Caseload Security
Overview
The Caseload Security feature provides three customizable options for chart access for clinicians. Clinicians can either be granted access to all activities in shared charts within their clinical team, as determined by the client's Chart Face assignment. Alternatively, their access can be limited to only their own activities in the charts they are assigned to. Administrators retain unrestricted access to all charts and are not bound by these access settings.
In summary, the Caseload Security feature offers the following three distinct access levels that can be assigned to clinicians based on their responsibilities and requirements.
- All Access: This option allows the clinician to access all the charts irrespective of they are part of clinical team or not. The administrator of the practice will have this access by default.
- Clinical Team’s Charts Only: This option allows the clinicians to access their own charts and also all the charts of client in which they are part of the clinical team.
- Clinician’s Charts Only: This option allows the clinicians to access their own charts and additionally those charts of the client that are assigned to them when they are part of the clinical team.
Basic Workflow
Below is the basic workflow for the Caseload Security feature.
- Administrator will configure Caseload Security feature to assign access to clinicians based on their roles.
- Administrator will add the desired clinicians to the clinical team within client’s chart.
- Clinicians will be able to see the client’s charts based on the,
- Access given to them in the Caseload Security feature
- Part of the Clinical Team
- Notes Assigned to Them (In other words, there name should appear in “Assigned Clinician” field)
Caseload Restriction - What are the three levels of access?
Configure Caseload Security Feature
In order to allow the practice users to access the desired charts, you must allocate them the respective access from the Caseload Security feature.
- In the bookmarks on your left, click Settings.
- On the top, select the Account Management tab > select the Caseload Security from the left menu.
- The list of all the users configured in your practice will appear on the screen.
- Assign access to each user from the options given below. Explanation for each option is given above in overview.
- All Access
- Clinical Team’s Charts Only
- Clinician’s Charts Only
Assign Access Based on Role (Hypothetical Example)
Let’s understand this workflow for all three types of accesses with the hypothetical example given below.
- John Smith – This user is administrator who has given access for “All Charts” option. The administrator can access all the charts by default irrespective of being a part of clinical team or not.
- Steve Smith – This user is clinician who has given access for the “Clinical Team’s Charts Only” option. This clinician can access his own charts and also all the charts of client in which he is part of the clinical team.
- Sam Jonas – This user is supervisor who has given access for the “Clinician’s Charts Only” option. This clinician can access his own charts and additionally those charts of the client that are assigned to him when he is part of the clinical team.
Add Desired Clinicians to the Clinical Team (Administrator Only)
Only the administrator (John Smith) can add the clinicians to the clinical team withing the client’s chart.
In this workflow, John Smith who is administrator will see the View Clinical Team link as shown below.
Clicking the View Clinical Team link opens the screen to add clinicians in the team. Administrator can click the Add New button to add clinicians. Locate both the clinician (Steve Smith) and the supervisor (Sam Jonas) are added to the clinical team as shown above.
Administrator – Assigning Clinician to Notes
In this workflow, the administrator (John Smith) has created two notes for the client “Henry Macgrath” and assigned clinicians as below.
- Quick Note - Assigned to Clinician (Steve Smith)
- SOAP Note - Assigned to Supervisor (Sam Jonas)
Quick Note – Assigned Clinician (Steve Smith)
SOAP Note – Assigned Clinician (Sam Jonas)
Clinician – with the ability to see both the notes
As you can see, the clinician (Steve Smith) is a part of clinical team and has access on the Clinical Team’s Charts Only feature, so this clinician can see both the notes.
Though this clinician is not assigned SOAP Note, the note still appears here as the clinician is part of the clinical team and has access on the Clinical Team’s Charts Only feature.
Supervisor – with the ability to see only the assigned note
As you can see, the supervisor (Sam Jonas) is a part of clinical team and has access on the Clinician’s Charts Only feature, so this clinician can see only the assigned note.
This clinician could not see the Quick Note here though he was a part of the clinical team. This is due to having access on the Clinician’s Charts Only feature. So, the supervisor could see only the notes assigned to him.
