Owners, practitioners and receptionists: who can do what
- Everyone
On this page
Every team member has one of three roles. The role decides which parts of Clinicify they can reach, and whether they use a seat on your plan. You can see your own role under your name at the bottom of the sidebar.
The roles at a glance
| Role | Who it’s for | Uses a seat |
|---|---|---|
| Owner | Whoever runs the clinic’s account, settings, team and billing. A clinic can have more than one owner. | Yes |
| Practitioner | Clinicians who see patients. | Yes |
| Receptionist | Front desk and admin staff. | No, receptionists are free |
What everyone can do
Every role can:
- Use Dashboard, Bookings, Patients, Checks and CQC.
- View patients and add new ones.
- See their own staff compliance records under Checks, read-only.
- Use their own settings under Your preferences: Profile, Notifications and Security.
- Set up their own calendar and video connections under Integrations: Google Calendar, Outlook / M365 Calendar, Zoom and Google Meet.
What owners and practitioners can do
Owners and practitioners can also:
- Edit and archive patients.
- Upload lab results, and review and publish them, from Lab Results.
- Send answers from the Q&A Queue.
- View and edit treatment records under Aesthetics.
- Set their own Availability.
Receptionists can view patients and bookings but can’t do any of these. Lab Results, Q&A Queue and Aesthetics don’t appear in a receptionist’s sidebar, the Treatments and Aesthetics tabs don’t appear on a patient, and a patient’s details are read-only for them. If a receptionist opens one of these pages from a link, they see Your role can’t do this.
What only owners can do
| Area | What’s owner only |
|---|---|
| Insights | Revenue, appointments, lost revenue and retention figures. Other roles see Insights are owner only. |
| Team | Inviting, editing and removing team members, changing roles, and viewing a team member’s activity (the audit log). |
| Staff compliance | Seeing, adding and editing everyone’s staff compliance records. Everyone else sees only their own, read-only. |
| Patient data requests | Exporting a patient’s data (Export patient data (GDPR)) to answer an access request. |
| Clinic settings | Everything under Clinic (including forms), Scheduling (including appointment types), Team & access, Data & privacy and Billing. |
| Payments and accounting | Connecting Stripe and Xero, and issuing refunds. Other roles see Only the clinic owner can issue refunds. on a booking. |
| Patients | Importing patients from a spreadsheet (Import CSV). |
| Records created in error | Permanently deleting a patient, treatment record or lab result that was created or uploaded in error, which bypasses the retention hold. |
| Appointment types | The Manage types button on Bookings. |
What needs a professional registration
Approving an answer to a patient’s clinical question needs a professional registration with the NMC, GMC, HCPC, GDC or GPhC on your profile, as well as the owner or practitioner role. A registration marked Other can be saved on a profile but can’t be used to approve clinical answers. See Edit your profile.
Seats
Owners and practitioners each use a seat. Receptionists never do, so you can add as many as you need. Your plan sets how many seats you have; see /pricing/. When your seats are full, Clinicify tells you if you try to invite a practitioner or move a receptionist to a role that uses a seat.
Related
- Team permissions has the full list, action by action.
- Change a team member’s role or details
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Related articles
- Team permissions A detailed list of what owners, practitioners and receptionists can see and do in Clinicify, area by area, including which roles use a seat.
- Change a team member's role or details Change someone's role between owner, practitioner and receptionist, and update their name, registration, phone number, title and working hours.
- Invite a team member Invite practitioners and receptionists to your clinic by email, choose their role, make someone an owner later, and see how invitations use seats.
- Edit your profile Update your name, professional registration, phone number and professional title, and learn why your registration matters for patient questions.