Every patient file has three layers, each sealed under its own key:
- Identity: the file number, name, contacts, date of birth and bookings.
- Money: invoices, payments, treatment codes, and diagnosis codes as bare codes without their wording.
- Clinical: notes, assessments, reports, care plans, photos and recordings, and diagnosis wording.
Which layers reach you comes from your hat in the practice the file lives in:
- A practice owner sees all three layers of every patient of the practice, with no request and no consent; every opening of a note they did not write is logged.
- An associate sees all three layers of their own patients only.
- An assistant sees the identity and clinical layers of the patients their supervising clinician assigns to them, and never the money.
- The front desk sees identity and money, never the clinical layer.
- A bookkeeper sees the money layer only, by file number.
- A clinic owner sees identity and money across every practice in the clinic, never the clinical layer.
- SideClick sees none of them: every entry on the sync server is sealed, and we see only account emails, seats, storage used and device counts.
A grant — a cover, a handover or an assignment — adds patients to what you see, never layers. Your hat's floor comes first, and no grant gives a hat a layer it may not hold: an assistant never holds money, whatever they are given. A key your hat may not hold, or that your grant does not include, is refused by the sync server.
Consent is only ever the patient's: for a copy sent to another profession and for a handover. No clinician's consent is needed for a practice owner to read the practice's records.
Related
- Practices, clinics and hatsA practice keeps patient files under one practice number, a clinic is the business around one or more practices, and what you may do comes from the hat you wear there.
- Cover while you're awayA colleague of your profession in your practice sees and writes in your patients' records from a date until a date; when the cover ends, what they borrowed is destroyed and their own notes stay.
- Handing over a patientA patient moves to a clinician at another practice with their history: the earlier entries are read-only for the receiver, who adds their own after them.
- Sending a copy to another professionA copy is sent once, on the patient's recorded consent: the other clinician holds the patient's details and the signed entries you chose, read-only, and nothing written afterwards reaches them.
- Assistants and co-signatureAn assistant works under a named supervising clinician, sees only the patients assigned to them, and writes notes that wait for the supervising clinician's co-signature or come back for changes.
- What the sync server can seeEvery entry reaches the sync server sealed, under a key only the people who may open it hold; the server keeps the sealed copy and cannot read it.
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