Caseload Security – Simplified in Tabular Format
Refer to the table below to know which users can access the notes based on their roles and caseload access.
The roles in the table below are for reference. Users will be able to access the notes based on caseload access, member of clinical team, and assigned clinician columns.
Applicability of Caseload Security Workflow
The Caseload Security workflow will be applicable at the following locations in ICANotes plus. In this article, you can find details on how the caseload security feature works at all these locations.
- Dashboard
- Chart Room
- Calendar
- Quick Calendar
- Notes
- Documents
- Treatment Plan
Applicability on Dashboard
On the Dashboard, clinician (Steve Smith) will be able to access all the other clinicians from the dropdown as the clinician has access on the Clinical Team’s Charts Only feature.
On the Dashboard, supervisor (Sam Jonas) will not be able to access other clinicians from the dropdown as the clinician has access on the Clinician’s Charts Only feature.
Applicability on Chart Room
When you access chart room, there are two options to access the client charts.
- All: When this option is selected, the users will see those client charts for which they are principal clinician and those for which they are part of clinical team.
- Assigned to Me: When this option is selected, the users will see only those client charts for which they are principal clinician.
The administrator will create a new chart and include Clinician (Steve Smith) in the clinical team as shown below. Please note that administrator has not added Supervisor (Sam Jonas) to the clinical team.
When the Clinician (Steve Smith) accesses the chart room, he will be able to see the client’s name as shown in the screen below.
And, when the Supervisor (Sam Jonas) accesses the chart room, he will be not able to see the client’s name as he is not part of the clinical team. Refer to the screen below.
Applicability on Calendar
Let’s take an example of Calendar. The clinician (Steve Smith) and the supervisor (Sam Jonas) both art part of the clinical team for the client “Chris Jordan”.
Now, the administrator (John Smith) creates an appointment for the client “Chris Jordan” that will appear on his calendar as shown below.
When the clinician (Steve Smith) will access the Calendar option in sidebar, he will be able to view the appointment details due to the "Clinical Team’s Charts Only" Access in caseload security. Refer to the screen below:
When the supervisor (Sam Jonas) will access the Calendar option in sidebar, he will not be able to view the appointment details due to the "Clinician’s Charts Only" Access in caseload security. Refer to the screen below.
Below is the larger picture of the restriction message.
Applicability on Quick Calendar
Let’s take an example of Quick Calendar. The clinician (Steve Smith) and the supervisor (Sam Jonas) both are part of the clinical team for the client “Chris Jordan”.
Now, the administrator (John Smith) creates an appointment for the client “Chris Jordan” that will appear on his Quick Calendar as shown below.
When the clinician (Steve Smith) will access the Quick Calendar option in sidebar, he will be able to view the appointment details due to the "Clinical Team’s Charts Only" Access in caseload security. Refer to the screen below:
When the supervisor (Sam Jonas) will access the Quick Calendar option in sidebar, he will not be able to view the appointment details due to the "Clinician’s Charts Only" Access in caseload security. Refer to the screen below.
Applicability on Treatment Plan
Let’s take an example of Treatment Plan. The clinician (Steve Smith) and the supervisor (Sam Jonas) both art part of the clinical team for the client “Chris Jordan”.
When the administrator will create a treatment plan for this client, it will be accessible by the clinician (Steve Smith), it will not be accessible by the supervisor (Sam Jonas).
When the clinician (Steve Smith) will access the Treatment Plan tab, he will be able to access the treatment due to the "Clinical Team’s Charts Only" Access in caseload security. Refer to the screen below:
When the supervisor (Sam Jonas) will access the Treatment Plan tab, he will not be able to see the treatment plan due to the "Clinician’s Charts Only" Access in caseload security. Refer to the screen below.
FAQs
You can find the Frequently Asked Questions (FAQs) on our Knowledge Base page.
Click here for quick access to the FAQs.
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Proprietary Notice Information: This article is provided for informational purposes only, and the information herein is subject to change without notice. While every effort has been made to ensure that the information contained within this article is accurate, ICANotes cannot and does not accept any type of liability for errors in, or omissions arising from the use of this information.
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