Restricting Access to Client Charts

Restricting Access to Client Charts

Overview

The Restricted Access feature allows Administrators and Practice Owners to restrict access to specific client charts.

When enabled, only Administrators, the client's Principal Clinician, and assigned Clinical Team members can access the Chart Face. This helps support privacy requirements while allowing scheduling, check-in, and other non-clinical workflows to continue as normal.

Restricted Access can be used when additional privacy controls are needed, such as:

  • Staff members who have a personal relationship with a client
  • Public figures
  • Other situations requiring enhanced privacy controls

Who Can Configure Restricted Access?

Only users with one of the following roles can enable or disable Restricted Access:

  • Practice Owner
  • Administrator

How to Restrict Access

Perform the following steps to restrict access to the specific clients.

Step 1: Navigate to Manage Clinical Team by Client

Go to: Settings > Account Management > Caseload Security > Manage Clinical Team by Client



Step 2: Restrict Access to the Client

Search for or locate the client whose chart access you want to restrict.

  1. Select the checkbox in the Restricted column.
  2. A confirmation dialog will appear.
  3. Enter the reason (optional).
  4.  Select Confirm to apply Restricted Access.



Step 3: Verify Restricted Access was Applied

After confirming the change, a success toast message appears indicating that Restricted Access has been enabled for the client chart.


What Happens When Restricted Access Is Enabled?

Once enabled:

Authorized Users Can Access the Chart Face

The following users retain access:

  • Practice Owner
  • Administrator
  • Principal Clinician
  • Assigned Clinical Team members

Unauthorized Users are Blocked

Users without the required authorization cannot access the chart or view the client in the chart room.


Non-Clinical Workflows Continue

The following workflows remain available:

  • Scheduling
  • Check-in
  • Reporting workflows
  • Other non-clinical operational tasks

Notes
Client names remain obfuscated according to existing Caseload Security settings.

Managing Access

Restricted Access permissions automatically update when:

Clinical Team Membership Changes

Adding or removing users from the Clinical Team immediately updates chart access.


Principal Clinician Changes

If the Principal Clinician is reassigned:

  • Access is granted to the new Principal Clinician
  • Access is revoked from the previous Principal Clinician

No additional configuration is required.




How to Disable Restricted Access

  1. Return to Manage Clinical Team by Client
  2. Cear the Restricted checkbox.
  3. Confirm the change.
Once disabled, normal chart access rules are restored immediately.


Audit Trail Tracking

All Restricted Access activity is logged.

To track the audit trail, navigate to Settings > Practice Settings > Practice Logs and click Search.

Important Notes

  • Restricted Access takes precedence over Caseload Security rules
  • “All Access” permissions do not override Restricted Access


FAQs 

Who can enable or disable Restricted Access?
Only users with the following roles can configure Restricted Access:
  1. Practice Owner
  2. Administrator
Other users cannot modify Restricted Access settings.

Who can access a chart when Restricted Access is enabled?
Only the following users can access the client’s Chart Face:
  1. The assigned Principal Clinician
  2. Current Clinical Team members assigned to that client
  3. Practice Owner
  4. Administrator
All other users are denied access.

Does “All Access” bypass Restricted Access?
No. Restricted Access is evaluated before Caseload Security permissions. Even users with All Access must be assigned as the client’s Principal Clinician or Clinical Team member to access the chart.

What happens if the Principal Clinician changes?
Access is updated automatically.
The newly assigned Principal Clinician is granted access immediately, and access is removed from the previous Principal Clinician.
No manual updates are required.

What happens if Clinical Team members are added or removed?
Restricted Access permissions update in real time.
Users added to the Clinical Team gain access immediately, while removed users lose access immediately.

Can users still schedule appointments for restricted clients?
Yes.
Scheduling, check-in, reporting, and other non-clinical workflows remain available.
Client names continue to be obfuscated according to existing Caseload Security settings.

Are Restricted Access changes logged?
Yes. It can be tracked from the Audit Logs section.


Need Help?

For further assistance, contact:
📞 Phone: 443-203-5857
📱 Text: 866-301-0085
📧 Email: ticket@icanotes.com
💬 Chat: https://app.icanotes.com

Proprietary Notice Information: This article is provided for informational purposes only, and the information herein is subject to change without notice. While every effort has been made to ensure that the information contained within this article is accurate, ICANotes cannot and does not accept any type of liability for errors in, or omissions arising from the use of this information.

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