Audit Trail-Appointments and Session Notes

Owned by Dawn Mackey
Last updated: Sept 28, 2023
5 min read

 

Users with permission have the ability to see any appointment and/or session note activity history at the appointment level.

Add Permission to User Roles

In company account>Roles choose the new permission “View Audit Trail”

  • By default Role 4 permission will have this checked

 

Audit Trail Table Details

The Audit Trail Table includes the following columns:

  • Appointment ID

  • Action

  • Modification Date

  • Modified By

  • Modified field names

  • Old Values

  • New Values

 

Action Values

A new record will be added to the Audit Trail table when any of the following actions are completed:

  1. Create Appointment

  2. Modify Appointment

  3. Verify Appointment - Staff

  4. Verify Appointment - Parent

  5. Create Session Note

  6. Modify Session Note

 

Feature

Description

Good to Know

Feature

Description

Good to Know

1

Create Appointment Record

 

 

 

When an appointment is created the user will see the following details in the audit trail record:

  1. Appointment ID: This is needed for troubleshooting and investigation

  2. Action: Create Appointment

  3.  Modified By: user who made the action related to the appointment

  4.  Modification Date: The date and time when this appointment was created

  5.  Modified Field: All field values in the appointment after it was created

  6. Old Values: No values will display

  7. New Values will reflect all fields that are present in the appointment

 

An option to show more detailed changes can be clicked on to display all

field values included in the record.

The following fields will also be included:

  • Client ID: The ID of the client the appointment is linked with (if applicable) 

  • Staff ID:  The ID of the staff the appointment is linked with

  • EVV Status (if the appointment is connected to an EVV Funder)

2

Modify Appointment Record

When an appointment is modified the user will see the following details in the audit trail record.

  1. Appointment ID: This is needed for troubleshooting and investigation

  2. Action: Modify Appointment

  3.  Modified By: user who modified the appointment

  4.  Modification Date: The date and time when the appointment was modified

  5.  Modified Field: All field values that were modified

  6. Old Values: Previous field value prior to the update

  7. New Values: New field value that was updated

 

Appointment modifications that will create an audit record:

  • Update any field value

  • Edited Staff Verification

  • appointment status is updated

  • appointment type is changed

  • appointment series is updated

  • system creates new appt id for an appointment that was part of a series

  • appointment canceled

  • appointment rescheduled

 

3

Staff Verification Record

  • After the first staff verification is completed the system will create a record in the audit trail Verify Appointment- Staff

  • The old values will display as False and new value will be True

  1. Action: Verify Appointment- Staff

  • only the original staff verification completed will create a staff verification action type.

  • edited staff verifications will trigger a modify appointment record

4

Parent Verification Record

  • After the parent verification is completed the system will create a record in the audit trail Verify Appointment- Parent

  • The old values will display as False and new value will be True

  1. Action: Verify Appointment- Parent

 

  • if the system applies a parent signature as the result of a parent signature first being captured in the session note, user will see this same record type.

5

Create Session Note Record

When a session note is created the user will see the following details in the audit trail record:

  1. Appointment ID: This is needed for troubleshooting and investigation

  2. Action: Create Session Note

  3.  Modified By: user who created and saved the session note

  4.  Modification Date: The date/time when session note was created

  5.  Modified Field: All field values present in the session note

  6. Old Values: No values will display

  7. New Values will reflect all fields that are present in the appointment

 

The following fields will always be included:

  • Note Type: Name of the session note

  • Is Draft: Yes or No

  • All fields added to the session note template

 

6

Modify Session Note Record

When a session note is modified the user will see the following details in the audit trail record:

  1. Appointment ID: This is needed for troubleshooting and investigation

  2. Action: Modify Session Note

  3.  Modified By: user who made the action related to the appointment

  4.  Modification Date: The date and time when this session note was modified

  5.  Modified Field: All field values the user modifed

  6. Old Values: Previous value before user updated the field

  7. New Values will reflect the new value user entered for the respective field

  8.  

 

The following actions will result in the system creating a Modify Session note record:

  • Fields in the session note are modified

  • Session note is submitted after it was saved as a draft

  • A previous session note is restored

  • The session note is Marked as Reviewed

  • A different session note template is chosen and completed

  • The session note is deleted

  • The session note is auto saved and user navigates to another area of the site

7

Global Lock Value Displays in Audit Record

There are two reasons why the Global Lock field will display in the audit record:

  1. The user with global lock permissions was able to make changes during the global lock period

  2. The user with non global lock permissions was given an exception during the global lock period

User will see a True Value to reflect that the action was taken within a Global Lock period.

 

 

  • Global lock Fields have two scenarios where the value can be set to True

8