đĽď¸ For practices in Charter School mode. This article is for clinicians, interns and supervisors working with students from their own Clients list.
This article explains how the open student roster works, the difference between your caseload and walk-ins, and how to switch a student's assignment. It also covers the student's chart, shared psychotherapy notes, and archiving or restoring a student.
In this article
1. The open roster
In Charter School mode, students belong to the school rather than to one clinician.
Every active clinician at your practice can find any active student, open their chart, run sessions with them and write their notes.
This is set on the server, not just hidden on screen. It doesn't depend on who added the student or who their Primary Provider is.
Your Clients list is narrower. It shows students you're the Primary Provider for, students you added, and students you've added with Add to my list. Students a colleague added don't appear in your list until you find them in Quick intake and click Add to my list.
Each student can have one Primary Provider, plus colleagues who have added the student to their own caseload as well.
A student with no Primary Provider is still active. They're open to everyone; they're just not on anyone's caseload as primary.
â ď¸ Important: Anything you write in a student's record can be read by colleagues at your practice. Write with your whole school team in mind.
2. Caseload and walk-ins
Three filters at the top of your Clients list help you find the students you're responsible for.
All: every active student on your list: students on your caseload, students you added, and students you've added with Add to my list. Students who aren't on your caseload show a Walk-in tag in this view.
Caseload: students you're the Primary Provider for, or that you've added to your caseload alongside their Primary Provider.
Walk-ins: every other active student on your list. Walk-in is relative to you: a student on a colleague's caseload is a walk-in for you.
If your caseload is empty, you'll see "No clients assigned as primary". Switch to All to see the rest of your list.
To find a student who isn't on your list, search for them in Quick intake and click Add to my list. See Adding a student with Quick intake.
A school admin can also set or clear a student's Primary Provider from Practice HQ. See Managing your student list.
3. Switching assignment
Use Switch Assignment on a student's chart to take a student on, hand them back, or work alongside their Primary Provider. What it offers depends on your current relationship with the student.
Open the student from your Clients list.
Click Switch Assignment at the top of their chart.
If the window asks for one, add a Reason (Optional).
Click the button the window offers (see the table below) to confirm.
If the student is... | You'll see | What happens |
On nobody's caseload as primary | Switch to Caseload | You become their Primary Provider and are responsible for their ongoing care. |
Yours as Primary Provider | Switch to Walk-In | You stop being their Primary Provider. They're no longer on your caseload, and they have no Primary Provider until someone takes them on. |
On a colleague's caseload as primary | Add to My Caseload | The student joins your caseload too, and you work alongside their Primary Provider. |
Already on your caseload alongside a colleague | Remove from My Caseload | The student becomes a walk-in for you. You can still open their chart and document visits, and existing appointments and other clinicians' assignments stay the same. |
Up to five clinicians can be added to a student's caseload alongside the Primary Provider.
If the student already has a Primary Provider, you can't switch them to your caseload as primary. Ask that clinician to switch the student to walk-in first, or ask a school admin to change the Primary Provider in Practice HQ.
An archived student has to be restored before their assignment can change. See Archiving and restoring a student.
4. A student's chart
A student's chart has a few differences from a regular client chart.
The Client Info tab opens first, in place of the usual personal details. It shows Name, Date of birth, School (with the grade), Gender, Ethnicity/race and Seeking help for. Grade level is its own field when you edit.
To edit, click the edit icon on Client Info, make your changes, then click Save.
Badges at the top show the student's school, My Caseload or Walk-in, and Intake once an intake assessment has been completed.
There are no portal status badges and no invite buttons, because students don't have a portal login.
The Health Dashboard doesn't appear for students.
5. Shared psychotherapy notes
Psychotherapy notes work differently for students: they're shared across your school team rather than private to you.
Every clinician at your practice who can open the student can read their Psychotherapy notes.
Each note shows Created by and, once someone edits it, Last updated by.
They're kept outside the official medical record, and students and people outside your practice can't see them.
đĄ Tip: The disclaimer at the bottom of the Psychotherapy notes panel confirms that a student's notes are shared among all providers in the practice who have access to the student.
6. Archiving and restoring a student
Archive a student when they stop receiving services, for example when they leave the school. Archiving applies to the whole school, not just your list.
Open the student's chart.
Click the settings (gear) icon, then Archive Client.
Review the confirmation and click to confirm. It reminds you that this archives the client for the school.
Review any upcoming appointments before archiving.
Archived students no longer appear in your colleagues' Clients lists either.
Bringing a student back
Click Show archived clients at the bottom of your Clients list.
Open the student. You'll see Archived Client Record, with their personal and school information and their past sessions, treatment plan and documents.
Click Restore, then Restore Client to confirm.
Restoring is immediate. No invitation is sent.
You can also bring back an archived student by finding them in Quick intake and clicking Add to my list.
Archive and restore aren't available on the Practice HQ student list. School admins archive graduating students through Advance Grades. See Advancing grades for a new school year.
Frequently asked questions
Can I see students who aren't on my caseload?
Yes. Choose All or Walk-ins in your Clients list. For a student who isn't on your list yet, search for them in Quick intake and click Add to my list. You can open the chart, run sessions and write notes for any active student at your practice.
What's the difference between a walk-in and an archived student?
A walk-in is active, just not on your caseload. An archived student is no longer active for the school and has to be restored before anyone can work with them again.
A student is on a colleague's caseload. Can I take over?
You can add them to your own caseload with Switch Assignment, alongside your colleague. To become Primary Provider, your colleague switches them to walk-in first, or a school admin changes the Primary Provider in Practice HQ.
Can other clinicians read my psychotherapy notes for a student?
Yes. A student's psychotherapy notes are shared with every clinician at your practice who can open the student, and each note shows who created it.
Do I need to invite a student after restoring them?
No. Restoring is immediate, and students don't have portal accounts to invite.