Restricting access for a client’s profile

If certain team members shouldn’t have access to a client’s profile and data anywhere in their account, restricted access can be turned on for that client. Below, we’ll cover:

• What should I know about restricting access to my client’s profile?
• Turning on restricted access for a client’s profile
• Turning off restricted access for a client's profile

What should I know about restricting access to my clients’ profile?

If state based regulations require enhanced protections for a client’s data, such as CA AB 352, restricted access can be enabled for that client.

Below is some information you should know before turning on restricted access for a client.

Managing team member access

By default, all team members with administrative access can access all client profiles and applicable data within the capacity of their role.The following roles can have administrative access:

• Practice manager
• Practice biller
• Practice scheduler
• Clinicians with entire practice access
• Clinicians with full client access

Note: The clinician roles above can have administrative access as their roles include the same administrative functions for practice managers, practice billers and practice schedulers.

Restricted access must be turned on to revoke the team member’s access to a client throughout their account.

When administrative access is revoked for a clinician with entire practice access or full client list access, their clinical access is also revoked. This ensures that the clinician can’t access the client’s data at all. For more information, see Granting and revoking administrative access.

Clinicians with basic access or billing access can’t view a client unless they are explicitly granted clinical access. If you only need to prevent these clinicians from viewing a client, restricted access won’t be necessary.

Removing access to client data

Team members that aren’t allowed administrative and clinical access to a restricted client will no longer be able to view and manage the client’s profile and associated data anywhere in their account. This includes, but is not limited to, the client’s data in their:

• Activity logs
• Analytics and reports
• Calendar
• Billing and insurance
• Secure Messages
• Tasks and notifications

Note: See the Limiting access to Analytics dashboard and reports section to learn more on how restricted clients affect team members’ views for Analytics and Reports.

When a team member doesn’t have access to a restricted client, they won’t be able to perform any of their role’s actions for the client. They also won’t be able to access most data that’s associated with the restricted client, even if that data also covers other clients.

For example, if a biller has no access to a restricted client, the biller will be unable to charge that client or submit claims for them. If there’s an insurance payment that covers the restricted client’s appointments, the biller won’t be able to manage that insurance payment, even if that insurance payment covers other clients’ appointments.

Limiting access to Analytics dashboard and reports

When a team member other than the Account Owner views a report or Analytics snapshot, it won't include data for restricted clients. However, there’s an exception for the Income allocation report, as the aggregate totals in these two reports will include data from restricted clients, regardless of which team member is viewing them.

If there are restricted clients in your practice, your ability to export a report (i.e. the Income allocation report) may be affected.

Our team is working to ensure that each team member will be able to view the reports with the restricted clients they can access.

Turning on restricted access for a client’s profile

Only the following team members can turn on restricted access for a client:

• The Account Owner
• The client’s primary clinician
• Clinicians with entire practice access
• Practice managers
• Practice schedulers

To do this:

1. Navigate to the client’s Overview > Edit
2. Click Privacy
3. Select Turn on next to Restricted access

4. Review how the client’s data is affected by restricted access, then click Turn on

When restricted access is turned on, the Account Owner will receive an email and in-account notification. The status will also be reflected with the Restricted access on button at the top of the page.

After turning on restricted access, team member access can be managed to indicate who's able to view the client’s profile and data in their own account. For more information, see Granting and revoking access to a client’s profile.

Turning off restricted access for a client’s profile

If restricted access was incorrectly enabled for a client’s profile, it can be turned off. 

Important: When turning off restricted access, make sure that this complies with applicable federal and state privacy laws, including but not limited to CA AB 352. If additional or more specific guidance is required, please reach out to your legal counsel and/or licensing board.

Like turning on restricted access, only the Account Owner, client’s primary clinician, clinicians with entire practice access, practice managers, and practice schedulers can turn this off.

To turn off restricted access:

1. Click Restricted access on
2. Select Turn off

3. Review the acknowledgements for turning off restricted access
4. Check the box for I acknowledge the above and have the authority to turn off these restrictions
5. Select Turn off