System Administration - Confidential Records Configuration
- Aviraal Prasad
About ionMy
For almost 2 decades, ionMy has been steadfastly aiding the care sector by providing specialised solutions tailored to Governance, Risk, Compliance, and Ǫuality.
We have firsthand experience in witnessing the profound impact that arises when care providers can effortlessly showcase their compliance, minimize risks, enhance quality, and possess a well-defined roadmap to guarantee the delivery of the finest service possible.
Today, there are more than 260,000 people under the care of ionMy. Through the years, we just reinforced our belief that technology is a fundamental tool to bring people together, to improve work and relationships and to deliver better care.
The use of ionMy can both speed up and improve decision-making processes. It allows providers to work more efficiently, reduce the administrative load and increase the time available for care. As a result, consumers have improved outcomes, and care-providing organisations can operate more efficiently.
At the core of our values lies a deep commitment to community, which is why we have chosen to actively participate in the fields of aged care, community care, and disability services. The ionMy team comprises passionate individuals who are dedicated to both their work and the way they carry it out. You play a pivotal role within our community, and we are honoured to be a supportive presence within yours.
Table of Contents
Learning Objectives Prerequisites How to use this Guide Introduction Getting Started Configuration Custom Labels – Core Database Custom Labels – Compliance Hub Confidential Assignees Confidential Administrators Alerts APPENDIX A – Glossary |
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Learning Objectives
After this course, learners will be able to:
Explain capabilities to others
Configure and administer Confidential Records
Prerequisites
Before starting this training/workbook, learners need to:
Be able to access and navigate ionMy
Understand the basic concept of configuration in ionMy
Understand your ogranisation’s requirements regarding Confidential Records
How to use this Guide
This guide intends to walk you through Confidential Record Configuration and how to provide your staff and positions confidential record access. Throughout the workbook, there may be callouts with instructions to watch a video on the ionMy Mastery channel.
Videos are optional; however, they are recommended if you are completing this guide outside of training.
Callouts
Throughout this workbook, you may see callouts. It is important to consider all of these to enhance your learning experience and practice your knowledge.
 | Watch a Video - <video name> Navigate to: https://www.youtube.com/%40ionMyMastery or ionMy Video Tutorials | Refers to a video on the ionMy Mastery channel. These are optional, however, recommended when completing self-paced. |
Tip - <Tip name> Tips will appear throughouot the document to highlight key information |
Tips are used to highlight important points | |
Discussion – <discussion topic> Prompts to discuss a certain topic during training. | Discussion points can be used to discuss during training or read if completed self directed |
Introduction
Introduction
ionMy allows you to create confidential records that are only accessible to specific team members. You have full control over who can view and edit these records by selecting assignees from a pre-defined list. This ensures that sensitive information remains private and secure.
The confidentiality settings you choose will apply to the record itself, any associated alerts, and reports generated within ionMy.
Please note: This training manual focuses on the configuration of confidential records. For details on how to process and manage these records, please refer to the Confidential Record Management Training Manual.
Benefits
Using ionMy for confidential record management offers numerous advantages:
Confidentiality: Ensure that sensitive information is only accessible to authorised personnel. You can customise access permissions for each record, choosing which staff members can view, edit, or receive alerts.
Compliance: Easily report confidential information to relevant authorities, streamlining your compliance efforts and meeting regulatory requirements.
Efficiency: Centralise your confidential records in one secure platform, eliminating the need for manual tracking and improving overall workflow.
Security: Protect sensitive information with ionMy's robust security measures, including access controls and audit trails.
Getting Started
Configuration
Custom Labels – Core Database
Hover your mouse on Settings from your homescreen dashboard
Select System Settings
Click on the Custom Labels tab
In this manual, we will set the functionality against the Incident records. However, please note that the same process is used to configure the confidentiality settings for Feedback records.
Locate the WHS_Accident_Details.aspx page from the list of Custom Label pages.
Note: The page naming can differ depending on your organisation menu/tab settings, however, the wording in the brackets always remains the same as this is the system default page name.
Select the page by clicking on that line item. A list of all standard fields available on the Incident Details form will be displayed.
Scroll down the page to the “Is This a Confidential Record” field?
Click the Edit pencil icon
Tick the checkboxes in columns Visible, Half Page and set the Sort Order. You may also enter in a Tooltip if this will assist your frontline users.
| Tip – Sort Order When entering a record, whether it is confidential or not is likely the first question you would want your users to consider. We recommend setting the Sort Order of this question into the highest setting, so that it is at the top of the form. |
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10. Click the Tick icon to save these settings.
Custom Labels – Compliance Hub
This allows your users to enter confidential records via the Compliance Hub.
Hover over the Settings module on your homescreen dashboard.
Click the Hub Settings option.
This will navigate you to the Compliance Hub Settings tab.
Scroll down the page to Section field and select your Incidents module from the ddl.
A list of all standard fields available on the Incident Details form will be displayed. Scroll down the page until you locate the Is this a Confidential Record field.
Click the Edit pencil icon.
Tick the Visible checkbox and set the Sort Order.
Then click the Tick icon to save the change.
Confidential Assignees
In this section we will guide you through setting the positions that will be visible for selection in both the;
a) Assigned To ddl that staff can choose from when they are entering a Confidential record and
b) Confidential Administrator ddl’s visible when setting who has access to ALL confidential records.
Hover your mouse on the Governance button on your homescreen dashboard.
Select Positions. This navigates you to a list of all Positions configured for your organisation hierarchy.
Find the position that you wish to set as being available for selection in the Assigned To ddl and click the edit pencil icon to open the record.
You will see checkboxes to the right of the screen.
Tick the Visible in Incident/Injuries Confidential Administrator and Assignee List checkbox
And click the Save icon located at the top of your browser screen.
Confidential Administrators
These are the positions that have access to ALL confidential records within the system, regardless of who the assigned staff member is. Please take careful consideration when selecting these positions, as they grant unrestricted access to sensitive information.
From your homescreen dashboard, hover over Settings and then select System Settings.
This will navigate you to the Organisation tab.
Scroll down the page to the Confidential Administrator section.
There are 4 different radiobutton options available for selection;
a) None - Avoid selecting this option if you plan to use the confidential record functionality. If you choose "None," no one in your organisation will have the authority to access ALL confidential records. This could lead to serious problems if the assigned staff member leaves or changes positions, as the record would become inaccessible to everyone else.
b) Selected Staff Member(s) - Clicking this allows you to select your Confidential Adminstrator individuals by name, via a msb ddl.
c) Selected Position(s) - Clicking this allows you to select your Confidential Adminstrators based on Position titles, via a msb ddl.
d) Selected Unit and Position(s) - Clicking this allows you to select your Confidential Adminstrators by Unit and then Positions within that Unit.
Note: We recommend using Selected Position(s) or Unit/Position(s) to avoid additional work with staff movements.
Alerts
Alerts to consider setting up for your Confidential Administrators and/or Assignees are:
On Accident/Incident Created
On Accident/Incident Created Remote On Accident/Incident Follow Up
On Accident/Incident Review
Please refer to the System Administration - Alerts and Reminders Training Manual for steps to configuring/modifying your alert templates.
Discussion – Reports Reports scheduled to send will EXCLUDE confidential records. It isn’t possible to schedule a report that lists confidential records. To ensure confidentiality these records can only be viewed within ionMy via the record itself or viewing an online report. |
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APPENDIX A – Glossary
Term or Acronym | Meaning |
ddl | Drop Down List |
msb | Multi Select Box |
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