Clients: Sharing Clients With Other Practitioners

Sessions Health provides tools to share a client’s record with additional practitioners when collaboration is needed. Practices can grant access to a single client or create separate client profiles when different treatment modalities or privacy needs require distinct records.

In this article:

Video Tutorial


Learn how to grant collaborative practitioner access or set up distinct, linked client profiles for privacy and different treatment modalities in Sessions Health.

Sharing Access to a Single Client


This section explains how to grant or revoke access to a client’s record so practitioners can collaborate when needed.

💡 By default, only the assigned practitioner and administrators can access a client’s record. Practices can expand access by enabling full clinical access for a practitioner or by granting access to individual clients as needed.

To grant access to a single client:

  1. Go to the client's chart.
  2. Select the three‑dot menu.
  3. Choose Manage Access.
  4. Select additional practitioners as needed.
  5. Select Save.

Animated GIF showing a user selecting Manage Access from a Client's chart and enabling access for an additional member.

To revoke access, use the same Manage Access menu and uncheck the additional practitioner(s).

Setting Up Multiple Client Profiles for Privacy or Different Disciplines


There may be times when practitioners need to “share” a client across different treatment modalities, or when you want to create separate profiles for the same client to maintain privacy between disciplines. This workflow creates distinct client profiles while still allowing the client to manage both through their portal.

ℹ️ Note: Administrator permissions are required to perform the steps below.

Use this workflow when two practitioners need to maintain separate clinical documentation, billing, or portal workflows for the same client (e.g., different treatment modalities or strict privacy requirements).

Step 1: Set up Profile 1 (Original Chart)

If the client isn't in your system, go to Clients > + New Client > Individual to create them and assign Practitioner 1.

  1. Open Profile 1's Details tab and click Edit.
  2. Add a display distinction to First Name using a hyphen (e.g., Shared- Talk Therapy).
  3. If billing insurance, click Add Legal Name and enter their official legal name.
  4. Click Save.
  5. (Optional) On the Portal tab, click Invite to Portal to send Practitioner 1's intake forms.

Step 2: Create Profile 2 (Secondary Profile)

  1. Go to Clients > + New Client > Individual.
  2. Enter the client's name, leave the email address blank, and click Create.
  3. On Profile 2's Details tab, click Edit.
  4. Add the secondary distinction to First Name (e.g., Shared - EMDR).
  5. If billing insurance, click Add Legal Name and enter their official legal name.
  6. Click Save.

Step 3: Link Profile 2 to Profile 1

  1. Open Profile 2's Portal tab and click + next to the client's name.
  2. Select Existing contact and search for Profile 1.
  3. Leave all four checkboxes unchecked.
  4. Set Relationship to Other and enter "Self" in the Describe box.

  5. Click Save.

    Add Contact modal in Sessions Health with Existing Contact selected, all checkboxes unchecked, Relationship set to Other, and Describe set to Self.


Step 4: Enable portal access & send Profile 2 paperwork

  1. On Profile 2's Portal tab, toggle Yes to allow Profile 1 to manage Profile 2.
  2. Under permissions, enable View Appointments and Manage Information.
  3. Scroll to Requested and Shared Documents, click Manage Documentation, and select Practitioner 2's paperwork.
  4. Click Save & Send Notification.

📝 For detailed guidance on sending portal forms, see Sharing Forms & Documents Through the Client Portal.


Step 5: Reassign Profile 2

  1. Click Profile 2's three-dot menu > Reassign Practitioner.
  2. Select Practitioner 2.
  3. Click Save.

👤 Client Experience: Upon logging in, the client sees two tiles: Profile 1 (You) and Profile 2 (Other). Clear display names make self-scheduling and form completion straightforward while keeping clinical records completely private.

Client Portal screen showing two account tiles: Shared - Talk Therapy Client labeled

Frequently Asked Questions


Does sharing a client give a practitioner access to all clients?

No. Sharing access only applies to the specific client you select. Full clinical access must be enabled separately.


How can I tell from my Client List if a client has shared access enabled?

Look at the Assigned Practitioner column on your Clients page. If additional providers have been granted access, a Managed Access indicator will display below the primary practitioner's name along with the number of shared access users (e.g., Managed Access: 2).


Will the client see anything different when multiple profiles are created?

Yes. The client logs into a single portal account, and when they sign in, they will see two account tiles under "Whose records or care do you need to manage today?": Profile 1 labeled You and Profile 2 labeled Other. Adding clear display name distinctions helps them quickly select the correct profile.


Can I undo a shared‑access change?

Yes. Open the client’s chart, select the three‑dot menu, choose Manage Access, and uncheck the practitioner, and click Save.


Does insurance billing change when a client has multiple profiles?

No. Each profile maintains its own separate billing, documentation, and claims history. Just make sure to fill out the Legal Name field on both profiles so display name distinctions do not appear on insurance claims.


Can I merge two client profiles later?

Not at this time. Once created, profiles remain separate to preserve documentation integrity.


For more information, see these resources:

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