Most privacy and data protection regulations want individual users in electronic health record systems to be identified, and even more, they want all activity to be tracked.
Jane does this with the Activity Log.
What is Jane’s Activity Log?
The Activity Log is a powerful report that shows actions taken within the account. This internal reporting tool is used to comply with HIPAA regulations and is not accessible to patients nor related to patient medical records. The log can be used to troubleshoot or audit actions taken by staff members at the clinic. Especially things like who added a staff profile to the Jane account as that affects your Jane Subscription.
First, all users should be logging in individually with a unique profile with their own username and password. If your clinic uses one device at the front desk or a similar setup, we got some tips for you: Working on a Shared Computer/Device.
Jane keeps track of actions taken by each of those users, such as reports they have run, who added a staff profile or which client profiles and charts they’ve accessed.
How to see the log
The Activity Log is visible to all staff members, but what each person can see depends on their permissions. All users can view their own activity, but only the Account Owner and any staff member with Full Access, or Administrator/All Billing permissions can see data across the clinic for different practitioners and administrative staff.
To narrow things down further, you can filter the data to specific parameters. You can filter based on:
- Staff Member who performed those actions
- The type of actions you want to look for
- A specific date range
Let’s say for example that you want to check which patient profiles have been accessed, created, or modified by staff member Susan Lo in a specific week. We can filter accordingly:
Here, we’ll be able to see the actions taken with timestamps.
Jane is designed to be a complete clinic management platform – and so there are a lot of actions that a staff member can take in an account! Some common actions that you could look for:
- “accessed Patient chart” — the staff member navigated to the “Charts” tab of a particular patient profile.
- “modified Patient/Staff Member” — some demographics or settings were updated for the patient or staff member.
- “created staff member” - a user with Full Access added a staff profile to the Jane account
- “created entry” — a chart was started for this patient. Some related fields for authoring charts might be:
- “updated entry part” — information was added or changed to a chart component
- “signed entry” — the chart was signed
- “amended entry” — the staff member inserted an amendment to a signed chart
- “deleted entry” — could be either archiving an unsigned chart draft or deleting a signed chart. More info on that here.
Opening a specific chart entry is logged separately from navigating to a patient’s “Charts” tab. If a practitioner opens the “Charts” tab and then expands an individual entry, both “accessed Patient chart” and “viewed chart entry” appear as separate rows, with a Chart ID attached to the chart entry row. Opening a patient’s “Files” tab logs separately as well, as “accessed Client files.”
A chart entry’s ID is only visible to staff who already have permission to see that chart entry and to view the Activity Log. The Chart ID itself isn’t restricted separately; it follows whatever access the staff member already has.
Finding a Chart ID
Every chart entry has its own ID. The fastest way to find it is to open the chart entry and check the URL in your browser’s address bar. The number at the end is the Chart ID. For example, in the URL admin#patients/4/charts/218, 218 is the Chart ID.
If you have more than one chart entry open at once, the URL only reflects whichever one you opened most recently. The Chart ID also shows up on that entry’s row in the Activity Log, on-screen and in exports, if you’re cross-referencing from there instead.
If your browser doesn’t show the full URL, search your browser’s settings or help menu for “full URL” or “full website address.” Most browsers have a way to turn this on, though the exact steps differ. If that’s not available to you, you can still find the Chart ID on that entry’s row in the Activity Log instead.
This is not an exhaustive list of actions that you’ll be able to see and track in your activity log. Most entries are relatively intuitive, but if you come across an entry that you’d like some clarification on, we’d encourage you to reach out to our team directly for some more info!
To read more about Jane’s privacy and security features, have a look at these:
As always, let us know if you need a hand.