Manage Client Access

In a clinic environment, you often need to assign clients to a specific practitioner or share a client's file with multiple practitioners. Here are the different ways you can manage access to clients.

IMPORTANT:

• The admin account will always have access to all clients.
• Any given client file is always "owned" by a single practitioner, even though access can be granted to multiple practitioners.

Let's look at the different ways you can control who owns or have access to a client's records.

Create the Client in the Proper Account

• The most common way to assign a client to a provider is when the client is created. 
• Clients can be created manually in the Clients tab, or automatically when you send a form or create an appointment. 
• Ensure that you create the client in the proper account and, by default, the client will only be visible to that account (and the admin account).

Use Form URLs

• When using intake forms in your website or on office tablets, you can use one form URL per practitioner.
• This ensures that when a client submits an intake form, they are routed to the correct practitioner. 
• To get URLs for a specific form, please refer to the following article: Get the Public URL of an Intake Form.

Use Rules

• Use the rules feature to let the client indicate through an intake form which practitioner they should be assigned to. 
• Please read the following article for instructions on how to set it up: Assign Clients to Practitioners Via Form Rules.

Client Access Control

• The Client Access Control dialog gives you the ability to change the client ownership and share the client with other practitioners. 
• Specify who owns the client file, or indicate that the client can be accessed by all practitioners in the clinic, or grant access to specific practitioners.
• To see the Access Control dialog for a specific client, open the client's profile and click the Access Control icon.

Use Roles and Permissions

• If you need certain practitioners to have access to all clients in the clinic, you can create a new Role that has the permission Can access all clients turned on. 
• To learn more about roles and permissions, see the following article: Set User Permissions.