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

If the Can access all clients permission is enabled for the Practitioner role, then all users assigned to that role will automatically have access to all client profiles.

However, if there's another practitioner (or user) assigned to a different role that does not have the Can access all clients permission enabled, that's when the Access Control section on an individual client profile becomes useful. You can check the box for that specific user to grant them access to that client without giving them access to all clients in the system.

To see the Access Control dialog for a specific client, open the client's profile and click the Access Control icon.

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.

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.