Records Custodian Role

Required Role:

check_circle Only the owner can enable this role
cancel Managers cannot enable this

To summarize, the records custodian role to summarize allows a staff member access to:

Clinical chart note records,
And any clinically marked documents or online forms
This is only applicable to the provider this records custodian has access to.

It can be enabled for any provider or staff member in your practice. It's also possible to add a member to your group whose access is solely limited to a records custodian.

Common use cases:

A staff member responsible for auditing records of the therapists in the group
A staff member you entrust to release chart note records when a records request is made

The records custodian role grants the user access to sensitive protected clinical information:

Chart Note Records:

Can be viewed or printed
Can add chart addendums (optional selection)
Can redact chart notes (optional selection)

Online Forms, PDF Documents, and Documents on File:

Can view both clinical and non-clinical online forms
Can view both clinical and non-clinical PDF documents
Can view both clinical and non-clinical documents on file

Note: More about roles can be found here: Provider Account Types and Privileges.

Enabling Custodian Access

As the owner, enabling the Records Custodian role is a two-step process:

1. Enable the role

On any screen click (top right)
Then click Staff (top tab)
Click the staff member from the list
Scroll down to the Roles section
To the right of Records Custodian, click , then click to confirm

2. Manage the specifics

Which providers will they have access to? This can be set to one provider, some, or all. You can even set an expiration date for compliance or other related auditing purposes.

Once you click click above, you're taken to this screen:

Sections above:

Custodianship Settings

At the top you can manage whether the records custodian can:

Add chart note addendums
Add chart note redactions

Custodianships

To configure whose records this staff member can access, click (bottom right)

Here you can define who they have access to (all or just selected therapists)
You can also set an expiration date as well (optional)

When done, click (bottom right)

Once enabled, the Records Custodian can access any clients the staff member does. To do so, go to:

On any screen click (top right)
Click the client's name

Staff members with the Records Custodian Role will now notice their list of Clients has a new tag called
My Custodian Records (top left): Click on this filter to see all clients you have access to:

Then click Records (top tab)
Find the section Print Records
Click print Print

From here, you can view the client records tab for the provider(s) you have custodian access to.

This is the same process a provider would use to access records, documented in our article here.

Edit or Disable Custodian Access

On any screen click (top right)
Then click Staff (top tab)
Click the staff member from the list
Scroll down to the Roles section

Want to turn off the role entirely?

To the right of Records Custodian, click (far right)

Want to edit custodianship instead?

Underneath Records Custodian, click shown here:

After clicking here, you have 3 options:

To add access to more people:

Click button (bottom right):

To remove access to multiple people:

Use the checkmarks on the far left (top one selects all), then click (bottom left):

To remove access to one person:

Use the button (far right of the line):