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CS Dental Employee
CS Dental Employee

Audit trail for appointments

Is there a way to show which employee made an appointment, or made changes to an appointment in the Practiceworks software?

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CS Dental Employee
CS Dental Employee

Re: Audit trail for appointments

Hey Brian

It is possible to see which employee created the apt, or made changes.  It is part of the security/audit log within PracticeWorks.

In order to set those particular events to write to the log, an office would need to go to File > Security > Edit Access Requirements.  By default only level 10 users can access this page.

You would then want to click on the column for "Write to log"  on the appropriate event entry and continue to click until they get to the option for "Always" or  "On success".  In this case they will most likely be wanting to change that setting for most or all entries under the  Event Type (first column) "Appt book" and "Appt book sched" These are the events that are a part of the entire Appointment life span, from creation to checkout. 

Note: the Edit Access Requirements list is set to alphabetical order by the Event Type column.

With it set to record, the office can then see the audit log in a couple ways.

1) Main security log - If the office needs to be able to see all security events, this is the place to go. it can be filtered out by date range, event type, and employee.  To access it go to file > Security > view main security log

2) Appt specific audit log - If The office only needs to see events specifically about the appointment itself they can right click on the appointment and go to View Audit log towards the bottom of the right-click menu.  This will not include events such from the chart or clipboard.

3) Patient specific - If they need to see all events that are related to a specific patient, they can go to that patient's clipboard and right click anywhere that isn't a button or entry field and choose the option for view audit log on the right-click menu. This will include all changes made to events related directly to that patient.

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sonyap
Premolar III

Re: Audit trail for appointments

Just a side note to what johnathan.d said....  In the appt specific audit log, all it tells you is "appointment viewed/edited".  So all that you can see is that someone was IN the appointment, NOT what they did.  I've been asking for this to be changed for years.  Viewing is entirely different than editing.

bnissen
Canine III

Re: Audit trail for appointments

I would imagine this is helpful only if a person is accurately logged in?

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CS Dental Employee
CS Dental Employee

Re: Audit trail for appointments

That is True Barb, if the employee is logged in at the time, and is logged in as themselves instead of using someone else's machine/login, then it would be accurate. 

If the access requirements have it set to lvl 0 to be able to do check in/checkout, or any other appointment based event that is desired to be tracked, then it will not require someone to be logged into PracticeWorks at all. It will still record the event, it will just say unknown user under the User column in the audit log.

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CS Dental Employee
CS Dental Employee

Re: Audit trail for appointments

Yes, this is true.  Some events do not include details, including ones that it would make sense to show more detail for.

The events for scheduling does show when the apt is set for (date/time) and what chair it is on.

However, if the appointment details are edited and codes are added or removed, description is changed, production units changed, producer (both for apt owner and procedures) It will only show that the apt was accessed and will not tell you what was changed.

On check out it tells you how the remaining patient portion is, if there is a balance remaining.

It will tell you if the checkout is undone - however, if something is added to the checkout it doesn't include what was added,  but if something is removed, it will tell you what code(s) is removed and how much it's production was worth.

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