Manage Provider Access to Chart Notes and Calendars

CaseRM allows you to manage which chart notes and calendars each provider can access. This helps keep client information private while making sure providers have the access they need to do their work. Providers can access their own chart notes, but they cannot automatically view chart notes created by other providers. Access to another provider’s chart notes must be granted through the chart note visibility settings. Calendar access is also managed separately.

This article explains how to manage access to Chart Notes and Calendars.

How Provider Access Works

CaseRM manages access separately for each area:

Tip: You can change provider access at any time to match your team’s needs.

Manage Access to Chart Notes

By default, each provider can view their own chart notes. Other providers cannot view these notes unless access is granted through the chart note visibility settings. You can manage chart note visibility directly from the Charting module. These settings let you decide whether chart notes are visible only to the provider who created them, the entire team, providers within the same discipline, or selected team members.

1. Go to the Charting module.
2. In the upper-right corner, click the key icon to open the chart note access settings.
3. Under Visible to, choose who should have access to the chart notes:
   • Provider only: Only the provider who created the chart notes can view them.
   • Entire team: All members of the client’s team can view the chart notes.
   • Discipline only: Providers within the same discipline can view the chart notes.
   • Selected Team Members: Only the team members you select can view the chart notes.
4. If you select Selected Team Members, choose the team member or members who should have access.
5. Click Save.

Your chart note access settings are now saved.

Manage Access to a Calendar

You can grant another provider access to a provider’s calendar based on whether they need to view existing appointments or book new ones.

1. Go to the Calendar module.
2. Click Settings.
3. Find the provider’s calendar and click Edit.
4. Open the Access options.
5. Click + Grant Access.
6. Select the provider.
7. Choose the access option for the provider:
   • View already booked appointments: The provider can view appointments that have already been scheduled.
   • Book new appointments for case files: The provider can book new appointments for the case files they have access to.
8. Click Done.

Important: Calendar and Chart Note permissions are managed separately. Giving a provider access to another provider’s calendar does not automatically give them access to that provider’s chart notes. Make sure both settings are configured according to the provider’s responsibilities