The Care Team feature enables collaborative patient care by allowing multiple clinicians to access a patient's clinical data and perform shared actions. This ensures coordinated care while maintaining proper access control across your practice.
Locate the Care Team
Open the Patient Profile of the individual you are treating.
On the right-hand sidebar, look for the Care Team section.
Here, you will see the Primary Clinician and any other staff currently assigned to the patient.
Add or Remove a Clinician
To modify who has access to this patient:
To Add: Click the (+) or "Add Member" icon. Select a clinician from the dropdown menu.
To Remove: Click the (X) or "Remove" icon next to the name of the clinician you wish to unassign.
Note: You can add a maximum of 5 clinicians per patient. At the moment, only staff with a Clinical Role and a verified NPI can be added.
Understanding Access & Patient Interaction
Once a clinician is on the Care Team, they can see the patient's records. However, their main Role still determines what actions they can perform.
Permissions Example: If a member's role allows them to View but not Sign notes, adding them to a Care Team will let them see the patient's notes, but they still won't be able to sign them.
Patient Actions: * Self-Scheduling: At this time, patients can only self-schedule appointments with their Primary Clinician.
Collaboration: Patients can message, complete forms, and share documents with anyone on their Care Team.
Real-World Examples & Use Cases
Clinical Supervision: Add a Supervisor to an Intern’s patient care team. This allows the Supervisor to review "Draft" notes and use the Comment feature to provide feedback directly within the chart.
Integrated Care: For patients seeing both a Therapist and a Psychiatrist, adding both to the Care Team allows the psychiatrist to review therapy progress before prescribing medication, ensuring safer treatment.
Crisis Coverage: If a clinician is going on vacation, add a Covering Clinician to their high-needs patients' Care Teams so the covering provider can access Safety Plans and history in an emergency.
Warm Hand-offs: An Intake Coordinator can conduct the initial screening, add the permanent Therapist to the Care Team, and then switch the "Primary" status once the intake is complete
Reassigning a Primary Clinician
To maintain continuity of care, Allia will not allow you to delete a clinician's account if they still have patients assigned to them as the Primary Clinician.
Go to the clinician's Care Team list or the My Team page.
Reassign their patients to a new Primary Clinician.
Once their patient list is at zero, you can safely remove the clinician from the practice.
💡 Quick Rules for Admins
Manage Access: You must have the "Manage Care Team" permission toggled ON in your role settings to see these buttons.
Notification Routing: Alerts for completed forms or self-reports are sent to the Care Team. If you are receiving too many alerts for patients you no longer see, check if you need to be removed from their team.
Privacy: Always remove clinicians from a Care Team once their involvement in the case has ended to maintain strict HIPAA compliance and the "Principle of Least Privilege."