Remove staff member access to client chart
Before you can remove a staff member's access, you must identify the location from which the staff member is granted access. They may be accessing the chart through direct assignment or through workgroup assignment.
Remove access that is granted via direct assignment
In this case, to remove access, transfer the client to a different worker. If no other connections relate the staff member to the client, then the staff member will not be able to access this chart.
- Go to Client > Client Information > Critical Information > Enrollment Information.
- With a client already selected, under Worker Assignments, locate the staff member who should no longer have access, and select the transfer button
.
- Under Transfer To, in the Worker field, search for and select the new staff member.
- For Worker Role, search for and select the role.
- Select Save.
Remove access that is granted via workgroup assignment
Workgroups are groups of staff members who have automatic access to a group of clients. The group of clients is based on how the workgroup is set up. If the staff member is a member of the workgroup and the client meets the criteria for that workgroup, the staff member will have access to the chart.
After you know which workgroup the client is in, there are two choices; you can remove the client from the workgroup, or you can remove the staff member from the workgroup.
Remove the client from the workgroup:
Benefits: Maintains the automatic access functionality of the workgroup. The situation is contained within that one client’s chart.
Challenges: This will remove access to that chart for all the other staff members in that workgroup. Each staff member who should have access to this chart will need to be added individually, as direct workers, or added to a separate workgroup
- Go to: Client > Client Information > Critical Information > Enrollment Information.
- With the client already selected, under Workgroup Assignments, locate the workgroup and select the workgroup name. Enter a date and time in the Date-Time To fields. After this date and time, the staff members identified in this group cannot access this client’s chart.
Note: In order to restore access to the staff who require it, you can either build a new workgroup with all the staff members except the person who should not have access and assign that workgroup to only this client, or assign each staff member to the client independently.
Remove the staff member from the workgroup
Benefits: The other staff members who require access to this chart and who are in the workgroup maintain their access.
Challenges: That staff member will need to be added as a direct worker to every chart to which that staff member should have access. Upon new enrollments into the program, this staff member will not automatically obtain access to the chart
- Go to one of the following locations depending on the location of the workgroup (the location of the workgroup will depend on whether it was set up as a program-based, site-based, or all cases/groups/attend):
- Agency > Workgroups > All Cases/Groups/Attend > Information
- Agency > Workgroups > Assigned on Program > Information
- Agency > Workgroups > Assigned on Site > Workgroup by Site
- Enter an End Date for the staff member who should no longer have access to the chart.
- Select Save.
Note: This will end the person’s access to all charts where the access was dependent upon this workgroup. The staff member will only be able to access charts to which they are directly assigned, or which are connected to other workgroups the staff member is enrolled in (for example, a different program).
Note: In order to restore access to the staff members who require it, you can either build a new workgroup with all the staff members except the person who should not have access and assign that workgroup to only this client, or you can assign each staff member to the client independently.