In a group practice, multiple team members may need access to a client’s profile. Some team members may also need to be restricted from viewing a client’s profile and data throughout their account.
We have multiple workflows to suit your needs for your client’s data. To begin, see the questions below.
Does your client:
- See multiple clinicians frequently?
- Have recurring services for different specialties?
- Require different diagnosis codes for certain claims?
If you answer Yes to one or more of the above, you may be interested in having multiple client profiles for the same client. For more information, see Setting up multiple profiles for one client.
If you answer No, see the section below.
Depending on their role, a team member can have various levels of access to the client’s profile or data. Practice managers, practice schedulers, and practice billers can typically access data for all clients in your practice.
Note: For more information on access levels for these roles, see Administrative roles available for team members.
Certain laws, such as CA AB 352, require additional protection for a client’s data. Do you need to make sure that a certain practice manager, practice scheduler, and/or practice biller has no access to the client’s profile and data throughout their entire account?
If you answer Yes to the above question, you can:
- Turn on restricted access for the client with the instructions here: Restricting access for a client’s profile
- Revoke administrative access for the practice manager, scheduler, or biller with the instructions here: Granting and revoking administrative access
Both steps must be done in order and are required to ensure that the team member has no access.
If you answer No and would like to manage clinicians’ access instead, see the section below.
You can manage access for clinicians without having restricted access for the client. Depending on the specific role they have, the clinician may be able to view the client’s profile or data without explicitly being granted access:
- Clinicians with full client list access will be able to see the client’s name in their Clients and contacts tab
- Clinicians with entire practice access will be able to view the client’s profile and data throughout their account
Note: For more information on access levels for clinicians, see Clinician roles available for team members.
Certain laws, such as CA AB 352, require additional protection for a client’s data. Do you need to make sure that these types of clinicians have no access to the client’s profile and data throughout their entire account?
If you answer Yes to the above question, you can:
- Turn on restricted access for the client with the instructions here: Restricting access to a client’s profile
-
Revoke administrative access for the clinician with the instructions here: Granting and revoking administrative access
- When administrative access is revoked, clinical access is also revoked for the clinician
Both steps must be done in order to ensure that the clinician has no access.
If you answer No, but still have clinicians with basic access or billing access that shouldn’t access a client, note that these types of clinicians won’t be able to access clients other than their own by default.
If you'd like to grant clinicians with full client list access, billing access, or basic access the ability to fully view a client's profile and data, or revoke this ability if they currently have it, see Granting and revoking clinical access.