What your front desk and therapists can see
What each account can open and do, and how to choose one for a therapist.
Where to find it: Account & Settings → Practitioners & Team
Open this in the portal →Steps
- There are three kinds of account: Owner, Practitioner and Front desk. There is no separate therapist account, so choose by what the person needs to read. The team form lists the front desk account as “assistant”.
- A therapist who works from the patient record or the treatment plan needs a Practitioner account, which uses a practitioner seat. A therapist who only needs the calendar can have a front desk account, which uses no seat but does not open the plan.
- A front desk account sees every patient's contact and scheduling details: name, age, gender, date of birth, email, phone, address, language, record code, follow-up date and status. It can add a patient by hand and edit these details, and it searches by contact details only.
- It also works with the calendar, including appointment notes, reads and answers patient messages, and sends follow-up reminders, intake links, portal links and form invitations. It can view invoices, receive and dispense stock, and upload paperwork to Documents.
- It cannot open the clinical record: intake answers, dossier, exam, treatment plan, visit notes, journal, form answers, patient photos or the files already in Documents. It has no VEDA tab on a patient, and the practice assistant gives it contact and scheduling details only.
- It also cannot send a care plan, prescription or leaflet, use dictation or video consults, run a bulk import, write or send invoices, change the stock catalogue, delete a patient or open practice settings. The server refuses these for this account, not only the screen.
- To limit what practitioners see, the owner opens Patient visibility and chooses Private caseloads. Each practitioner then sees their assigned patients plus the unassigned inbox. The owner and front desk accounts stay practice-wide.
- Owner: everything, including team, subscription, practice settings, exports, deleting a patient and deciding deletion requests.
- Practitioner: the full patient record and clinical work, within the patient visibility the owner set. Not the owner's items.
- Front desk: contact and scheduling details, messages and paperwork. Not the clinical record.
Good to know
A front desk account is not free of health information. Patients can write anything in a message, and appointment notes, invoice lines and the stock history, which names who received an item, can reveal a treatment. A front desk account can also change a patient's email address and send the portal link, and the patient portal shows that patient's care plan. Keep clinical details out of appointment notes, and give these accounts only to people bound by your practice's confidentiality.
Related guides
These guides describe the portal as it works today. They are product help, not clinical guidance.