Manage Parents

1. What does this feature do? (High-Level Overview)

The Parents management feature allows clinic staff to create and maintain parent accounts, linking each parent to their child’s records within the system. Once created, a parent account gives the parent access to the Parent Portal, where they can view their child’s clinical information. This feature is currently available.

2. Who is this for? (Roles & Permissions)

• Owner / Manager: Full access to view, create, edit, and delete parent accounts.
• Other roles (with explicit permission grants): Access depends on which parent permissions have been assigned to their role at the location.

Required permissions (all location-scoped):

• view_parents — view the parents list and access the Parents menu.
• view_parent_detail — view an individual parent’s profile.
• create_parents — add a new parent account.
• update_parents — edit parent information and change status.
• delete_parents — remove a parent record.
• export_parents_pdf — export the parent list to PDF.

3. Business Rules & Enforcements

• Parents are created through the patient record. A parent account is not created independently. When adding or editing a patient, staff can assign an existing parent or create a new one directly from the patient form.
• Either email or phone is required. A parent account must have at least one contact method. If neither is provided, the system rejects the request.
• Email must be unique across all parents. No two parent accounts can share the same email address.
• Phone uniqueness applies to active parents only. The same phone number can exist on inactive or blacklisted parents, but not on two active parents simultaneously.
• Parents are scoped to a location through their linked patients. The parents list only shows parents whose patients belong to the current location. A parent with patients at multiple locations will appear in each of those locations.
• Parent status controls portal access. Only parents with an active status can log in to the Parent Portal. Accounts set to inactive, incoming, or black list are blocked from logging in.
• Blacklisted parents are explicitly rejected at login. A parent with black list status receives a specific access-denied response when attempting to log in.
• Parent management is only available in location context. This section is not accessible from Admin View.

4. UI Placement

1. Sidebar > Parents — Visible to users with view_parents at the current location. Leads to the parents list.
2. Parents > List (/parents/list) — Displays all parents linked to the current location. Columns: Full Name, Status, Email, Phone, City, State, Gender. Supports search by name, status filter, sorting, and pagination.
3. Parents > Profile (/parents/profile/:id) — Individual parent profile showing personal details and linked patients. Edit button opens the inline edit form.
4. Profile > Edit form — Inline card for editing all parent fields including status and contact information.
5. Patient form (create/edit) — The parent creation form is accessed from within the patient record. When assigning a parent to a patient, staff can select an existing parent or open a form to create a new one on the spot.

5. How-To Guide (Step-by-Step)

Scenario A: Creating a parent account when adding a patient

1. Navigate to the patient creation or edit form.
2. In the parent assignment field, search for the parent by name, email, or phone.
3. If the parent does not exist yet, the form provides an option to create a new parent. Click it to open the parent creation form.
4. Fill in the parent’s details. At minimum, provide either an Email or a Phone number, and set a Password so the parent can log in to the portal.
5. Set the Status field. Use incoming for parents who are not yet ready to access the portal, or active to grant immediate portal access.
6. Save the parent. The new account is created and linked to the patient automatically.

Scenario B: Updating a parent’s status

1. Navigate to Sidebar > Parents.
2. Locate the parent using the search bar or the status filter dropdown.
3. Click the parent’s name to open their profile.
4. Click Edit and update the Status field (e.g., from incoming to active, or from active to inactive).
5. Save the changes. The new status takes effect immediately — if set to active, the parent can log in to the portal right away.

6. What happens if…? (Edge Cases / FAQ)

• Q: Can the same parent be linked to patients at different locations?

  • A: Yes. A parent account is system-wide. If their patients span multiple locations, the parent will appear in the parents list at each of those locations. Their account details and portal access remain consistent across locations.

• Q: What happens if a parent tries to log in while their status is incoming?

  • A: The login is rejected. Only parents with active status can access the Parent Portal. Staff must update the status to active before the parent can log in.

• Q: Can a parent’s email be changed after the account is created?

  • A: Yes, via the profile edit form. The new email must be unique — if another parent account already uses that email, the update will be rejected.