Audit Logs will allow you to monitor where, when, and who accessed patient information. This is useful for monitoring and avoiding any HIPAA-related access issues.
Please note that this article is intended for Group Administrators, primarily; non-Group Administrators will not be able to see all the details shown below and will be limited to just their own actions.
To access your Audit Log, go to the Reports menu and scroll down to Audit Log.
Please note that the Audit Log will only show an individual's own audit log unless the user is a Group Administrator within ICANotes! Group Administrators may view all users.
The report pulls up with all activity with the newest on the bottom. If you look at the screenshot above, you can see on the first line of the report that Elvie "logged in". This report gives you a lot of great details as to what is being done in the program by any employee at any given time!
Let's look closer at this list's columns so that you can easily identify actions, if a patient's record was accessed, details, and who performed the access.
1 - DATE and Time (Eastern): The date and time column shows when the action was performed.
2 - Category: Identifies the type of action performed.
- Functional: An area of the program was accessed.
- Note: A type of note was accessed.
- Security: Shows when a user has logged in and out.
- Patient: Shows when a patient's chart face was accessed.
3 - Action: Defines what type of action was performed.
4 - Patient ID: Shows the patient ID number if a patient action was performed.
5 - Note ID: Specific note ID that was accessed (or created).
6 - Clinician ID and Name: Shows the Note Owner information if a note is being modified
7 - Detail: Shows the location or query that was performed.
8 - User Name: Who did the action.
Highlight: These buttons will highlight either the patient's ID, Note ID, or User (the Group button is not applicable) within the list. On the screenshot below, the buttons pressed are circled.
All actions for the matching patient are highlighted in blue.
All actions for the matching note ID are highlighted in dark yellow.
All actions performed by the matching user are highlighted in peach.
You can narrow down your results by using the optional filters (in the blue box) including the Patient ID (type in field or default of All), Note ID (type in field or default of All), Action Category dropdown selection, Action Type dropdown selection, and User Name dropdown selection.
Please be aware that your start date and end date can be no more than 30 days! This means you can search as far back as you need to, but only in 30 day increments at a time.
Other Audit Logs available in ICANotes:
Security Center
In the Security Center (accessible only by Security Administrators, there are three areas that include an audit log.
- Under every user.
- Under Group Rules, CDS tab.
- Under Group Rules, Mandates tab.
Demographics
In the Demographics of every patient, there are three areas that have Audit Logs.
- Under Patient Information tab, click the Audit Log link in the top right. A popover shows that allows you to see changes made to patient information.
- Under Insurance Information tab, click the Audit Log link in the left middle.
- Finished Note, the Audit Log link is located in the top middle of the page.
Patient Accounts
Under Reports in Patient Accounts, the Audit Log is available in the top right.
Please note that this is currently being enhanced by the ICANotes Development Team!
New Calendar
In the Event Details of an appointment, click the button in the top right and then click the Audit Log tab to access.
Legacy Calendar
In the Event Details of an appointment, click the button in the bottom middle
You can also track actions taken on appointments in the main Audit Log Report.
1. An appt save action is recorded when an appointment is created.
2. Changing the status of an appointment is recorded as an appt save action. Status changes made in Event Details, Appointment History, Quick Calendar, Billing Reminder Sheet, Clinician Reminder Sheet, and Portal Reminder Service Report are reflected on the main Audit Log Report.
3. Dragging an appointment to a different timeslot is recorded as an appt move action.
4. Deleting an appointment is recorded as an appt delete action.