Understanding Roles & Permissions
Roles and permissions determine what each team member can see and do in Sessions Health. This article explains each role, how permissions work, and how to control access to billing, clinical information, and client records across your practice.
- Role Overview
- Permissions & Access Controls
- Practitioner Permissions
- Permissions Matrix
- Frequently Asked Questions
- Related Resources
Role Overview
Each member can have one or more roles depending on their responsibilities. Roles define the baseline access level for scheduling, billing, documentation, and account management.
- Practitioner: Can view, document, schedule, and bill for their own clients. Additional permissions can expand their access.
- Supervisor: Can review and co‑sign supervisees’ documentation. This role does not incur additional fees unless the supervisor also has the Practitioner role.
- Scheduler: Can manage appointments for all practitioners and clients. Cannot access clinical documentation unless also assigned the Practitioner role.
- Biller: Can manage billing settings, claims, and payments. Can view diagnoses for all clients but cannot access clinical documentation unless also assigned the Practitioner role.
- Forms Administrator: Can create and manage all forms in the account. Administrators automatically receive this access.
- Administrator: Can manage all members, adjust organization‑level billing settings, and view limited client information across the practice. Does not have access to clinical documentation unless also assigned the Practitioner role.
Permissions & Access Controls
Permissions fine‑tune what each practitioner can see or do beyond their default role. Administrators can adjust practitioner‑level permissions at any time.
Permissions control:
- Billing visibility
- Access to all clients vs. assigned clients
- Supervision relationships
- Clinical information fields (NPI, taxonomy, legal name)
💡 For steps on editing permissions, see Managing Users & Roles.
Practitioner Permissions
These settings determine what practitioners can view and manage beyond their assigned clients.
Billing visibility
Turning off Enable viewing & managing clients’ billing information, documents, and insights removes access to:
- Client Billing pages
- Billing information on the Insights page
- Billing tab in the client record
- Invoice creation and management
ℹ️ You can configure if billing tiles show on the home page. Visit Controlling Billing Summary Tile Visibility on the Home Page for full details.
Full clinical access
You can turn on Enable full clinical access to all clients within the account to allow a practitioner to view and manage documentation for all clients. When this is off, practitioners can only access clients they are assigned to.
Billing summary tiles on the Home screen
These settings control whether practitioners see billing summary tiles on their dashboards.
- Practices can hide these tiles by default in Billing Settings.
- Administrators can adjust visibility for individual practitioners using Display billing insights on dashboards.
Administrators and Billers always see billing summary tiles.
For complete instructions, see Controlling Billing Summary Tile Visibility on the Home Page.
Permissions Matrix
The permissions matrix below shows what each role can view and manage across your practice.
Frequently Asked Questions
Can practitioners see clients they are not assigned to?
No. Practitioners can only see clients they are assigned to unless an administrator grants full clinical access or someone who already has access to the client’s chart grants client-level access. Once a member can view a client’s chart, they can also manage access for that client.
Does supervision automatically give full chart access?
No. Supervisors can see supervisee documentation and related clinical details, but they cannot view billing information. If they need broader visibility, grant client-level access or full clinical access.
Can clinicians manage billing without seeing revenue insights?
Not at this time. Billing visibility and revenue insights cannot be separated, but the Home page billing tiles can be hidden from practitioners if your practice has enabled Hide billing summary tiles by default in Billing Settings.
What happens to historical data when permissions change?
Historical billing, documentation, and reporting remain intact. Adjusting permissions does not alter past activity.
Which roles receive Daily Digest notifications?
Daily Digests are sent at 6:00 a.m. Central Time and only appear when certain events have occurred in the previous 24 hours. The notifications included depend on the member’s assigned role. For details, see Questions About the Daily Digest and System Notifications.
Related Resources
These articles provide additional detail on managing users, permissions, and access across your practice.