Sites, care teams and patient access

By default every clinician and assistant in a practice can see every patient. Sites and care teams let you organise that, and restricted access lets you limit a sensitive chart.

Sites

A site is a location, with a name, address and time zone. Managers add sites in the practice settings. Assigning a patient or a visit to a site is a label for filtering and planning. A site does not grant or remove access.

Care teams

A care team is a named group of clinical members, optionally linked to sites. Managers create teams, add or remove members and archive teams. Every change needs a reason and is kept in the team's history.

Restrict a patient's access

1. Open the patient and go to Settings.
2. Choose restricted access.
3. Select the people and care teams who should see the chart. You must keep yourself on the list.
4. Add a reason and save.

You need to be a clinician who also manages the practice. Afterwards, only the selected people and current members of the selected teams can open the chart. Roles still apply: an assistant with access still cannot sign.

What restriction hides

A restricted chart is left out of search, the visit list, review queues, the library and the audit history for everyone without access. Opening a link to it shows "not found". Background work, such as drafts and transcription, checks access again before it starts and before it publishes.

When people leave

Access is tied to the exact membership. When someone is removed, their access ends, and a new invitation for the same person does not inherit it. If removing someone leaves a restricted chart with nobody who can open it, a clinician manager can use the restricted-access recovery panel to grant themselves access. Recovery is recorded as its own audit event.

How quickly changes apply

Open Terra tabs refresh the workspace every 30 seconds and when you return to the tab. A chart you lose access to is cleared from the screen at the next refresh.