Access to students will be based on if the user is set as an assigned therapist. If the user is an assigned therapist then they can access the student record and all record types for that student as listed below. Note that you can customize if the user is able to access these record types at all along with the level of access they have (read, create, edit, delete).

• Appointments for that student

• Assessments

• Authorizations

• Contracts

• Diagnoses

• Sessions

• Treatment Plans

Your practice may also elect to control access to students based on the staff member and locations. When this enabled, if the staff member locations for a specific user match the student’s locations, then the user will have access to the student and the related records in the same way they would if they were the assigned therapist. Note that the assigned therapist is always able to access the student regardless of the staff member and student locations.

If an appointment is for a student, then all assigned therapists for that student will be able to access the appointment.

Additionally, if a user is the assigned to or an additional attendee on the appointment, then they will also be able to access the appointment. Finally, if they can access the appointment then they will also be able to access expense tracking and time tracking records for that appointment, assuming you have given them access to these record types in the first place.

If a user is allowed to create a record (e.g. student, session, appointment, etc.), then they will be able to access that record regardless of if they are an assigned therapist on the student record or an attendee on the appointment. That is because they are the “owner” of that record. If they should no longer be able to access that record, make sure that they are no longer an assigned therapist on the student or an attendee on the appointment. Then click on the [Change] link next to the Owner field on that record and set it to the appropriate user in your practice (e.g. yourself).

If a user is made inactive and then reactivated at later date, they will need to be re-assigned to any applicable students in order to access those records again. This means that if they are still listed as an assigned therapist, that assigned therapist record should be deleted and re-created. You can also contact us to perform a security refresh if needed.

Users will be able to access all records for types that are not listed as restricted above. This is because they are not associated to a student or an appointment. Furthermore, they are required in order for the application to work correctly.

A report is available called Assigned Therapists (TotalABA Reports folder) that allows you to see the assigned therapists for each student along with any students that do not have at least one assigned therapist. If you require any additional reports, please let us know by contacting us at [email protected].