Managing Medical Note & Data Visibility

Medical-related data is private by default. It's only visible to staff users assigned to a role with medical access, or to someone the note's author specifically chose to share it with.

The basic rule

• Medical, Mental Health, and Nutrition notes are private by default.
• A non-medical staff member (e.g. a Coach) can only see one of these notes if they were specifically given access to it by the author of the note.

Who can always see them

• Staff with the Medical or Physio role.
• Staff whose custom role has been specifically granted medical note access by the account owner.
• The athlete themselves, viewing their own notes.

How a note gets shared with someone who isn't medical staff

• When writing or editing a note, the author can use "Who can see this note" to pick specific people.
• Only the people picked can see that one note — nobody else.
• If nobody is picked, the note stays private to medical staff only.

Account-wide sharing option

• Owners can turn on "Unrestricted Note Sharing" for the account.
• Staff can then individually turn on "Access to all consultations" on their own profile.
• A staff member with this on sees all notes, any type — this is the one setting that overrides the restriction account-wide.

The same restrictions also apply to other modules

• Assessments and Questionnaires marked "Medical" follow the same rule — only medical staff (or a custom role granted that access) can see results.
• OSTRC Injury Surveillance data follows the same rule too.
• This applies consistently everywhere — the athlete's Notes tab, the Team Dashboard, Custom Dashboard widgets, and reports.

What non-medical staff will not be able to access

• "Medical," "Mental," and "Nutrition" notes no longer appear as choices in note-type dropdowns, filters, or dashboard widget builders — if you're not medical staff, those options simply aren't shown.
• A widget or report that used to show medical details will now show those fields blank, unless you have medical access.