Managing Access to Client Records
Access to client records in Sessions Health is role‑based and designed to support privacy, collaboration, and clear clinical responsibilities. This article explains how access works for administrators, practitioners, and supervisors, and when to use different access options.
In this article:
- Default Access and Role Differences
- Choosing the Right Type of Access
- Access in Group Practices and Temporary Coverage
- Access for Supervisors
- Frequently Asked Questions
- Related Resources
Default Access and Role Differences
Access begins with a few core rules that apply across all practices.
- Default access rules: Administrators can view all clients. Practitioners can view only the clients they are assigned to. Supervisors can review supervisee documentation, but do not automatically have full chart access.
- Administrator access: Administrators see all clients and can manage access for others. They do not have clinical permissions unless they also have the Practitioner role.
- Practitioner access: Practitioners see only their assigned clients. Their visibility expands only when an administrator grants client-level access or full clinical access.
- Supervision visibility: Supervisors can review and co-sign supervisee documentation, but need client-level or full clinical access to view full charts.
Choosing the Right Type of Access
Sessions Health supports two ways to expand a practitioner’s access beyond their assigned clients.
- Client-level access: Use this when access should be limited to a specific client. Helpful for temporary coverage, co-treatment, shared care, or situations where minimal access is needed.
- Full clinical access: Use this when a practitioner needs broad visibility across the practice. Common in collaborative group practices, cross coverage teams, or when supervisors also practice clinically.
Where to update access
- Client-level access is updated from the client chart. See Clients: Sharing Clients With Other Practitioners for detailed steps.
- Full clinical access is updated from a practitioner’s permissions. See Managing Users and Roles for more information.
Access in Group Practices and Temporary Coverage
Access needs often shift when practitioners collaborate or cover for one another.
- Temporary coverage: Grant client-level access for the specific client, then remove it once coverage ends. Historical documentation remains unchanged.
- Group practice models: Practices may grant full clinical access to all practitioners or restrict access to assigned clients. Choose the model that best fits your workflow and privacy needs.
Access for Supervisors
Supervision affects documentation access but does not replace access settings.
- Supervisors can review supervisee notes and treatment plans
- Supervisors do not automatically have full chart access
- Grant client-level or full clinical access if broader visibility is needed
💡 For supervision setup, see Supervision: Setting Up Supervision Roles.
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 see 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.
What happens when client-level access is removed?
The practitioner loses access to the client's chart. All historical documentation remains unchanged.
Related Resources
Use these articles to manage roles, permissions, and collaboration across your practice: