Linking a guardian gives an adult portal access on somebody else's card — a child's, or an adult dependant's. The guardian books appointments, fills in forms, writes messages and signs consents on the dependant's behalf.
A link always has an end date. There is no open-ended access.
How to do it
Fill in the patient's date of birth
Without a date of birth Heltio cannot compute when access ends and refuses to link: Fill in the patient's date of birth first to link a guardian.
Link, or invite
On the patient card open the Guardians tab.
- Link guardian — when the guardian already has a Heltio account. You give their email, the relation and a date in the Access valid until field.
- Invite guardian — when there is no account yet. Heltio sends an emailed invitation; until it is accepted the entry sits under Pending invitations with an Invitation expires date.
If you type an address with no account into the link form, you get No Heltio account found with this email address. and a Send an email invitation button that switches you to the other route.
Choose the relation — it decides the end date
| Relation | Who it applies to | Access valid until |
|---|---|---|
| Parent | a minor patient only | defaults to their 18th birthday; you may set an earlier date, a later one is refused |
| Legal guardian | a minor patient only | as above |
| Other adult | an adult patient too | the date is mandatory, at most 10 years from today |
What the guardian sees
The guardian signs in to their own account. Above the portal content sits a Viewing as guardian: … banner with a Back to my account button, and in the menu Switch patient with a list holding My account and every Dependant along with the relation.
The guardian works across the dependant's whole portal: appointments, forms, messages, exercise program, wallet. A consent they sign is marked signed by guardian and shows their name and relation.
Revoke access
The Revoke button on a list entry ends the link: The guardian will lose access to the patient portal within a minute. You can undo this by linking the guardian again. An invitation that has not yet been accepted is revoked separately.
The list shows the state of every link: Active, Expired, Revoked, Pending.
When something doesn't work
Fill in the patient's date of birth first to link a guardian.
What this means: The patient card has no date of birth, so the end of access cannot be worked out.
No Heltio account found with this email address.
What this means: The address belongs to no account — the guardian has not registered yet.
This guardian is already linked to the patient.
What this means: An active link with that address already exists.
An active invitation for this email already exists.
What this means: A previous invitation to this address has neither been accepted nor expired.
An account with this email already exists — link the guardian directly.
What this means: An attempt to invite an address that already has a Heltio account.
Could not save. Please try again.
What this means: A catch-all message. The most common real cause is a rejected date: in the past, past the 18th birthday on a parent or legal-guardian relation, more than 10 years out on another adult, or empty on another adult. A parent link to a patient who is already 18 is refused too.
Guardian access has expired or was revoked. Your own view was restored.
What this means: The guardian was working in the dependant's portal when the link ended.
Who has access
Clinic Admin PractitionerLinking, inviting, changing a date and revoking need the right to edit patient data — the owner, the admin, a practitioner, a coordinator, a senior physiotherapist and a trainee. Reception cannot do it, though they can see the guardian list.
A guardian's visits to the dependant's data are recorded in the audit log, including refusals of access. The dependant's access history therefore shows who read their data and when.
Related
- Patient card — where you link a guardian from.
- Patient portal — what the guardian sees once signed in.
- Managing consents — consents signed by a guardian.
Related features
Patient portal: what the patient sees
An overview of the Patient Portal — how the patient gets access, what is in the menu, how they switch between clinics, and what they see when there is no access.
Online booking from the portal
How a patient books a visit from the Patient Portal — a four-step wizard, instant booking versus a request, online payment, the waitlist, and rescheduling or cancelling.
Patient record
The file of a single person — personal details, clinical profile, note history, measurements, consents, guardians and settlements, in the tabs down the left-hand side.