---
# Cross-published from The Medfair Journal. Keep canonicalURL pointing
# at the original so search engines credit the right page.
title: "More control for your clinic: introducing staff permissions and Health team"
description: "Set staff access around the work each person does, keep a patient’s family doctor and referring practitioners in one place, and start new ADP applications with a prescriber chosen from their Health team."
pubDate: 2026-10-27T00:13:37.790Z
subtitle: "Give each team member the access they need, and keep the practitioners involved in a patient’s care close to the work."
author: "Aalim Rattansi"
category: "Product Update"
coverImage: "https://mixyzmmqjujhhiolapks.supabase.co/storage/v1/object/public/blog-media/covers/508c6a3a-a306-40fc-bbe8-20948432cb7c/1793058127760.jpg"
coverImageCaption: "Setting a team member’s access in My Clinic → Staff, in a Medfair demo clinic."
canonicalURL: "https://medfair.ca/journal/staff-permissions-patient-health-team"
originalSource: "The Medfair Journal"
---

*This article was first published on [The Medfair Journal](https://medfair.ca/journal/staff-permissions-patient-health-team).*

Two questions come up in every busy clinic: “Who should be able to change this?” and “Who is this patient’s referring practitioner?”

The answers shape everyday work, from letting a front desk colleague send invoices to finding the right prescriber when you start an ADP application.

**Run your clinic on Medfair.** [Sign up](https://medfair.ca/register) · [Schedule a Demo](https://medfair.ca/contact)

Two updates to Medfair’s [clinic management software](https://medfair.ca/features) make both easier. **Staff permissions** let clinic owners decide, person by person, who can see and change each part of the clinic. **Health team** puts a patient’s family doctor and referring practitioners on the patient file, with their contact details at hand and a better starting point for new ADP applications.

Health team began with a request from one of the clinics we work with. Thank you to every clinic that tells us what the working day really looks like; it shapes what we build next.

## What’s new at a glance

- **Access by area:** choose No access, Can view or Can edit for each person, area by area.
- **Labels are labels:** Front Office, Clinician and Technician describe a role. They no longer decide what someone can access.
- **Admin access:** the owner can let a trusted colleague help run the clinic.
- **Health team:** one current family doctor, any number of referring practitioners, and other practitioners on each patient file.
- **A head start on ADP:** new orthotic, respiratory and prosthetic applications start with a prescriber chosen from the patient’s Health team.

## Staff permissions: access that fits the work

A job title tells you what someone does. It does not tell you everything they should be able to see or change.

Front Office, Clinician and Technician are now labels on a person’s account. Access is set separately, so the label can stay accurate while each person gets the access their work requires.

Open **My Clinic → Staff** and edit anyone with a Medfair login. Access is grouped the same way the Staff page groups it.

**Everyday areas** start at Can edit and can be lowered to Can view:

- Patients: patient files, including claims, ADP applications, estimates and the calendar
- Projects
- Combine AI
- Messaging

**Clinic areas** start at No access and can be raised to Can view or Can edit:

- Dashboard
- Invoices
- Billing & wallet
- Clinic settings
- Reports & audit

The three levels mean what they say:

- **No access:** the area is unavailable to that person.
- **Can view:** they can review information without making changes.
- **Can edit:** they can make changes in that area.

For example, you can let a front desk colleague create and send invoices without giving them the wallet. Or give a colleague view access to patient files so they can review information without changing records or booking appointments.

The same distinction carries into the tools your team uses every day. Someone with view access to Messaging can read conversations without posting. With view access to [Combine AI](https://medfair.ca/journal/combine-ai-clinic-operations-partner-after-hours), they can ask questions and get answers, while actions that change records stay unavailable. Combine also respects each person’s other areas: it looks up invoices and payment requests only for someone who can view Invoices.

## Admin access: delegate clinic management

Some people help run the whole clinic.

The clinic owner can now give **Admin** access to any team member, whatever their label. An Admin has edit access across the clinic and can invite staff and set access for team members who are not Admins.

Three responsibilities stay with the owner: transferring ownership, granting or removing Admin access, and setting up payments.

That gives owners a way to hand off day-to-day management while keeping those decisions in their own hands.

## Existing clinics: review your team’s access

This update moves every login except the owner’s to the new defaults, Front Office accounts included. Patients, Projects, Combine AI and Messaging start at Can edit. Dashboard, Invoices, Billing & wallet, Clinic settings, and Reports & audit start at No access.

