PrecisionMind For Practice

Creating a group practice from your solo account

Creating patient groups and group appointments

Article 02

Customizing team permissions and access

Permissions control what each person can see and do in your practice. Start with a default role, then adjust it or create a custom role when needed.

In this guide, we'll cover:

Using default and custom roles

Choosing permissions

Choosing whose records a role can access

Updating a role or one person's access

Starting with a default role

Default roles include Owner, Admin, Therapist, Psychiatrist, Supervisor, Intern, Clinician, Biller, and Scheduler.

For details, see the default practice roles guide .

Creating a custom role

Create a custom role when the default roles do not match the work someone needs to do. For example, you might create a role for an intake coordinator or peer support worker.

Choosing permissions

For each area, choose the actions the role can take:

View: Read information.

Create, Edit, or Delete: Add or manage information.

Comment: Join internal comment threads.

Sign: Sign and lock clinical documentation.

Medications, forms, and other areas may offer additional choices for their specific workflows.

Choosing whose records the role can access

Some permissions include a For setting:

Dashboard and Insights: Choose individual data, practice data, or both.

Appointments, Billing, and Messages: Choose the person's own work or all clinicians.

Clinical records: Use View For All Patients only when the role needs access beyond assigned patients.

Updating a role

Open Manage Team Permissions to review role access and edit a custom role.

Review which team members use the role.

Change the permission settings.

Remember that a role change affects everyone assigned to that role.

Changing one person's access

To change access for one team member:

Open My Team .

Find the team member.

Select Edit Access Level .

Assign a different role or choose custom individual access.

Choosing a default practice role

Using the Dashboard and Insights

Article 03

Choosing a default practice role

Default roles give team members a starting set of permissions. A practice owner can adjust these permissions to match the team's work.

In this guide, we'll cover:

Available default roles

Owner access

NPI requirements

Choosing and customizing a role

Available default roles

Leadership: Owner (Clinical) and Owner (Non-Clinical)

Clinical: Therapist, Psychiatrist, Intern, Supervisor, and Admin (Clinical)

Administrative: Admin (Non-Clinical), Biller, Scheduler, and Front Desk

Understanding Owner access

Core access: Other team members cannot remove the Owner's core permissions.

Team management: Owners can manage the team by default. Other staff need the relevant permission before they can add or remove team members.

Practice administration: Owners can access billing settings, practice reports, and subscription details.

Understanding NPI requirements

A team member needs a verified National Provider Identifier (NPI) if they have a clinical role or can view clinical areas such as Notes or Treatment Plans.

If needed, search the official NPI Registry .

Choosing a role

Clinical role: For someone who provides patient care or writes clinical documentation.

Administrative role: For someone who manages scheduling, payments, or check-in without needing clinical access.

Non-clinical leadership role: For an owner or administrator who manages operations without viewing Protected Health Information (PHI).

Customizing a role

Open Team Permissions to change a default role or create a custom role. You can choose which areas a role can view, create, edit, delete, comment on, or sign.

Tip: Give each person only the access they need for their work.

Common security and privacy questions

Customizing team permissions and access

Signing Up for PrecisionMind

Article 04

Switching between accounts and practices

You can use one email address for your solo practice, a group practice you own, and other practices you join.

In this guide, we'll cover:

Switching practices

Understanding account limits

Switching practices

To switch practices:

Open your profile or practice menu in the upper-right corner.

Choose the account or practice you want to open.

Your solo workspace is labeled Individual Practice . Group workspaces use the practice name.

Understanding account limits

One email address can be connected to:

One solo provider account

One group practice that you own

Multiple group practices that have invited you

Important: A solo account and a group practice remain separate workspaces. To begin using group features, create a new Group Practice and use the account switcher to move between them.

What patients see after an invitation

Request e-prescription access

Creating a group practice from your solo account

Sending a broadcast to a patient group

Article 05

Managing a patient's care team

A patient's care team controls which clinicians can work with that patient's records. Each clinician's role still controls what they can do.

In this guide, we'll cover:

Viewing the care team

Adding or removing a clinician

Understanding access

Reassigning a primary clinician

Viewing the care team

To view a patient's care team:

Open the patient profile.

Find Care Team in the right sidebar.

The list shows the primary clinician and other assigned clinicians.

