Security Center Group Rules

Security Center Group Rules

Sections
  1. Security Center Group Rules
  2. CDS Tab
  3. Mandates Tab
  4. Defaults Tab
  5. Security Tab

A security administrator can enable/disable group rules through the security center.  To get to the security center, go to Settings & Directories from the Chart Room by pressing the Settings + Directories button in the bottom right.  

 


 
Click the  button on the bottom left of the center.



Click the  button in the top right of the screen.


 


 
CDS Tab: 


  1. Clinical Decision Support Rules:  Security Administrators can customize their group’s Clinical Decision Support Rules. These rules show detailed information via a popup window when certain actions are performed in ICANotes, and Clinical Decision Support is required to comply with Meaningful Use. The security administrator may choose to prevent members of the group from disabling these rules using the checkbox in Settings and Directories, under Specific to Individual on the Options tab. These rules may also be enabled for all users or discipline-by-discipline, and may be activated or deactivated In these Areas.
  2. Enable Default Clinical Summary Settings:  The ability to set default values when creating a clinical summary.  The group can choose user and/or group settings.
    1. For more information, please turn to our Setting Up Default Clinical Summary Options Knowledge Base Article.
  3. Clinical Decision Support Rules Log:  The audit trail of Security Administrator's changes to group rules.
 


Mandates Tab:

 
  1. Require All Areas on Initial Exam:  Prevents a user from moving onto the next tab in a complete evaluation unless they have examined each tab in order.
  2. Require Auth # and Units:  Requires that each note have an associated authorization (see How to Enter Managed Care Authorizations Knowledge Base Article) and # of units before any note may be compiled.
  3. Require Custom Note Title on PNs:  Requires a custom note title to be entered for Progress Notes. This can be adjusted in Settings and Directories (Specific to Individual) under Options, on the right (Default Note Title).
    1. For more information, please turn to our Setting Default and Individual Note Titles Knowledge Base Article.
  4. Require Diagnosis Code:  At least one diagnosis code must be entered before a note can be compiled.
    1. Our How to Enter an ICD10 Diagnosis Knowledge Base Article demonstrates how to add diagnosis codes to a Chart.
  5. Require Email Address:  If a new patient is created, the email address must be entered in the demographics tab in order to save the chart.  
  6. Require Follow Up:  Follow Up (#7 area in PN Part 2) must be populated before note can be compiled.
  7. Require Medication Consent:  Consent or lack thereof must be recorded for any prescribed medications before the note can be compiled. Consent is entered in the Expanded Med List using the checkbox.
  8. Require Medicaid Number:  When enabled the label for Demographics → Insurance Information → Medicaid ID will be highlighted in yellow and a required entry before leaving Demographics.
  9. Require Reason Prescribed:  Reason prescribed in PN Part 2 must be recorded for any medications entered.
  10. Require Service Code Short List:  Service Code must be chosen from the Short List rather than the Full List. Service Code Short List can be edited/viewed in Settings and Directories > Shared by All Staff > Service/Mod Codes.
    1. Our Set Up Service Code Short List and Billing Rates Knowledge Base Article covers how to add service codes and assign individual billing rates.
  11. Require Service Code: When enabled, it allows for the compilation of Complete Assessments with no service codes by Nurses & Counselors. All other note types will require a service code.
  12. Require Service Code No Exceptions: When enabled, Service Code must be selected, including in Complete Assessments.
  13. Require SSN:  Requires social security number to be entered in demographics.
  14. Require Suicide/Violence Assessment:  This assessment must be completed using the button under #4 in PN Part 2 before the note can be compiled.
  15. Require Time Spent:  User must document time spent face-to-face or coordinating care in appropriate field before note can be compiled.
  16. Require to Justify Level of Care:  Justify Level of Care (#6 area in PN Part 2) must be entered before the note can be compiled.
  17. Require TP Before Note Creation:  When enabled, a clinical user (discipline not Office or Administrator) will be prevented from creating a new progress note until a Treatment Plan exists for the patient. This can be enabled from the Security Center. Notes that cannot be created until a Treatment Plan exists are: Prescriber, Therapist, Nursing, Couples/Family Therapy, Group Therapy, Case/Social Worker, Dietitian, Play Therapy, Primary Care, Quick Note.
    1. For more information on how to create a Treatment Plan, please turn to our General Treatment Plan Knowledge Base Article.
  18. Require Units:  Requires a number of units to be entered for an encounter before any note may be compiled. This rule may be combined with other rules to require additional information to be entered in this area before compilation (see below rules).
  19. Require Where Seen:  When enabled the label for Demographics → Patient Information → Where Seen will be highlighted in yellow and a required entry before leaving Demographics.
  20. Lock Notes After x Days: When enabled a Security Admin will be able to set the number of days from note encounter date to the date the note work areas will be locked from the Security Center > Group Rules > Mandates tab. Users will not be able to enter the work area or change the encounter date from the Finished Note screen once the Lock Date has passed. Notes created or that have the date changed while the rule is enabled will show the Lock Date on the Finished Note screen "About This Note" area. A Security or Group Admin will be able to change the Lock Date from the Finished Note screen.
  21. Emergency instructions defaults to 911: When enabled the default text featured in the Emergency Contact section of newly created Discharge Summary notes will be "Call 911 or go to the nearest Emergency Department" instead of the phone and fax numbers on file for the Site/Letterhead of the note which initiated the discharge.   
  22. Caseload Security:  Checking this box prevents all clinicians from viewing charts they are not assigned to. The exception is group administrators, who can view all charts. This rule is only enabled on request. 
  23. Extended Caseload Security: When enabled, Extended Caseload Security will further limit access to note content on the Chart Face and compiled note screen. Note owners, administrators, and those given permission – such as supervisors – are exempt.
    1. For more information on Caseload Security and Extended Caseload Security, please go here.
  24. Refer to Patient As:  Selecting one of these options will override what the group has set up in Demographics under that field, and will replace it with one of these selections. This rule is only enabled on request.
  25. Ask for Title/Sub-Title on Counseling or Progress Notes:  If enabled, this will prompt user to select a sub-title upon compilation of note.
  26. Group Rule Change Log:  This shows who enabled or disabled group rules.




