Client Privacy

Some Clients Should Only Be Seen By The People Looking After Them

Restrict a client to the staff you assign, with emergency access when someone needs the record to provide care. Essential and up adds care teams, sensitive-record protection and a full access accountability trail.

Use Cases

See how some clients should only be seen by the people looking after them transforms healthcare workflows

Staff Or Family As Clients

When a colleague, a relative of someone on the team or a well-known person becomes a client, keep their record to the people actually looking after them.

Therapy And Counselling

Keep a client's record to their own clinician, while the front desk still books, moves and bills the appointments.

Growing Teams

As a practice adds people, decide client by client who needs to see a record, instead of everyone seeing everyone.

Key Benefits

The Owner And Assigned Staff — Nobody Else

Turn on Restrict to assigned staff and only the clinic owner and the team members you assign see that client's name, contact details and record. A manager who is not assigned can change the settings but does not see the client.

Complete Feature Set

Everything you need for some clients should only be seen by the people looking after them

Who Sees A Restricted Client

Simple rules, set per client

The clinic owner, always
Any team member you assign
Managers change the settings; they see the client only if assigned
The client's own portal is not affected
Off for every client until you turn it on
Clients can ask, from their own portal, for a restriction

Emergency Access

Care never waits on paperwork

Any team member can open a secured record right now, with a reason and a time limit
The clinic owner and the client's assigned staff are told immediately
Asking again while access is open extends it instead of starting a second one
No single grant runs longer than 24 hours
The owner or a manager can end anyone's access early
A full access report on the client's Security tab

Scheduling

The diary still works

Appointments shown with the secured label
Move, check in, complete or cancel as usual
Booking with an unassigned provider asks first
Online bookings add the provider the client chose
Synced outside calendars never show the client's name

Billing

Every amount, no name

Invoices, payments and balances keep working
Downloaded invoices and statements show the secured label
Invoices go only to the client's email on file
Memberships, packages and sales still selectable

Clinical Records

Out of reach for anyone not assigned

Notes, results, prescriptions and documents hidden
Queues and worklists leave the client out
Downloads and exports leave the client's records out
Files, recordings and attachments cannot be opened
Nothing can be written into the chart

Everywhere Else

No back doors

Search and client pickers never find the client by name
AI agents act as if the client does not exist
Emails to the clinic name the secured label
Reports leave the client out of named figures

Care Team (Essential and up)

Know who's responsible for a client, and hand it off cleanly

A role for every assigned staff member — primary provider, specialist, care coordinator, nurse or billing
Exactly one primary provider at a time, with time-limited cover for a locum
A My Patients worklist for every provider — visits, tasks, overdue forms, new results
Cover a colleague's whole panel for a date range, ending on its own
Transfer of care with a handoff note the receiving provider must accept

Sensitive Records (Essential and up)

Extra protection beyond the whole-client restriction

Lock an individual note or document to the author, that client's care team and the owner
Covers behavioural health, substance use, reproductive health, HIV status and more
Mark a client VIP / confidential — the owner is told on every emergency access to them
Restrict a client to everyone in chosen departments, instead of or alongside naming people

Access Accountability (Essential and up)

See who looked, and what left the building

An access log of every time a restricted client's record was opened, downloaded or printed
Disclosure accounting for exports, prints and documents shared outside the clinic — exportable as a CSV
Unusual-access alerts for the owner — many records opened quickly, out-of-hours access, repeated emergency access
A quarterly reminder to confirm every restricted client's assignments are still correct

Patient Privacy Controls (Essential and up)

What the client sees and controls

Clients see who accessed their record by role and date — never a staff member's name
A guardian's access to a dependant's sensitive document categories can be limited per category

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On every plan

Restricting a client is a privacy control, not an upgrade. Enterprise includes everything on Team.

Feature	Free	Starter	Essential	Team
Restrict a client to assigned staff	Included	Included	Included	Included
Assign any team member	Included	Included	Included	Included
Secured label in lists, calendar, billing and search	Included	Included	Included	Included
Clinical records, downloads and exports kept to assigned staff	Included	Included	Included	Included
Emergency access with a reason and a time limit, plus a full access report	Included	Included	Included	Included
Clients can request a privacy restriction from their portal	Included	Included	Included	Included

Scroll the table sideways to see every plan.

Care teams and accountability — Essential and up

Everything below builds on the free restriction above: who's on a client's care team, extra protection for their most sensitive records, and a full trail of who looked. Enterprise includes everything on Team.

Feature	Free	Starter	Essential	Team
Care team roles (primary provider, specialist, coordinator, nurse, billing)	Not included	Not included	Included	Included
Time-limited assignments for locum cover	Not included	Not included	Included	Included
My Patients worklist, coverage & transfer of care	Not included	Not included	Included	Included
Sensitive notes & documents locked to the author, care team and owner	Not included	Not included	Included	Included
VIP / confidential clients	Not included	Not included	Included	Included
Restrict a client by department	Not included	Not included	Included	Included
Access log of every open, download or print	Not included	Not included	Included	Included
Disclosure accounting with CSV export	Not included	Not included	Included	Included
Unusual-access alerts for the owner	Not included	Not included	Included	Included
Quarterly access review	Not included	Not included	Included	Included
Patients see who viewed their record (role & date)	Not included	Not included	Included	Included
Guardian access to sensitive categories can be limited	Not included	Not included	Included	Included