Owners keep full access. If someone on your team handles invoicing, billing or clinic settings, open **My Clinic → Staff** and give them the access they need, or make them an Admin. Until you do, those areas stay closed to them. Owners see a reminder banner in Medfair until they open the Staff page.

## Health team: the practitioners in a patient’s care, on their file

A patient’s care often involves people outside your clinic: a family doctor, a referring surgeon, a physiatrist or a physiotherapist.

The new **Health team** tab on the patient file keeps those relationships in one place. Link one current family doctor, any number of referring practitioners, and other practitioners involved in the patient’s care.

Each entry brings together the practitioner’s name, profession, practice, phone and fax, along with the referral date and a note about their involvement.

When a patient changes family doctors, the previous doctor stays on the file as **Former**. If someone was linked by mistake, you can remove the link.

Practitioners come from **My Clinic → Clinicians**, which now records fax numbers, practice names and addresses. A practitioner’s details are shared by every patient linked to them: update their contact information once, and every Health team that includes them shows the change.

The fax number has a copy button for your clinic’s fax workflow. Sending faxes stays outside Medfair.

## Start ADP applications with the right prescriber in reach

Health team also helps when you create a new orthotic, respiratory or prosthetic application for Ontario’s [Assistive Devices Program](https://medfair.ca/journal/how-ontario-does-prosthetics-and-orthotics-funding) (ADP).

Medfair first looks for the most recent current referring practitioner whose profession can prescribe for that form. If there is no suitable referrer, it checks the current family doctor. If neither qualifies, the prescriber is left blank.

The selection stays visible and changeable, and a prescriber already chosen when the application is created, such as one from a prescription draft, takes priority. The prescriber picker also lists **This patient’s health team** first, so the people connected to that patient are quick to find.

You remain responsible for reviewing the prescriber before completing the application.

Existing information helps you build the team, too. Prescribers from the patient’s past ADP claims appear as suggestions, and a family doctor named on intake can be matched to a practitioner you already have or added as a new one. Nothing joins a Health team until someone on your team adds it.

Estimates use the team as well: when a patient has a current referring practitioner on their Health team, new estimates name that practitioner.

## Put the updates to work

Start with two small steps:

1. **Review staff access** in My Clinic → Staff, starting with colleagues who handle invoicing, billing or clinic administration.
2. **Build a patient’s Health team** before their next ADP application, so the referring practitioner and contact details are ready when you need them.

These updates give your team clearer access to the work they handle, and one shared place to find the practitioners involved in each patient’s care.

Using them already? Tell us what would make your clinic’s day easier with the **Give feedback** button in Medfair.

**Give your team the access their work needs.** [Sign up](https://medfair.ca/register) · [Schedule a Demo](https://medfair.ca/contact)

## Frequently asked questions about staff permissions and Health team

### What are staff permissions in Medfair?

Staff permissions let a clinic owner decide what each person with a Medfair login can see and change. Access is set by area: No access, Can view or Can edit for Dashboard, Invoices, Billing & wallet, Clinic settings, and Reports & audit, and Can view or Can edit for Patients, Projects, Combine AI and Messaging. Permissions are managed in My Clinic → Staff.

### Do account labels like Front Office still control access?

No. Front Office, Clinician and Technician are labels that describe a person’s role. Access is set separately for each person, so changing someone’s label does not change what they can see or do.

### What can a clinic Admin do in Medfair?

An Admin has edit access across the clinic, can invite staff, and can set access for team members who are not Admins. Only the owner can transfer ownership, grant or remove Admin access, and set up payments.

### Will my team lose access after this update?

Every login except the owner’s moves to the new defaults: edit access to Patients, Projects, Combine AI and Messaging, and no access to Dashboard, Invoices, Billing & wallet, Clinic settings, or Reports & audit. Owners keep full access and can grant whatever a colleague needs from My Clinic → Staff.

### What is a patient’s Health team?

The Health team is a tab on the patient file that lists the practitioners involved in a patient’s care: one current family doctor, any number of referring practitioners, and others. Each entry shows the practitioner’s profession, practice, phone and fax, with the referral date and a note.

### How does Medfair choose the prescriber on a new ADP application?

It selects the most recent current referring practitioner who can prescribe for that form, then the current family doctor, and otherwise leaves the prescriber blank. The selection can always be changed, and you remain responsible for confirming the prescriber before completing the application.

### Can Medfair fax a patient’s family doctor?

No. Sending faxes stays outside Medfair. The Health team shows each practitioner’s fax number with a copy button, ready for your clinic’s fax workflow.