How a Team Shares Patient Records in Dermi Atlas Professional

Overview

Every clinical record on a Dermi Atlas Professional deployment belongs to the practice's team. A deployment holds exactly one team, every member of that team sees every patient, and each member works under their own name. This article explains what is shared, what each account type can do, how patient assignment fits in, and what happens to records when a member leaves.

One Team, One Patient Record

A deployment holds one team, and every member sees the same Patient Database, the same entries, the same Image Pools, and the same full body sessions. One library serves the whole team: a photograph captured by an assistant is in the record when the clinician opens it, and a patient created on one login is found by every other login.

Each person keeps their own login. The username, password, two-factor authentication, preferences, and trusted devices belong to the individual account, and the Sign Out of All Devices action in Account settings ends that person's sessions alone. Real-time synchronization is team-wide: when another member has an entry open, the session pill names them ("Entry open by" followed by the member's name) and the sync status pill on the editing surface lists their session. The Sessions of Other Team Members preference hides other members' sessions from a member's own session pill and leaves every other member's pill as it was. See Real-Time Synchronization Across Devices.

Actions Recorded Under Each Account

Every action is recorded under the member who performed it, and that history stays with the team after a member leaves. The account page lists a member's own actions, while the log on a patient's Details page holds the whole team's activity on that record, each row naming the member who performed it and offering a filter by member. Logging levels and retention are described in Audit Logging Configuration.

What Each Account Type Can Do

Two account types exist, chosen by the owner in the Dermi Portal when a member is invited: Clinician and Assistant. Both types see the same records, and the boundary is drawn at the actions that carry legal weight.

Both account types can:

• Capture images, create patients, and add entries and notes
• Annotate and compare images, and document full body sessions
• Search and filter the shared patient list
• Edit which members a patient is assigned to
• Use every device on the practice network, including Dermi Atlas Companion
• Delete their own account

Clinician accounts only:

• Export and external sharing, including PDF reports and Custom Export
• Deleting and recovering patients, entries, images, zones, lesions, and full body sessions, and viewing Deleted Records
• Merging patients and editing patient identity details
• Downloading original-resolution images

An assistant who reaches one of these actions sees "This action is available to clinician accounts only." The owner can promote an assistant to a clinician from Change Member in the Dermi Portal; the member completes the promotion with a change code, as described in Inviting and Managing Team Members.

Assignment Organizes the List

Assign Members on a patient records which members are responsible for that patient. Assignment drives the default patient list (My Patients or All Patients), the Members filter in Filter and Search, and an entry in the patient's activity log naming who was assigned and unassigned. Every patient stays open to the whole team: a patient assigned to nobody is visible to everyone, and a patient assigned to one member is visible to every other member. Assignment and the team views are described in Assigning Patients and Team Views.

When a Member Leaves

Records stay with the team whichever way a membership ends:

• Removed by the owner: Remove Member in the Dermi Portal ends the member's access at the deployment's next check-in. The account and every patient, entry, image, and log row the member created stay on the deployment. Reinstate Member restores access to the same account later.
• Disabled in Dermi Atlas Manager: Disable on the User Accounts card ends the account's open sessions and refuses its sign-in immediately, and Enable restores it. Patient records and the activity log are kept.
• The member deletes their own account: Delete Account in Account settings removes the profile and the person's access. The deployment states it plainly: "Patient records and the activity log stay with your team." The departed member is dropped from any assignment lists, the portal row reads "Deleted on the Atlas instance", and a returning person is invited again.

Illustrative demo with synthetic data. Learn more

Removing Clinical Data

Clinical data is removed record by record. Clinicians delete individual patients, entries, and images, which are then handled according to the deployment's deletion policy and retention period (see Configuring Data Retention for Deleted Records). The only way clinical data is removed wholesale is the Deployment Purge in the Administration area of Dermi Atlas Manager, behind the admin passphrase and the typed confirmation "PERMANENTLY PURGE CLINICAL DATA". It permanently deletes all clinical data on the deployment while keeping accounts, sign-in, the license, and settings. See Atlas Manager Administration.

Related Resources

• Understanding Accounts for the Dermi Portal account and team member accounts
• Inviting and Managing Team Members for account types, promotion, removal, and reinstatement
• Seats and Team Billing for how members are counted against seats
• Assigning Patients and Team Views for Assign Members, My Patients, and the Members filter
• Atlas Manager Administration for the admin passphrase, User Accounts, and the deployment purge