Defaults Tab:

  1. Use Patient Where Seen for Note Site Name:  Uses the patient’s where seen field for the note letterhead (instead of the clinician's working at selection). 
  2. Put Note Site Name in Note Title: Uses the note’s Site as its title.
  3. ApptBook Location Filter:  This setting automatically filters the Appointment Book to a default Group based on the user’s Default Site/Letterhead Name. A subgroup defined in the calendar must share the exact same name as the user's default site name.
    1. For more information on creating a new calendar group, please turn to our Adding Clinician Groups to the Appointment Book Knowledge Base Article.
    2. For more information on assigning a Default Site/Letterhead, please turn to our How to Set a Default Site/Letterhead Knowledge Base Article. 
    3. Note: There is a companion group rule that can be enabled called 'ApptBook Location Filter All' that, when enabled, results in the above functionality applying even if the user does not have a calendar clinician tied to them. This group rule is not user-facing, but can be enabled by calling Support at 443-569-8778. 
  4. Simple Calendar Default:  When a user clicks on the Appointment Book button in the Chart Room, the Calendar Quick View will appear rather than the Appointment Book. User can still navigate to full Appointment Book via button on the CQV window.
  5. Go to Clinician Reminders at Login:  This setting will take the user to the Clinician Reminder Sheet upon login (instead of the Chart Room).
    1. For more information, please turn to our How to Access the Clinician Reminder Sheet Knowledge Base Article.
  6. No Auto Coding Allowed:  Prevents the group from auto coding in any capacity.
    1. More information can be found in our Group Rule to Prevent Auto-Coding Psychotherapy Knowledge Base Article.
  7. Generate Custom Patient ID:  When enabled, allows the customer to establish what number the generate ID button should start numbering from. The starting number is set by going to Settings & Directories, Group Level Settings & Directories, clicking the More tab then Miscellaneous Rules tab. The "Next Unique Patient ID" field can be set there.
  8. Show Census Fields in Demographics:  Activates the Census area in demographics, so that additional data can be captured for the patient.
  9. Use Site Specific TP Due Dates:  Allows Treatment Plan due dates to be controlled on a site-by-site basis.
  10. Use Custom Dx Pointers: When billing for multiple services, it may be required to indicate which diagnosis corresponds to which service code. This one will allow you to designate which diagnosis is 'pointing' to which service code.
  11. Allow New Notes for Inactive Chart: You will be able to create notes for a chart that is marked inactive.
  12. Put Session Time at Top of GT Note: The session time is placed on the top of group therapy note.
  13. Show Supervising Provider in Demographics: There will be a new tab in the bottom left by Referring Provider/Ordering Provider for in Other Contacts of demographics for supervising provider.
    1. For more information on how this rule works and applies to billing, please turn to our Supervising Provider and Ordering Provider in ANSI Service Loop Knowledge Base Article.
  14. Hide MSE in CCDA: Enabling this rule will hide the mental status exam on the CCDA.
  15. Omit Denials/Reversals in Secondary Claims: ICANotes can automatically omit any denials or reversals from appearing in the secondary claim. Without group rule, this must be manually done using the omit checkboxes and such.
  16. Message When Provider is Assigned:  An internal message is sent every time the user is assigned as a provider for a patient.
  17. Must Print Changes to Clinical Orders:  If an order is changed, the user making the change must print the order if this rule is enabled.
