How to Set Up Practitioner Access

Practitioner Access controls what information users can see and interact with for practitioners, including schedules, tasks, and charts. It also determines access to certain functions, such as copying charts.

Access is configured per user profile and should be reviewed for each practitioner and administrator.

When to Use This

• When setting up a new user profile
• When adjusting visibility between practitioners
• When enabling shared chart access or scheduling support

What You Need 

• Each staff member must belong to at least one Staff Group

   

Permissions 

• Administrator access 
• Permission to edit profiles 

How to Find Practitioner Access

1. Go to Settings
2. Under Staff, select Practitioners or Administrators
3. Open the relevant profile
4. Select the Practitioner Access tab 

Choose an Access Method

You can configure access using one or both of the following:

• Primary Group Access (Recommended)
  • Grants access based on Staff Groups
  • Easier to maintain as staff join or leave
• Individual Practitioner Access
  • Grants access to specific practitioners
  • Required for enabling chart copying between practitioners

How to Set Up Primary Group Access

1. Click + Add Group

    

2. Select a Group from the drop-down
3. Configure access options:
   • Access Schedules & Tasks
     • Admin profiles: Allows viewing schedules, booking appointments, and accessing tasks
     • Practitioner profiles: Allows viewing other practitioners’ schedules and tasks
   • Access Charts
     • Admin profiles: Allows viewing charts (e.g., for exports)
     • Practitioner profiles: Allows viewing charts of practitioners in the group
   • Access Appointment Dates in Charts
     • Allows users to view and assign appointment dates in charts

     • Recommended for any profile with chart access

        

4. Click Add
5. Repeat for each group as needed

Set Up Individual Practitioner Access (Optional)

Use this when you need more granular control, such as enabling chart copying.

1. Click + Practitioner
2. Select the Practitioner(s) from the dropdown 
3. Enable:
   • Access to Copy Last Chart: Allows use of Copy From for charts not authored by the user

4. Click Add

    

   

Set Up Additional Group Scheduling Access (Optional)

This setting adds a drop-down selector on the home page schedule, allowing users to filter by Staff Group so that only specific practitioners are shown. This is especially useful in clinics with many practitioners.

1. Click +Add

2. Select the Group from the dropdown 

    

3. Click Add 
4. Repeat for each Group 

To enable the My Practitioners dashboard:

1. Go to Settings
2. Under Staff, select Practitioners or Administrators 
3. Open the relevant profile 
4. Click the Preferences tab
5. Set the Dashboard field to My Practitioners

6. Use Filters on the home screen to select a Staff Group 

    

Result

The user can access schedules, tasks, and charts based on the groups and practitioners assigned to their profile.

Avoid Common Issues

• Not assigning users to a Staff Group
• Forgetting to enable Access Appointment Dates in Charts when chart access is granted
• Using individual access when group access would be easier to maintain
• Enabling Additional Group Scheduling Access without using the My Practitioners dashboard

Troubleshooting

Can't see schedules or tasks

• Confirm Access Schedules & Tasks is enabled

Can't view charts

• Check Access Charts permissions

Can't assign chart dates

• Ensure Access Appointment Dates in Charts is enabled

Can't copy charts

• Verify Individual Practitioner Access with Copy Charts is set