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Kareo Help Center

Chart Access Settings

Updated: 11/12/2021
Views: 451

Chart Access allows staff the option and control to restrict sensitive areas of a patient’s charts. With Chart Access enabled, the practice can protect the patient's privacy by allowing only the clinical staff member(s) involved in the patient's care to access sensitive areas of the patient's chart.

Based on the needs of the practice, the System Administrator can choose which level of privacy to enable:

  • Clinical Notes: Allow staff to restrict access to the patient's clinical notes only. When access is restricted, the patient's clinical notes will only be accessible to assigned clinical staff members. 
  • All Clinical Data: Allow staff to restrict access to all of the patient's clinical data (e.g., vitals, notes, medication, etc). When access is restricted, the patient's clinical data will only be accessible to assigned clinical staff members.

Review the Chart Access Restrictions Preview table to see how the patient chart displays when enabled.

Access Chart Access Settings

  1. Hover over the User icon and click on Practice Settings. The Practice Settings page opens.
  2. Click Clinical. Additional setting options expands.
  3. Click Chart Access. The Chart Access page opens.
  4. Click Edit. The Chart Access restrictions opens.
Clinical_ChartAccess_Access.png

Enable Chart Access

  1. Click to select "Enable chart access restrictions".
  2. Click to select which restriction level to enable:
    • Restrict access to clinical notes only: Select this option to allow restrictions for a patient's clinical notes.
    • Restrict access to clinical data: Select this option to allow restrictions for all clinical data (e.g., vitals, medication, etc) in the patient's chart.
  3. Click Save. The Enable Chart Restrictions pop-up window opens.
  4. Click Enable to confirm. Chart Access is now enabled for the practice. A System Administrator, Provider, or Office Staff can now manually restrict a patient chart and assign clinical staff member(s) to access the restricted area.
Clinical_ChartAccess_Enable.png

Disable Chart Access

Turn off Chart Access to remove all restrictions and allow all users to access the patient chart based on their user roles.

  1. Click to clear "Enable chart access restrictions". The Disable Chart Restrictions pop-up window opens.
  2. Click Save. The Disable Chart Restrictions pop-up window opens.
  3. Click Disable to confirm. The Chart Access restriction is turned off.

If Chart Access is enabled again, all previously restricted charts will be restored.

Clinical_ChartAccess_Disable.png

 

Chart Access Restrictions Preview

Preview how the patient chart displays for assigned or unassigned clinical staff (e.g., providers, clinical assistants) when the Chart Access is enabled.

Note: Non-clinical staff members (e.g., System Admin, Biller, etc.) can access the patient chart based on their user roles and may not have access to clinical data in the unrestricted view.

Restriction Level Clinical Notes Only All Clinical Data
Restricted Assigned

Preview of the patient chart with restrictions enabled and the assigned provider(s) or clinical assistant(s) is accessing the chart.
Clinical_ChartAccess_RestrictedAssignedClinical.png Clinical_ChartAccess_RestrictedAssignedAllClinical.png
Restricted Unassigned

Preview of the patient chart with restrictions enabled and the clinical staff member has not been assigned access to the chart.
Unassigned clinical staff can only view and create non-clinical notes (e.g., Office Forms, Memo, etc.). They cannot access or create Treatment Plans and Clinical Notes.

Clinical_ChartAccess_RestrictedClinical.png
Unassigned clinical staff can only access the patient's Demographics and Account tabs. All other tabs containing clinical data will be inaccessible.

Clinical_ChartAccess_RestrictedAllClinical.png

 

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