    1. For more information, please turn to our How to Print Clinical Order Sheets Knowledge Base Article.
  18. Set Modifiers Based on CBR: Based on the Clinicians billing rates, the modifiers will be set automatically when selecting the service code in the work areas of the note.
  19. PA Auto Assign Insurance Balance: The system can automatically assign the balance of the charge to not just insurance, but primary / secondary / tertiary insurance.
  20. PA Extended Aging Reports: Standard aging reports will contain 4 columns; current, 30 days, 60 days, 90+ days. With this one, the report is expanded to contain 7 columns; current, 30 days, 60 days, 90 days, 120 days, 150 days, 180+ days.
    1. More information can be found in our Patient Accounts Extended Aging Reports Knowledge Base Article.
  21. Pointing Device Signature Capture: Enabling this rule will allow you to obtain signatures using the mouse to sign.
    1. For more information, please turn to our Pointing Device Signature Capture Knowledge Base Article.
  22. Update Diagnosis in Nursing Note: Standard nursing notes do not have a spot to add / modify the diagnosis. This group rule adds that spot to the nursing note.
  23. C/D Report Export Dx in Separate Columns: When exporting the clinical / demographic report, all diagnoses are presented in one column. With this GR enabled, each diagnosis will be presented in its own column.
  24. Patient Can view CCD: Enabling this rule will allow the patient to view the CCD on the patient portal.
    1. For more information, please turn to our CCDA Knowledge Base Article.
  25. Include BMI Interpretation:  By default ICANotes automatically calculates Body Mass Index (BMI) based on the height and weight data entered. If this rule is enabled, ICANotes will not perform the calculation.
  26. Carry Weight Forward:  Checking this box will prevent ICANotes from carrying weight information forward on each note.
  27. Include ‘Ordered By’ on Rx Orders:  If this box is checked, Rx orders will not list who ordered the medication.
  28. Show Page Number X of Page XX in Note Header Block: Checking this box will prevent the “Page Number X of XX” text from appearing in the Note Header Block.
  29. Auto-Code Psychotherapy: When working with a patient and you enter a time spent within the psychotherapy / therapy screen, the system will automatically generate a psychotherapy service code on line 2 of the service code screen. This group rule will prevent that from happening.
  30. Patient Accounts: Security Administrators can add a tax rate and/or late payment interest rate if desired.  These are left blank as default.
  31. Clinical Summary Default Options:  If the security administrator selected group under Enable Default Clinical Summary Settings on the CDS tab, this area populates on this tab.
  32. Time Zone Settings:  Applies time zone settings to all users. Ignore DST field can be checked in areas that do not use daylight savings.
 


Security Tab:

 
  1. Restrict Search by Site Assignment:  Users may only search for and locate patients at their assigned site. All other patients are invisible to them.
    1. More information can be found in our Restrict Search by Site from Chart Room Knowledge Base Article.
  2. Require Permission to Add/Edit Rx:  If this group rule is enabled, the system will utilize what the user has checked for the "Add/Edit Rx" individual user permission to allow or prevent them from prescribing. If the group rule is left unchecked, there are no restrictions for the group on being able to prescribe.
  3. Restrict Site Setup by Group Admin:  Only group administrators may set up new sites.
  4. Only Office Can Delete Insurance Payer:  This setting restricts all users except for the “Office” user from deleting insurance payers from Settings and Directories > Shared By All Staff. 

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