles if needed.

Supervisor 

  • This role is intended exclusively for those who are supervising pre-licensed clinicians. When a Supervisor is added to the team and a pre-licensed clinician is assigned to their supervision, all progress notes written by the Supervisee will be sent to the Supervisor for signature.
  • The Supervisor will only have access to their own clients and their Supervisee’s clients.
  • Supervisors have permission to:
    • View the calendar and appointment details for their Supervisee’s clients.
    • View and edit appointment fees for their Supervisee’s appointments.
    • View the client list and edit their Supervisee’s clients.
    • View, sign, lock, and request edits of their Supervisee's progress notes.
    • View, update, or attach documents to notes for their Supervisee’s clients.
    • Upload files to their Supervisee’s client charts.
    • View and edit the Billing and Insurance tab of their Supervisee’s clients.

Note: While a Supervisor can supervise an unlimited number of pre-licensed clinicians, a pre-licensed clinician can only have one Supervisor at a time. For more details about adding a Supervisor, granting Supervisor privileges to an existing team member, or how a Supervisor reviews and signs notes, review this guide: Adding a Supervisor to review and sign notes.

Biller 

  • This role has limited access to all client charts in the group account. Billers can create and send billing documents to any client, process payments for any client, access billing-related reports, and manage payroll.
  • Billers do not have access to any progress notes, chart notes, or practice settings outside of the Billing and Services and Insurance pages.
  • Billers have permission to:
    • Create and edit all billing documents: invoices, statements, superbills, and CMS-1500 claim forms.
    • Submit insurance claims.
    • View the calendar.
    • View client diagnoses.
    • Manage client balances.
    • Add insurance payments.
    • View payment reports.
    • Process Stripe refunds.
    • Add and update client contact and demographic information.
    • View their own activity in the Account Activity log.
    • Access reminders.
    • Access Reports.
    • Secure Message with all clients and team members.

Scheduler

  • This role has a limited view of all client charts within the practice. They can manage appointment requests and schedule, modify, and delete appointments for any clinician on the team.
  • Schedulers have permission to:
    • Create clients and edit existing client information.
    • Assign clinicians to any client in the practice.
    • Schedule appointments and edit appointment details.
    • Modify a clinician's Availability calendar.
    • View their own activity in the Account Activity log.
    • Access reminders.
    • Approve or deny appointment requests once logged into the account.
    • Secure Message with all clients and team members.
    • Billing-related permission:
      • Ability to add and delete payments for any client.
      • Manage invoices and statements for any client.
      • View billing-related reminders.

Note: An Account Owner, Practice Manager, or Clinician with Administrator Access will need to first enable online appointment requests within Settings > Client Portal before Availability can be added or modified. See Enabling online appointment requests to learn more.

Billers, Schedulers, and Supervisors have access to upload documents to client charts, but they can only see documents that they upload. Practice Managers and clinicians can view all documents uploaded to client charts.


Granting specific client access for a clinician

Having client access means that you're either the Primary Clinician for a client, or you've been granted access to that client. Access to a specific client can be granted by the client's Primary Clinician or any Clinician with Administrator Access in the practice, as well as a Practice Manager. Granting client access to another clinician in your practice allows you to collaborate with that clinician.

To grant specific client access to a clinician:

  • Navigate to a client's Overview page > Edit
  • Check the box next to the clinician's name for whom you're granting access

clinicianacces.simplepractice.clientinfo.png

  • Click Save Client

Updating a clinician’s access level

To update a clinician's access level:

  • Navigate to Settings > Team Members
  • Click the name of the team member you'd like to change
  • Select the checkbox for the access level you'd like to switch them to
  • Click Update Team Member

Keep in mind that Clinicians with Basic Access + Billing will only be able to see client and appointment information for other clients in your practice if they’re granted access to that client by the client's Primary Clinician.


Account settings and reports access for team members

Each team member role has a unique view of the Account Settings and Analytics pages. 

For the Account Settings page, team members will see accessible links in blue, while inaccessible links will be in gray. For the Analytics page, team members will only see the reports they have access to.

If a team member needs access to a setting or report that isn’t included in their role, the Account Owner or Practice Manager can update their role from Settings > Team Members. Below, you can see what's available at each access level.

Account Owner view of the Settings page:

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Account Owner view of the Dashboard page:

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Account Owner view of the Reports page:

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Clinician with Administrator Access view of the Settings page:

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Clinician with Administrator Access view of the Dashboard page:

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Clinician with Administrator Access view of the Reports page:

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Clinician with Full Client List Access view of the Settings page:

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Clinician with Full Client List Access view of the Dashboard page:

fullclientlist.simplepractice.dashboard.png

Clinician with Full Client List Access view of the Reports page:

fullclientlist.simplepractice.reports.png

Clinician with Basic Access + Billing view of the Settings page:

basicaccesbilling.simplepractice.settings.png

Clinician with Basic Access + Billing view of the Dashboard page:

basicaccesbilling.simplepractice.dashboard.png

Clinician with Basic Access + Billing view of the Reports page:

basicaccesbilling.simplepractice.reports.png

Clinician with Basic Access view of the Settings page:

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Clinician with Basic Access view of the Dashboard page:

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Clinician with Basic Access view of the Reports page:

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Practice Manager view of the Settings page:

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Practice Manager view of the Dashboard page (without access to the financial dashboard):

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Practice Manager view of the Reports page (with access to the financial dashboard):

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Supervisor view of the Settings page:

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Biller view of the Settings page:

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Biller view of the Dashboard page:

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Biller view of the Reports page:

reports.simplepractice.biller.png

Scheduler view of the Settings page:

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Scheduler view of the Reports page:

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