Administrative roles available for team members

SimplePractice offers several administrative roles for team members who support the operational and billing needs of a practice. Team members can hold multiple administrative roles on top of a clinician and/or supervisor role. They can also be granted additional permissions as needed.

This guide covers the administrative roles available for team members in SimplePractice:

• Practice manager
• Practice biller
• Practice scheduler
• Additional permissions for administrative staff

Note: To review clinician roles, see Clinician roles available for team members.

After reviewing clinician and administrative roles, see Adding and managing team members to learn how to add team members and assign roles. 

Adding team members is only available on the Plus plan. The practice manager role costs $39/month per person for team members without a clinician role. The practice biller, practice scheduler, and supervisor roles are free. For more information, see Pricing for team member roles.

Practice manager

Note: If the practice manager role is added to a team member who already has a clinician role, there will be no additional cost. For more details, see Subscription plan and pricing FAQs.

Practice managers can perform the following actions for all clients in the practice.

Practice managers can access all settings except Plan info, which is restricted to the Account Owner.

Note: Practice managers can update the payout schedule, statement descriptor, bank account, and addresses for the practice’s online payments account. Any other changes must be requested by the Account Owner or business representative. For more information, see Online payments FAQs.

Practice biller

Practice billers have limited access to all client profiles. They can manage billing documents, payments, billing reports, and payroll for all clients.

Practice billers can also:

• View the calendar
• View client diagnoses
• Add and update client contact and demographic information
• View their own activity in the Account Activity log
• Access their own reminders
• Secure Message all clients and team members

Practice scheduler

Practice schedulers have a limited view of client profiles and can manage scheduling-related tasks for all clients.

Practice schedulers can also:

• Edit existing client information
• Assign clinicians to clients
• Modify clinician availability
• View their own activity in the Account Activity log
• Access their own reminders
• Secure Message with all clients and team members
• View documents that have been sent or completed by clients

If your practice has at least one clinician with ePrescribe enabled, Account Owners and practice managers can grant schedulers permission to view active and inactive medications.

When this is enabled, team members with the scheduler role can access the Medications tab in client profiles. Medication access for the scheduler role is view only, so they won’t be able to manage, edit, prescribe, or discontinue medications.

Note: An Account Owner, practice manager, or clinician with entire practice access must enable online appointment requests in Settings > Scheduling > Client Portal permissions before availability can be modified. For more information, see Enabling online appointment requests.

By default, when viewing a client's Files tab, practice schedulers can only see document titles and completion status. They'll also receive reminders for incomplete documents. For more information on the Files tab, see Managing the client's Files tab.

Note: If a team member lacks permission to view or delete documentation attached to an appointment, they won’t be able to delete that appointment. For details, see Deleting an appointment.

Additional permissions for administrative staff

Account Owners can grant additional permissions to administrative team members.

Practice managers can be granted the following permissions:

• View and create chart notes
• View completed questionnaires and scored measures
• View client documents
• Secure message with clients
• View financial dashboards and reports
• Export client data

Practice billers and practice schedulers can be granted the following permissions:

• View and create chart notes
• View completed questionnaires and scored measures
• View client documents
• View intake documents and uploaded files
• View active and inactive medications (schedulers only)
• Secure message with clients

Note: Granting permission to view client documents allows access to progress notes, psychotherapy notes, mental status exams, other documents, diagnoses and treatment plans, and Secure Messaging transcripts.