đĽď¸ For practice admins using Practice HQ on the web. Managing a client's care team needs the Caseload permission.
This article explains which providers can see a client, and shows you how to add other clinicians to a client's care team, change or end their access, and what a supervisor sees of a supervisee's clients.
In this article
1. Who can see a client
Providers don't see each other's clients by default. A client is visible to:
Their primary provider.
Providers on the client's care team.
The supervisor of a provider who is treating them, if your practice uses supervision. See Client visibility for supervisors.
If your practice is set up in Charter School mode, students belong to the practice, so any provider can find and open a student's chart.
Practice HQ staff see clients according to their own Practice HQ permissions, for example Caseload or Clinical records. See Roles and permissions.
2. Opening a client's care team
The care team panel lists every clinician assigned to a client, starting with the primary.
Go to the Clients tab (called Patients if that's your practice's terminology).
Click Manage care team under the client's provider.
The panel header shows the client's current primary. Use Change primary to hand the client to another clinician. See Changing a client's primary provider.
Each clinician shows a status: Active, Starts soon (a future start date) or Inactive.
Each provider also shows their role (Treating or Viewer) and a tick or cross for Messaging, All notes and All documents. A limited assignment flags what's turned off, such as Sessions off, Notes off or Record off.
Dated assignments show their dates, for example "Effective Jun 1 - Jul 1."
Ended assignments are listed under Inactive.
â Good to know: If your practice is set up in Charter School mode, Manage care team opens a simpler panel where you choose the student's Primary provider.
3. Adding a clinician to a care team
Add another provider to treat the client alongside the primary, or to view the record.
Open the client's care team.
Click Add provider.
Choose the Provider. Only active providers who aren't already on this client's care team are listed. A former member shows Was on this team.
Choose a Role (see below).
Set the switches for what this provider can do (see below).
Click Add provider to save.
Role options:
Treating: can book sessions, write notes, sign documents and message the client.
Viewer: can read the client's record. Can't book sessions, write notes or message.
Access switches (all start off):
Messaging: the client and this provider can message each other. Treating providers only.
Other providers' notes: this provider sees session notes and treatment plans written by others. Diagnoses and contact notes are always visible.
Other providers' documents: this provider sees documents and uploads added by others.
If your practice is set up in Charter School mode, only the role and Messaging are shown.
An archived client can't have providers added. The panel shows Providers can't be added. Click Restore to restore the client first.
To assign a former provider again, use Add provider.
4. Changing or ending a clinician's access
Use the menu on a provider's row in the care team to change their access or take them off the care team.
Click Edit role and access. The Messaging, Other providers' notes and Other providers' documents switches save as soon as you change them. To change the role, pick it, review what changes, then click Save role change.
Click Remove from care team in the same menu, then Remove from care team again to confirm. The provider loses access to the client's record. Their past notes, documents and messages stay in the record.
The primary provider can't be removed here. Use Change primary instead.
If something still needs to be resolved, you'll see You can't remove [name] yet with a list of what's left.
This can include upcoming sessions or recurring series with the client, unbilled sessions to bill or waive, unsigned notes, documents waiting for their signature, or a group with the client that they lead or co-facilitate.
Each item links to the place to fix it, such as Scheduling, Billing, Documents or Groups.
If only upcoming sessions are left, click Cancel these sessions and remove [name] to do both in one step.
â ď¸ Important: Archiving a client ends all active care-team access for them. Restoring the client brings back the access that the archive ended. See Archiving and restoring clients.
5. Client visibility for supervisors
If your practice uses supervision, a supervisor sees the clients their supervisee is actually treating.
Clients directly assigned to the supervisee.
Clients where the supervisee is on the care team in a role that allows session work.
Couple and family records the supervisee works with.
Being able to open a client under practice-wide access doesn't, by itself, add them to the supervisor's list.
If your practice is set up in Charter School mode, the supervisor's list is organized into Caseload and Walk-ins. A walk-in student the supervisee has seen in a session may also appear.
For setting up supervisors and supervisees, see Supervision.
Frequently asked questions
Can providers see each other's clients?
Not by default. A client is visible to their assigned provider, and to their supervisor or care-team members where your practice uses those features. In Charter School mode, students belong to the practice, so any provider can open a student's chart.
What's the difference between Treating and Viewer?
A Treating provider can book sessions, write notes, sign documents and, if Messaging is on, message the client. A Viewer can read the client's record but can't book sessions, write notes or message.
How do I give someone temporary cover for a client?
Add them with Add provider as Treating. When the cover ends, use Remove from care team on their row. Care-team assignments don't take start or end dates.
When I change the primary, can the old provider stay involved?
Yes. In Change primary provider, under What happens to [name]?, choose Stays on the care team as a treating provider or Stays on the care team with view-only access.
Why can't I add a clinician to this client?
The client may be archived, or every active clinician is already on their care team. Restore an archived client before adding clinicians.