Record Locking

Services

Locks are added to prevent client services from being opened in multiple places at once. This functionality applies to the forms listed below. The lock warning will be triggered by the field indicated for each form.

• Delete Service / Delete Service (Open Service Only)
  • Field: Display Client.
• Edit Service Information
  • Field: Select Service(s) To Edit
• National Drug Code Reporting
  • Field: Service To Record Information For
• Service Adjudication
  • Field: Select Services
• Spreadsheet Edit Service Information
  • Field: Edit Service Information
• Update Service Medical Diagnosis
  • Field: Select Service(s) To Update Medical Diagnosis

Appointments

Locks are added to prevent client appointments from being opened in multiple places at once. This functionality applies to the forms listed below. The lock warning will be triggered by the field indicated for each form.

• Front Desk - Check In
  • Fields: Select Scheduled Service(s), and Client Checking In
    Note: When a client with a single appointment is selected, that appointment information will default and be locked automatically.
• Front Desk - Check Out
  • Field: Client Checking Out
    Note: All checked-in appointments are locked upon selecting the client.
• Appointment Move/Delete
  • Field: Appointment Select
• Appointment Management
  • Field: Add/Edit Appointments
    This will lock all appointments in the date range.
    Note: When the registry setting Lock Scheduler Upon Posting is set to 'L' (lock), users will be prevented from entering the appointment grid if any appointments are currently locked. Set this registry setting to 'O' (open) or 'W' (warning) to allow users to enter the form and manage appointments when locks are present.
  • Progress Notes cannot be filed for an appointment if the appointment is currently open in Appointment Management.
• Post Staff Activity Log
  • Field: Appointment Site
    This will lock all appointments in the date range.
    Note: When the registry setting Allow Option Re-entry After Staff Member Schedule Is Posted is set to 'E' (error), users will be prevented from entering the Appointments section if any appointments are currently locked. Set this registry setting to 'W' (warning) or 'N' (none) to allow users to enter the form and manage appointments when locks are present.
  • Field: Edit Selected Item
    Editing is disabled for appointments that were locked when the site was selected.
  • Progress Notes cannot be filed for an appointment if the appointment is currently open in Post Staff Activity Log.
• Verify Staff Member Appointments
  • Field: Site
• Scheduling Calendar - Check In
  • The system checks for open records when the form loads.
  • Field: Services To Check In
• Scheduling Calendar - Check Out
  • The system checks for open records when the form loads.
  • Field: Appointment(s) To Check Out
• Scheduling Calendar - Details/Edit
  • The system checks for open records when the form loads.
• Scheduling Calendar - Reschedule
  • Field: Past Appointment
• Scheduling Calendar - Status Update
  • The system checks for open records when the form loads.
• Scheduling Calendar - Additional Services
  • The system checks for open records when the form loads.
• Scheduling Calendar - Delete
  • Field: Delete
• Scheduling Calendar - Add/Remove Group Members
  • The system checks for open records when the form loads.
• Scheduling Calendar - Copy
  • Field: Paste Appointment
• Scheduling Calendar - Remove Check In
  • Checks when selecting Yes on the message box.

Progress Notes 

Locks are added to prevent client progress notes from being opened in multiple places at once. This functionality applies to the forms listed below. The lock warning will be triggered by the field indicated for each form.

• Inpatient Progress Notes / Inpatient Progress Notes (Diagnosis Entry)
  • In the Pre-Display, when selecting an existing progress note to edit. 
  • Fields:
    • Note Addresses Which Existing Service/Appointment
    • This field locks the relationship between the progress note and the selected service or appointment. This is so that the assigned progress note cannot be replaced by a second note and therefore lost.
    • Draft/Final
      This field checks the appointment lock when finalizing a note if the registry setting Post Appointment When the Note Is Submitted is enabled. 
    • Submit
      The appointment lock is checked again upon submitting the finalized note when the registry setting is enabled.
• Ambulatory Progress Notes / Ambulatory Progress Notes (Diagnosis Entry)
  • In the Pre-Display, when selecting an existing progress note to edit.
  • Fields:
    • ​Note Addresses Which Existing Service/Appointment
    • This field locks the relationship between the progress note and the selected service or appointment. This is so that the assigned progress note cannot be replaced by a second note and therefore lost.
    • Draft/Final
      This field checks the appointment lock when finalizing a note if the registry setting Post Appointment When the Note Is Submitted is enabled.
    • Submit
      The appointment lock is checked again upon submitting the finalized note when the registry setting is enabled.
• Progress Notes (Group and Individual) - Individual
  • Fields:
    • Select Note to Edit, and Select Draft Note To Edit
      These fields check for lock on existing progress notes.
    • Note Addresses Which Existing Service/Appointment
      This field locks the relationship between the progress note and the selected service or appointment. This is so that the assigned progress note cannot be replaced by a second note and therefore lost.
    • Draft Final
      This field checks the appointment lock when finalizing a note if the registry setting Post Appointment When the Note Is Submitted is enabled.
    • File Note
      The appointment lock is checked again upon filing the finalized note when the registry setting is enabled.
• Progress Notes (Group and Individual) - Group
  • Field: Note Addresses Which Existing Service/Appointment
    This field locks the relationship between the progress note and the selected service or appointment. This is so that the assigned progress note cannot be replaced by a second note and therefore lost.
• Append Progress Notes
  • Field: List of Notes
• Enter Group Default Note (Workflow)
  • Field: Service(s)
• Edit Group Note for Individual (Workflow)
  • Field: Edit Note
• Review/Co-Sign Notes (Workflow)
  • Field: List of Notes
• Attach Individual Notes To Existing Service/Appointments
  • Fields: Select Note To Attach, and Appointment/Services

Modeled Forms with no Pre-display

The system will allow two users to each open a different modeled form at the same time for the same client and episode.