Quick answer
Who can see what in the Medical portal
Medical records are the most sensitive data in Clubhouse. Visibility is deliberately conservative — the default answer to "who sees this clinical detail?" is "nobody outside the medical group." This article sets out exactly who can see what so you can answer with confidence.
The model follows the Australian Privacy Principles (APPs 6 and 11) and aligns with the NSW Health Records and Information Privacy Act 2002 for the parts that handle child health information. Where exceptions exist (e.g. coach-facing availability), the reason for the exception is also explained.
- The permission shape
- What each role sees
- What is never visible to coaches, parents, or players
- What coaches do see, and why
- What parents see, and why
- Audit trail
- When in doubt
Two layers gate access:
- Module permission — Medical. Granted by your super-admin from the staff page. Without this, the entire Medical sidebar section is hidden. Most coaches and admins do not have it.
- Role within Medical. Once a staff member can open the section, their role determines what they can read and write inside it.
| Role | What they can see | What they can do |
|---|---|---|
| Physio / Medical Officer | Everything clinical — full injury detail, every update type, all attachments, GRTP detail, all parent submissions. | Create / update / resolve injuries, run triage, attach documents, escalate to safeguarding. |
| MPIO | Everything a physio sees, plus the safeguarding-tagged subset highlighted (child injury escalation, suspected non-accidental injury flags). | Add safeguarding notes, escalate cases per club policy. |
| Club admin / super-admin | Read-only access to injury detail (excluding internal-only clinical notes by default). Full access to history and reports. | Adjust permissions, see audit trail. Should not make clinical updates. |
| Coach | No Medical portal by default. In squad and lineup views: a player's availability (Available / Limited / Unavailable), the broad reason (Injury / Illness / Personal — not the body part or diagnosis), the expected return date if set, and any training modifications the physio has explicitly shared. A coach your club grants the medical capability additionally gets a read-only Active Injuries view in their own portal — no logging, no status changes, no deletes. | Acknowledge the modification, plan their session accordingly. |
| Parent | Their own child's injury record only — and a deliberately simplified view: status, expected return, treating practitioner name, and any updates the physio has chosen to share with them. | Report a new injury, submit updates and document uploads, see and acknowledge physio messages. |
| Player | Only their own injuries. The same simplified view as parents. | Submit updates if their family account allows. |
| Team Manager | A medical summary on their squad's home tab — count of unavailable players and any practitioner-flagged limitations relevant to match day, no diagnosis or body part. | Plan logistics. |
Even when an update is sent to coaches or parents, the following stay inside the medical group:
- Clinical notes logged with the Internal note update type (no notifications can be sent — by design).
- Diagnosis text beyond the body region (e.g. "ACL grade II tear" is medical-only; coaches just see "knee, expected return 14 weeks").
- OSIICS codes, IOC body region details, mode of onset, mechanism of injury, suspected concussion flags before the physio has confirmed.
- Document attachments of medical reports (MRI, specialist letters, GP correspondence) — the document itself stays in the Medical documents area; coaches and parents only see that a report has been attached if the physio shares it via the Referral / report update.
- Safeguarding notes and MPIO escalations — these are visible only to the medical staff and the MPIO.
Coaches need to plan training and match day, so they get:
- Availability pill on each player in their squad and lineup view ("Available" / "Modified return" / "Unavailable").
- Expected return date if set.
- Training modifications explicitly shared via the Training modification update type — drill integration level (Low / Moderate / High / Full) and a target max-speed slider, plus any free-text the physio has added for the coach.
That's it. They don't see the diagnosis. They don't see what the physio said in private clinical notes. They don't see the parent messages. The aim is "enough for the coach to coach safely, no more."
Parents see their own child's injuries because they have a duty of care and they're the ones taking the child to GP appointments. They get:
- Status (Active / Modified return / etc.).
- Body region (e.g. "knee").
- Expected return to training and match dates if set.
- Treating practitioner name so they know who's looking after the child.
- Updates the physio has chosen to send to family via Status update, Rehab program, or Referral / report types.
- The ability to report a new injury or upload a document.
They do not see other children's injuries, internal clinical notes, detailed mechanism of injury, or anything coded for OSIICS / IOC.
Every read of a medical record by an admin or super-admin is logged. Every update has a who-and-when. If you ever need to confirm "did anyone outside the medical group view this record?", your super-admin can pull the audit trail from the database.
If you're not sure whether something should be visible to a coach or parent, the safe answer is No — log it as an Internal note or against the Clinical note type with notifications off. You can always create a separate, deliberately-shared update later if it becomes appropriate.
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