Keep your records
People, roles and the access audit
Owner, practitioners and reception, removing access at once, erasing records, and the audit on every client file.
Roles
| Role | Sees and does |
|---|---|
| Owner | Everything: clinic settings, staff, every client file with intake answers and notes, invoices, the access audit, move-in and agent keys. |
| Practitioner | Only clients booked with them: their files, intake answers and their own notes. They book their own diary and mark their own visits. |
| Reception | Every client file, bookings, invoices, payments and reminders, never intake answers or treatment notes. |
| Agent key | Prepares invoices, reminder text and intake versions for a person to approve. Never reads notes or intake answers. |
Remove someone's access
On Clinic, edit the staff member and set Status to Inactive. They are stopped on their next request. To stop an assistant, revoke its key under Agent access.
Erase a record
Health records are kept. The owner can erase a client only when the file has no appointments, intake, notes, invoices or import history, and a staff member only when they were never invited and never used in clinic work. Erasing replaces their personal details for good; deactivate anyone else instead.
The access audit
At the foot of every client file, the owner sees who opened the file, read the intake answers or notes, changed something, downloaded an invoice or reminder, or read the client's name through an agent key, and when. Your own view of the page is recorded too. Nobody, the owner included, can change or delete an audit row, and rows carry no client details.