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When can I see, get alerts and report on a Confidential record?
If I am a Confidential Assignee (regardless of security policy)
If I am a Confidential Administrator (regardless of security policy)
If I am entered as a Person Responsible (regardless of security policy / confidential setting)
If I am assigned to an Open action (regardless security policy / confidential setting)
SETTING UP FOR CONFIDENTIAL RECORDS
Go to Settings > System Settings
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Click on the Custom Label Tab
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Next navigate to and click on Accidents/Incidents > Details (WHS_Accident_Details.aspx)
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Scroll down to the label “Is This a Confidential Record?” and click on the edit pencil next to it
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Tick the checkboxes eg Visible /Half page and set Sort Order
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Once done click on the Tick icon to save changes
Compliance Portal Settings - – to allow users to enter confidential records via the portal
Go to Settings > Apps Settings
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This will take you to the Compliance Apps Settings Tab
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From the Section Drop Down Field select Incident Management
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Navigate to the field “Is this a Confidential Record” and tick the visible checkbox. Once done click on the “tick” icon to save changes.
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Confidential Assignees - – The positions visible for selection for alerting/access purposes when a record is ticked as confidential. To set this up:
Go to Governance > Position
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Select a position by clicking on the edit pencil next to it. This will direct you to the position details tab
new checkbox exists: "Visible in Accident Confidential Administrator / Assignee List"
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Tick the “"Visible in Accident Confidential Administrator / Assignee List" checkbox and click on the Save Button
Note: This step must be completed prior to selecting Confidential Administrators
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Confidential Administrators - – the positions that have access to ALL confidential records. To set this up:
Go to Settings > System Settings
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On the Organisation tab scroll down to the Confidential Administrator section
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Select and set the Confidential Record Type eg Staff /Selected Position/Selected Unit and Position
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Once done click on the save button
Confidential Assignee Alerts - – Templates to be created to send To: Confidential Assignee.
Go to Reminders > Setup > alerts to consider setting up for Confidential Assignees are listed below.
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Confidential Administrator Alerts- – Templates to be created to send To: Confidential Administrators-
Reminders > Setup
Alerts to consider setting up for Confidential Assignees are listed below.
On Accident /Incident Created
On Accident /Incident Created Remote
On Accident /Incident Follow Up
On Accident /Incident Review
Auto Scheduled Reports - Any reports you have scheduled to send on a recurring basis will exclude Confidential records.-To ensure confidentiality at all times, it is not possible to schedule a report that lists confidential records. All confidential records can only be viewed within ionMy via either the record or in online reports. |
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Processing Confidential Records
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When entering records, the user ticks the “Is this a Confidential Record” checkbox. This then presents a new list of options to select their preferred confidential assignees that will have access to the record and receive alerts.
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Click here to download a copy of the guide
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