Granting and revoking access to a client’s profile

If you’re part of a group practice, you can make sure that team members have appropriate access to a client’s profile through the client’s Privacy tab. Below, we’ll cover:

• Granting and revoking clinical access
• Granting and revoking administrative access
• Why can’t I grant or remove access for a team member?

Granting and revoking clinical access

In SimplePractice, each client is assigned one primary clinician, who has full access to the client’s profile and data. 

Note: Clients who see multiple clinicians can have multiple profiles, each with its own primary clinician. For more information, see Setting up multiple profiles for one client.

Other clinicians can be assigned as a clinician with access for a client, which will allow them to:

• Fully access the client’s profile and data
• Reassign the primary clinician
• Grant access to other clinicians so they can view the client’s profile and data in full

By default, the Account Owner and clinicians with entire practice access are listed as clinicians with access for all clients. A clinician with full client list access, basic access, and billing access will need to be manually assigned as a clinician with access for each applicable client.

For more information on default access levels for clinicians, see Clinician roles available for team members.

Only the following team members can manage clinical access for a client:

• The Account Owner
• The client’s primary clinician
• Clinicians granted access
• Practice managers
• Practice schedulers

To do this:

1. Navigate to the client’s Overview > Edit
2. Click Privacy
3. Select Manage

Note: If restricted access is turned on for a client, click Manage next to Clinical.

4. To update the primary clinician, select the new primary clinician from the dropdown menu

Important: If the client is restricted, only clinicians that currently have administrative access for that client can be assigned as the primary clinician. To make sure they have administrative access granted, see Granting and revoking administrative access.

5. Check the box to grant clinical access to the client, or uncheck it to revoke clinical access

Note: Restricted access and administrative access settings determine whether a team member can be checked or unchecked for clinical access. For more information, see Why can’t I grant or revoke access for a team member?

6. Click Save

Checked clinicians will be listed under Clinicians with access in the client’s Privacy tab.

Granting and revoking administrative access

The following team member 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.

By default, all administrative team members will be able to view all client profiles within the limitations of their role. They may also be able to view and manage the client’s data in other areas of their account, such as the calendar or reports. To learn more, see Clinician roles available for team members and Available administrative roles for team members.

To prevent specific administrative staff or clinicians from accessing a client’s profile or data, you must first enable restricted access for the client. To turn this on, see Restricting access to a client’s profile.  

Important: If administrative team members no longer have access to a client, they won’t be able to perform any of their role’s actions for the client. For example, if a biller has no access to a client, the biller will be unable to charge that client or manage claims and payments for them. 

After turning on restricted access, only the Account Owner can manage administrative team member access for a client:

1. Navigate to the client’s Overview > Edit
2. Click Privacy
3. Select Manage next to Administrative

4. Check the box to grant administrative access to the client, or uncheck it to revoke administrative access

Note: Restricted access and clinical access settings determine whether a team member can be checked or unchecked for administrative access. For more information, see Why can’t I grant or revoke access for a team member?

5. Select Save

Important: Revoking administrative access for a clinician will automatically revoke their clinical access as well. This will make sure that the clinician will be unable to view and manage the client’s data throughout their account. 

Only administrative team members with access to the profile will be listed under Administrative in the client’s Privacy tab. 

Why can’t I grant or revoke access for a team member?

If restricted access is turned on for a client, there are certain conditions that will disable the checkbox needed to grant or revoke clinical or administrative access for a team member.

You can view the table below to understand how clinical and administrative access can be managed for each role.

Important: Clinical and administrative access can never be revoked for the Account Owner and the team member assigned as the primary clinician.  The primary clinician can be reassigned to manage their access.