How to Set Up and Edit Practitioner Access in a Staff Profile

  • Updated

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

Use this article when: 

  • Setting up a new staff profile
  • You need to grant or restrict a user's access to a practitioner's schedule, tasks, and charts 

 

What You Need 

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

     

Permissions 

  • Permission to View or Edit Staff Profiles 

Contact your clinic administrator if you don't have the required access 

 

Setting Up and Editing Practitioner Access

  1. Go to Settings
  2. Under Staff, select
    • Practitioners or 
    • Administrators

 

 

  1. Open the relevant profile
  2. Select the Practitioner Access tab 

 

 

You can set up Practitioner 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
  • Used to enable chart copying between practitioners

 

Setting Up Primary Group Access

  1. Click + Add Group

     

 

  1. Select a Group from the drop-down
  2. 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
      • Admin profiles: Allows viewing charts (e.g., for exports)
      • Practitioner profiles: Allows viewing charts of practitioners in the group
  3. Click Add

 

 

  1. Repeat for each group as needed

     

 

Setting Up Individual Practitioner Access 

Use this when you need more granular control and to enable chart copying between practitioners. 

  1. Click + Practitioner
  2. Select the Practitioner(s) from the dropdown 
  3. Configure access options:
    • Access Schedules & Tasks
    • Access Charts
    • Access Appointment Dates in Charts
    • Access to Copy Last Chart
      • Only applicable to practitioner profiles
      • Allows practitioner to use Copy From feature for charts that the selected practitioner has authored 

  4. Click Add

     

 

đź’ˇTip: Use Primary Group Access as the primary method for granting access to scheduling, tasks, and charts. Use Individual Practitioner Access when you want practitioners to be able to copy charts from one another.

 

Setting 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 Group

 

 

  1. Select the Group from the dropdown 

  2. Click Add

     

 

  1. Repeat for each Group 

 

đź’ˇTip: This feature is only available when using the My Practitioners dashboard

 

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.

 

Things to Know

  • Assigning users to a Staff Group 
  • Enable Access Appointment Dates in Charts when chart access is granted so that an appointment date can be selected during chart creation 
  • Group Access is easier to maintain than setting up Individual Access 
  • You  need to use the My Practitioners dashboard to use Additional Group Scheduling Access

 

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
  • Only the Practitioner Profile has the option to copy charts 

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