Currently, IntakeQ prevents Admin users from updating a clinician’s legal name or license type (e.g., from “Provisional” to “Fully Licensed”). When a therapist gets married or becomes fully licensed, only that therapist can edit their own profile — creating workflow and compliance issues.

Previously, there was a workaround:

Log in as Admin

Go to “Account”

Switch to another user

Click back to the Account page

This temporarily allowed editing as that user. However, this now results in an “Uh oh – no access” error.

We’d like this functionality restored as an intentional feature.

Why This Matters

Compliance: Accurate legal names and license types are required on claims, superbills, and documentation.

Operational efficiency: Therapists often delay updating these details, leading to mismatched records.

Data consistency: Incorrect license types or names can cause payer rejections or client confusion.

Regression: This used to be possible via the impersonation path, which no longer works.

Requested Enhancement

Allow Admins to directly edit key identity and licensure fields on clinician accounts:

Legal First, Middle, and Last Name

Display Name (if separate)

License Type (e.g., LPC-A → LPC, LMSW → LCSW)

License Number, State, and Expiration Date

Credentials (PhD, PsyD, etc.)

Supervision Status and Supervisor linkage (if applicable)

Permissions & Security

Add a role-based permission:

Settings → Roles → Admin → “Can Edit Clinician Identity & Licensure”

Changes logged in Audit History (who made the edit, what changed, when).

Optional: Require file upload (e.g., proof of new license).

Clinician receives automated notification: “Your licensure or name was updated by Admin [Name].”

System Behavior

When a name or license change is made by Admin:

Updates propagate to claims, superbills, clinician directory, and documents.

Supervisor linkage is automatically removed when license status changes to “Fully Licensed.”

Changes do not retroactively alter previously submitted claims (retain historical accuracy).

Suggested UI

Path: Settings → Staff/Team → [Clinician Name] → Identity & Licensure tab

Fields (Admin-editable):

Legal Name

Display Name

License Type (dropdown)

License Number + State

Expiration Date

Credentials

Supervisor toggle + field

Confirmations:

If upgrading a license, show:

“This will remove supervision settings and may affect payer setup. Continue?”

Audit Example:

Admin [T. Schroeder] changed License Type: LPC-Associate → LPC

Time: 2025-10-09 11:32 AM CST