Manage Clinician Assignments

A huge part of security in TherapyNotes is the ability to provide access to data on a need-to-know basis. Not every clinician may need access to every client's confidential clinical information, yet clinicians may need the ability to collaborate with one another to provide continuity of care and consult on particularly challenging situations.

Assigning a clinician to a specific client allows the clinician to have access to the client's entire clinical record, including the ability to schedule appointments, write notes, and view and edit uploaded clinical files for the client. A clinician may also be unassigned from clients if the clinician no longer needs access to the client's records.

Role Required: Clinical Administrator or Clinician (for assigned patients)

Assign a Clinician to a Client

  • Click Patients > Patient name > Clinicians tab
  • Click anywhere on the Assigned Clinicians box to edit.


  • From the Assign a clinician dropdown, select the name of the clinician you wish to assign to the client.
  • Repeat the above step until all desired clinicians have been assigned.
  • Click the Save Changes button.

Remove a Clinician Assignment

Note: Only Clinical Administrators are able to remove clinician assignments.

  • Click Patients > Patient name > Clinicians tab
  • Click anywhere on the Assigned Clinicians box to edit.
  • Click the X next to the name of the clinician you wish to remove.
  • Click the Save Changes button.

Assigning Clinicians When Scheduling Appointments

New clients: When a client is scheduled for their first appointment, the clinician that is selected for the appointment is automatically assigned to the client. This allows Schedulers to assign a clinician when creating the initial appointment for the client without needing the role of Clinical Administrator.

Existing clients: If a Scheduler schedules a clinician for an appointment with an existing client and this is not the first appointment for the client, the clinician will not be automatically assigned to the client. In this case, they must be granted access to the clients' records by a Clinical Administrator or another Clinician already assigned to the client. To do this, the Clinical Administrator or Clinician already assigned to the client should create the appointment themselves or follow the steps to assign a clinician above.

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