Team Roles
PatientNotes has three team roles, each with different levels of access. Assign roles based on what each person needs to do in the app.
Role Descriptions
Full Access
Admins have complete control over the team. They can manage members, billing, settings, and have all provider capabilities.
Clinical Access
Providers can use all clinical features: recording sessions, generating notes, managing templates, and using the AI assistant. They cannot manage team members or billing.
Limited Access
Staff members have limited access, typically for administrative support. They can view sessions and notes but cannot record or generate new notes (depending on your plan settings).
Permissions by Role
Detailed breakdown of what each role can do:
| Permission | Admin | Provider | Staff |
|---|---|---|---|
| Clinical Features | |||
| Record sessions | |||
| Generate notes | |||
| View own sessions | |||
| Use AI assistant | |||
| Templates | |||
| Use templates | |||
| Create custom templates | |||
| Share templates with team | |||
| Team Management | |||
| Invite team members | |||
| Change member roles | |||
| Remove team members | |||
| Billing & Settings | |||
| View billing information | |||
| Manage subscription | |||
| Change organization settings | |||
Staff Permissions
Choosing the Right Role
Clinicians (MDs, DOs, NPs, PAs)
Use the Provider role. They need to record sessions, generate notes, and use templates for their patients.
Practice Managers / Office Managers
Use the Admin role if they need to manage billing, team members, and settings. Use Staff if they only need to view session data.
Medical Assistants / Front Desk
Use the Staff role. They can view sessions and help with administrative tasks without clinical access.
Medical Scribes
Depends on your workflow. Staff for viewing/editing notes only, or Provider if they need to record and generate notes on behalf of clinicians.
Changing Someone's Role
Admins can change team member roles at any time:
- Go to Settings → Team
- Find the team member
- Click their name or the edit button
- Select a new role from the dropdown
- Save changes
Removing Admin Access
Next Steps
Learn how to manage your team, including updating roles and removing members.