Care team and locations

The Care team page of a patient's chart lists the providers who treat the patient, and the Locations page lists the clinic locations where the patient is seen. Both are under Profile, and both decide who can open the chart.

Care team members#

Each member is a provider, the discipline they treat the patient for, a role and a range of dates.

The roles offered depend on the discipline: ABA uses its own roles (ABA care teams).

A provider is Current from the start date through the end date. Leave the end date blank while they still treat the patient.

Add a provider to the care team#

1. Open the patient's chart and click the Care team tab.
2. Click Add Member.
3. Choose the Provider, then the Discipline (only the provider's own disciplines are offered).
4. Choose the Role and the Start date, then click Add Member.

NeatPractice will not let you add the same provider twice for overlapping dates in one discipline, or a second primary therapist for the same discipline and dates. End the earlier membership first.

Added by booking#

Booking an appointment adds every provider on it who is not already on the patient's current care team, so their schedule and the chart always agree:

• A single appointment adds them as Covering from the visit date until the visit's note is due (the discipline's note signing deadline in documentation rules, or 7 days when there is none). Booking them again extends that end date.
• A recurring series adds them as a Treating therapist with no end date (ABA, which has no treating role, keeps Covering with no end date). A Covering row they already hold becomes that open-ended row.
• A provider already on the team in any role is left as they are. In a group appointment each patient's care team is checked on its own.
• Cancelling the appointment never removes anyone; end the membership by hand when it no longer applies.

The booking window names each provider it will add before you save. Every addition is recorded in the chart's change history like any other care team change. Break-glass access remains for unplanned access to a chart outside your caseload.

When a provider stops treating the patient#

Open the row's menu, click Edit and set the End date. The membership stays on the tab as history. Use Delete only for an entry made in error. This works even after the provider was made inactive in Setup: the provider shows as (inactive) and keeps their discipline, so you can end or correct the row.

ABA care teams#

When your clinic has the ABA module, an ABA care team uses these roles:

Turn on Clinical supervisor for the member who oversees the case clinically; one member holds it at a time, and the care team page shows a warning while no current member is flagged.

Roles follow the provider's current credentials. A case lead and a clinical supervisor hold a current analyst credential (such as BCBA or a state behavior analyst license); an assistant analyst holds an assistant analyst credential or higher. Technicians and coordinators need no credential on the team. A provider sees only the roles they qualify for, so a registered behavior technician starts as a Technician. An existing row keeps its role, so it can still be corrected or ended after a credential lapses.

An analyst's row also has review toggles, Review technician notes and, for a case lead, Review assistant analyst notes. Both start on; turn one off to stop sending those notes to this member for review.

Staff owners#

Below the care team, Staff owners lists the office staff who look after the family outside of treatment: the Intake coordinator, Scheduler, Billing specialist, Authorization coordinator, Case manager, Account manager or Other. One person holds each role on a patient at a time.

Click Add Staff Owner, choose the Role and the Staff member, add a note if you like, and click Add Staff Owner. Use the row menu to change or remove one.

Staff owners do not change who can open the chart; that is still the care team and locations. They tell everyone who to ask, and the patient list's Staff owner filter shows each person the patients they look after (see Searching for patients).

Caseloads#

A provider's caseload is every patient whose care team lists them as current today, plus the caseloads of the providers they supervise. Staff whose role lets them see only their caseload see just those patients in the patient list, and open only those charts.

On a chart in their caseload, a clinician reads the documents and files your clinic shares with their discipline and credentials. Under Sharing across disciplines, a document kind or file category can be read by its own discipline only, or only by chosen credentials. The care team member reads a document when it is shared or in a discipline they are on the care team for, and a credential they hold (not expired) is allowed for it. Owners, administrators and anyone else who sees every chart, the author and the author's supervisors always read it. Demographics, the schedule and billing are not affected.

When someone who sees only their caseload adds a new patient, NeatPractice puts them on the new patient's care team as primary therapist so they can open the chart right away. They need an active provider profile to do this.

Locations#

The Locations list shows every location the patient is seen at; the default location, set on the Demographics tab, is marked. Staff whose account is limited to some locations see a patient when one of the patient's locations is theirs.

To change the list, click Edit Locations, add or remove locations and click Save Locations. The default location always stays on the list. If someone else changes the locations while you are editing, NeatPractice keeps your list and shows what is saved now; click Use Saved Locations to switch to theirs.

Restricted access#

Some charts need more privacy than the usual care team rules give, such as a staff member or a relative of one who is also a patient. Restrict the chart so only the people you name can open it. A restricted chart stays out of the patient list, searches, reports, schedule details and the assistant for everyone else, even staff who can see every patient.

1. On the Care team tab, find Restricted access and click Restrict Chart.
2. Choose everyone who still opens the chart, usually the treating providers and the person who books the patient. You stay on the list so you can manage it.
3. Click Restrict Chart.

The chart header shows a Restricted badge. Click Edit Access to change who is named, or Lift Restriction to open the chart to the care team again. The history keeps who held access and when.

Anyone not named who needs the chart in an emergency uses break-glass access: they give a reason, the access lasts four hours, and clinic admins are notified. Owners and Clinic Admins can restrict charts; a custom role can grant the same permission to others.

Who can change the care team#

Owners and Clinic Admins can change the care team and the locations; a custom role can grant the same permission to others. Anyone who can read the chart can see the tab.