If a client needs to be seen by more than one clinician in the same Practice, you can have a single client chart and assign multiple clinicians to that chart.
Always make clients aware and/or get their permission that you're doing this.
Each assigned clinician can schedule the client individually, do session notes, upload documents, send documents via the client portal, etc. A clinician can make these items sharable if necessary with other assigned clinicians.
Clients only need one username and password for the client portal when a chart is shared with multiple clinicians.
Please Note:
After a clinician is assigned to a chart, they can't be unassigned if certain activities have already taken place for their client. For example, if the client has been sent client portal documents and questionnaires, scheduled with the clinician, invoices exist, notes have been created, documents have been uploaded, payments have been taken, tasks have been created or documents have been shared.
Assigning New Clinicians
On the client's information page there is a box called "Assigned Clinician(s)". When a new client is created, care should be taken to assign the clinician(s) who will be seeing the client. At least one clinician must be assigned initially and other clinicians can be added as necessary later.
To add an additional clinician click in the Assigned clinician box to see a list of available clinicians. Pick the name of the additional clinician(s) to add them to the chart.
Here is an example where three clinicians are assigned to this client.
If you are a System Administrator, Clinical Director or Scheduler, there is a drop down to change the view to the different assigned clinicians so they can access a specific clinician's information as allowed by your role settings.
Clinician and Clinician FFS roles do not have this drop down. They can only see who is assigned to the client. They can only view their own documents and questionnaires and notes unless another clinicians have shared those items with them.
Sharing Notes
On the client's notes page there is a checkbox for each note to make it shareable with other assigned clinicians. For example, Penny Abbot has shared one standard progress note with the other two clinicians.
James and Don will then see the note on their Notes & Documents page that was created by Penny. Penny could revoke this permission at any time if needed by unchecking the Shareable checkbox.
When an item is shared, it is shared with all assigned clinicians. You can't designate a specific clinician only when sharing notes.
Sharing Documents & Questionnaires
At the bottom of the client's notes page is an area called Client Documents. The documents that appear in this area could have been filled out by the client using the client portal or uploaded by the clinician. Each item can be marked as Shareable with other assigned clinicians.
In this example, the clinician sent these documents to completed in the Client Portal. If the clinician wants to share these documents with the other assigned clinicians the shareable checkboxes need to be checked.
Demographic Information
The client's demographic information is automatically shared with all clinicians. Care should be taken if the boxes on this page are changed or updated. For more information about how the Demographic page in a client chart works, click here.
Billing, Claims & Payments
These are done under each assigned clinician just as if the charts were completely separate.
When taking a client payment be sure you have selected the correct clinician who has invoices with outstanding client charges. If someone opens the + $ Payment window and it doesn't show any outstanding client charges, STOP and investigate. Check to make sure you're on the right chart for the clinician involved or make sure there are client charges on the invoices.
Deactivating a Shared Client
If a client chart is deactivated that has multiple clinicians assigned, it is deactivated for all clinicians. If any of the shared clinicians are no longer see the client they must remain assigned to the chart until the client terminates.