Records Custodian Role

privacy_tip Required Role:

check_circle Only the group owner can enable this role
cancel Manager roles cannot enable this

The records custodian role 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 limited to ONLY be a records custodian.

The most common use cases for a records custodian are: 

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

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

  • Chart / session notes: can be viewed or printed
    • Ability to add chart addendums (optional)
    • Ability to redact chart notes (optional)
  • Forms marked clinical (as well as non-clinical)

This user can read and print the session notes and documents of the patients that are treated by any provider you enable them for.

⚠️ Note: More about Roles in general can be found here: Adding and Managing Staff Roles.

In this Article:

Enabling Custodian Access

Enabling the Records Custodian role is a two-step process:

1. Enable the role

  • From the Owner's account: Click Practice Settings (left menu)
  • Click Staff (top tab)
  • Click the staff member's name
  • Navigate to the 'Roles' section, locate Records Custodian and enable the role.

2. Manage the specifics

Which providers will they have access to? This can be set to one provider, some, or all.

  • From the same screen, click Manage Custodianships

Here you're brought to the Records Custodian management page:

  • At the top you can manage whether the records custodian can:
  • Click (bottom right)
    • Here you can define who they have access to (all or selected therapists)
    • You can also set an optional expiration date for access
movie Video:
  • When done, click
  • You're then returned to the custodian management screen

Viewing Records For Clients

Once enabled, the Records Custodian will have access to view records: 

  • Go to Clients (left menu)
  • Click the client name
  • Click Records (top tab)

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

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

Staff members who have the Records Custodian Role will now notice their list of Clients has a new tag: My Custodian Records near the top, and can switch to this to list to view the clients that they have access to (dependent on which providers were enabled):

Edit or Disable Custodian Access

To edit or disable the Records Custodian role, go to:

  • Practice Settings (left menu)
  • Staff (top tab)
  • Click on the provider's name
  • Find the Roles section → click
    • To turn off the entire role instead, click (far right) of the Records Custodian role

To remove access to multiple people, use the checkmarks on the far left (top one selects all), then click :

To revoke an individual line, use the button (far right of line):