Clear responsibilities
Distinguish workspace administration from Service management and note access.
Staff Access Control for NDIS Providers
Give staff access that matches their work. MyCaseNote separates workspace administration, Service responsibilities and clinical note permissions, with participant restrictions and a separate permission for PDF exports.
Included in every plan
Scoped participant visibility
Keep clinical access within the relevant Service membership and participant restrictions.
Control downloading separately
Grant export capability deliberately instead of treating read access as permission to download a collection.
What to know about access control
Combine workspace roles, Service responsibilities and note permissions to keep participant information within each person’s authorised scope.
How access is organised
MyCaseNote combines workspace roles with Service responsibilities, note capabilities and participant restrictions. These controls work together rather than relying on a single role to decide every action.
- Separate management tasks from clinical note access.
- Give staff the capabilities required for their work.
- Keep permissions scoped to the relevant workspace and Service.
Who is this for?
This is for providers managing several Services, rotating workers or different review responsibilities. Service management gives those teams a shared structure without making all participant records visible to everyone.
Template management and note access are separate
Owners and Administrators can manage case note templates, and Service Managers can manage templates for their managed Services. This authority does not itself grant access to the clinical responses recorded in notes.
How MyCaseNote helps with access control
- 01Choose a workspace role
- 02Set Service responsibilities
- 03Define participant scope
Set workspace roles and Service responsibilities
Owners have derived access. Administrators can manage workspace setup but require explicit clinical grants to read notes. Service responsibilities determine management and coordination tasks within their assigned scope.
- Assign responsibilities where the person works.
- Keep clinical note access explicit for non-Owners.
- Review access as responsibilities change.
Clear responsibilities. Deliberate access.
Keep participant and note access scoped
Service memberships, their applicable dates and participant restrictions determine the records a person may access. Note read, creation and approval capabilities support different kinds of work within that scope.
- Restrict participant access where appropriate.
- Grant authoring and review capabilities deliberately.
- Keep archived-record access subject to the relevant rules.
Control downloading separately from reading
A case note PDF export creates a copy that can leave the application. Owners and Administrators manage export grants per Service. For other users, a grant works alongside existing note access; current access is checked again before download.
- Owners can export notes they are authorised to read.
- Other users, including Administrators, need an explicit Service export grant.
- Service Managers cannot grant export authority merely through their management responsibility.
Access Control:
your questions answered.
Clear answers before you get started.
Does an Administrator automatically have access to clinical notes?
No. Workspace administration and clinical note access are separate. Administrators need the relevant grants and remain subject to the applicable Service and participant scope.
Does permission to read a note include permission to export it?
Owners can export notes they are authorised to read. Everyone else needs both note access and an explicit export grant for the Service. Legacy / Unclassified notes are exportable only by Owners.
Does creating templates grant access to completed notes?
No. Managing template structure does not grant participant or note access. Clinical permissions are evaluated separately.
Can access differ between businesses?
Yes. A person can have different roles and permissions in each workspace they belong to.
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