Adding or removing a clinician

To update the care team:

Select the add icon to add a clinician.

Choose a clinician from the list.

To remove someone, select the remove icon next to their name.

Note: A patient can have up to five clinicians. Only team members with a clinical role and verified National Provider Identifier (NPI) can be added.

Understanding access

Joining the care team gives a clinician access to the patient.

The clinician's role still determines whether they can view, comment on, edit, or sign each type of record.

Patients can self-schedule only with their primary clinician.

Patients can message, complete forms, and share documents with members of their care team.

Common uses

Clinical supervision: Add a supervisor so they can review an intern's work when their permissions allow it.

Integrated care: Add each treating clinician so they can coordinate care.

Coverage: Add a covering clinician when another clinician will be unavailable.

Care transition: Add the new clinician before changing the primary clinician.

Reassigning a primary clinician

A clinician cannot be removed from the practice while they remain a patient's primary clinician.

To reassign patients:

Open the clinician's care team list or My Team .

Assign each patient to a new primary clinician.

After no patients remain assigned, remove the clinician from the practice.

Admin reminders

You need the Manage Care Team permission to add or remove care team members.

Alerts for completed forms and self-reports go to the care team.

Remove clinicians when they no longer participate in a patient's care.

Understanding the Patient Dashboard

Uploading external patient records

Customizing team permissions and access

Message your care team

Article 06

Commenting on a patient chart item

Comments let your team discuss a specific patient chart item without changing the clinical record.

In this guide, we'll cover:

Adding a comment

Checking access

Understanding who can see comments

Adding a comment

Comments are available on notes, treatment plans, assessments, self-reports, records, medications, forms, and transcripts.

To add a comment:

Open the patient chart item.

Select the comment icon or open Comments in the right sidebar.

Enter your comment.

Select Post .

Checking access

If you cannot see comments, ask a practice administrator to confirm that your role has Comment access for that area of PrecisionMind.

Understanding visibility

Comments stay connected to the chart item.

Only teammates who can access that item can view or reply to its comments.

New comments and replies appear for authorized teammates right away.

Important: Comments are for internal collaboration. They do not replace clinical notes or other required documentation.

Creating and managing treatment plans

Creating a treatment plan with AI

How we protect patient data

Sharing a patient chart item through a task

Article 07

Managing the patient waitlist

Use the Waitlist to track people who are waiting for intake or clinician assignment.

In this guide, we'll cover:

Adding a waitlist record

Editing a record

Deleting a record

Adding a waitlist record

To add someone to the waitlist:

Open Waitlist .

Select Add Record .

Enter the person's name, email, phone number, and reason for therapy.

Add a referral source, priority, or clinician match if needed.

Save the record.

PrecisionMind records who added the entry, when it was added, and when it was last changed.

Editing a record

To edit a waitlist record:

Open Waitlist .

Select the record.

Select Edit .

Update the information.

Save your changes.

Deleting a record

To delete a waitlist record:

Find the record.

Select Delete .

Confirm the deletion.

Important: Deleting a waitlist record is permanent.

Downloading patient records

Creating and managing treatment plans

Setting up services and fees

Article 08

Creating a group practice from your solo account

You can create a group practice while keeping your existing solo workspace. Use the same login to move between them.

In this guide, we'll cover:

Signing in

Creating the group practice

Entering practice and billing details

Inviting team members

Switching between practices

Signing in

To sign in:

Go to the PrecisionMind sign-in page .

Creating the group practice

To create the group practice:

Open the menu in the upper-right corner.

Select + Add new group practice .

Entering practice details

Follow the prompts to enter your practice name and other requested information.

Note: PrecisionMind is free for group practices with fewer than 20 clinicians. Practices with 20 or more clinicians use the Enterprise Plan and can contact PrecisionMind for setup and data-transfer support.

Choosing the billing setup

Choose the billing option your practice will use for cash payments and copays.

Note: This choice does not apply to insurance payments.

Inviting team members

After the practice is created, you can invite team members now or later.

Each person receives an email invitation.

They must accept the invitation to join the practice.

For permission setup, see the team permissions guide .

Switching between practices

Open the menu in the upper-right corner, then choose your solo or group practice.

Tip: If a teammate cannot find their invitation, ask them to check their spam or junk folder.