Provider Account Types and Privileges

Provider Account Types and Role-Based Privileges 

Role-Based Access Control

The HIPAA Privacy Rule requires that covered entities provide the members of their practice with access to only the minimum necessary information needed to perform their work, given their particular role in the organization. Health care organizations are expected to develop policies and procedures and implement security measures that comply with the minimum necessary standards. One way that TherapyAppointment assists you in meeting your minimum necessary access requirements and documenting your minimum necessary access decisions is by defining the various levels of privilege for the account designations and roles within the application. Below, you will find the general levels of privilege granted to each potential account designations and role options within the application. 

Owner Account

A practice Owner, usually the first account set up for the group, can:

  • Manage general practice settings. 
  • Manage chart templates and documents.
  • View, add, remove, and manage Therapist, Manager, and Front Office (All Staff) accounts for the practice.
  • Grant the Health Information Custodian role designation and manage permissions pertinent to the Health Information Custodian role designation. 
  • Manage all payment information for the practice.
  • Create and manage all claims settings for the practice, CPT codes, and practice insurance configurations.
  • View all practice level reports.
  • Manage supervisor/supervisee designations.
  • Manage the role designations of all accounts in the group.
  • View all patients and patient records in the practice.
  • Print/Release chart notes for the practice.
  • Send messages to all clients of the practice and all members of the practice. 
  • Perform administrative actions on behalf of a Therapist in their practice.

If this practice Owner is a clinician, they will use this account to schedule their own patients, chart notes, etc. 

An clinician in solo practice is always classified as a practice Owner. In addition, practice Owners are, by default, also therapists. 

Manager Account

A manager for a practice account can:

  • Manage practice settings. 
  • Manage chart templates and documents for the practice on behalf of a therapist.
  • Print/Release chart notes for the practice.
  • View all practice level reports (if the owner grants the manager specific access to reporting).
  • Perform all Front Office capabilities as designated under Scheduler and Biller below.
  • Perform administrative actions on behalf of a Therapist in their practice.
  • Send messages to all clients of the practice and all members of the practice. 

Records Custodian

A Records Custodian that is granted access to a therapist’s records can view and release patient information that includes:

  • Session Notes,
  • Treatment plans, or 
  • Stored Documents designated as ‘clinical’.  

When this role is assigned, the Records Custodian may be granted the privilege of viewing/releasing records for all providers in the group, or may be limited to a specific provider or group of providers. This role and privilege may be granted for a specified time period or indefinitely.  

A therapist within the practice that owns his or her own records may also grant this supervisory privilege to a designated Records Custodian for all records or a limited set of records. This role and privilege may be granted for a specified time period or indefinitely.  

Front Office Account

A Front Office account is the gateway account permission that must be in place in order to designate the Scheduler or Billing roles. 

A Front Office Account (in isolation) can only see an empty dashboard and “My Profile”. In order to accomplish other tasks, they must be assigned either Scheduler or Billing roles. A Front Office account holder CANNOT view private clinical information such as chart notes but can do everything necessary for billing and scheduling if assigned those roles. 

Who might need a Front Office account:

  • Anyone helping a clinician or group of clinicians with billing, scheduling, or accounting.
  • A person who needs to schedule appointments for other clinicians in the group

Biller Role

This role can only be assigned to an account that has the Front Office designation activated.

A Front Office account with the Biller role active can: 

  • View all client accounts in the practice.
  • Manage some client account details in the practice.
    • Edit client demographic and contact information.
    • Manage client reminders.
    • Send client portal invitations.
  • Edit the practice schedule.
    • Add client appointments
    • Add meetings
  • Manage client claims.
  • Manage client insurance profile.
  • Manage client payments.
  • Generate account statements.
  • Manage non-clinical client documents.
  • Send messages to all members of the practice.

Scheduler Role

This role can only be assigned to an account that has the Front Office designation activated.

A Front Office account with the Scheduler role active can: 

  • View client service agreements.
  • Manage all client accounts in the practice.
    • Add new clients to the practice.
    • Manage client reminders.
    • Edit client demographic and contact information. 
    • Send client portal invitations.
  • Manage scheduling for the practice.
  • Manage client insurance.
  • Manage non-clinical client documents.
  •  Send messages to all members of the practice.
  • Collect and record patient payments

Therapist Account

A Therapist account may or may not be a practice Owner account. 

A regular Therapist account can: 

  • View their Supervisors.
  • Manage their schedule.
    • Add client appointments
    • Add meetings
  • Manage their clients.
  • Manage their schedule and availability.
  • Manage their forms, templates, and documents.
  • Manage their client charts.
  • Manage their client portal and online scheduling settings. 
  • Manage their Supervisees. 
  • Export and import their client data. 
  • Send messages to their clients and other members of the practice.

Additional Permissions available for a Therapist account include:

  • Telehealth integration with Zoom for Healthcare
  • Accept Client Payments: Allows this therapist to take payments by cash, check, or credit card processing (if enabled) for their own clients. 
  • Financials: Allows this therapist to view/edit the patient's accounting screen, view/fix/submit claims, and take payments for their own clients. 
  • Reporting: Allows this therapist to view reporting and financials for their own sessions. 

Supervisor Role

The Supervisor role is intended for the use of a Clinical Supervisor who needs to oversee charts of certain clinicians, review charts, or provide supervision to therapists and/or interns that have been designated as supervisees by the Practice Owner or Manager. It is an enhanced Therapist account and has the potential to have access to review charts, including private notes of any clinician who is designated as a supervisee. Be very cautious if you have one of these role designations – you usually have to ensure that your HIPAA disclosure to your clients spells out who has access to their private chart notes. Practice Owner or Manager assigning the supervisor/supervisee designation acknowledges that they are aware of the HIPAA requirements surrounding access to review chart notes.

Who might need a Supervisor account:

  • Supervisor of interns
  • A person in charge of releasing chart notes for the group practice
  • A person in charge of ensuring continuity of treatment and auditing the charting practices of the group

Version Control Log

Revision History
Formalized the initial policy
Added Health Information Custodian Role

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