We are currently updating the OP Help Center content for the release of OP 14.19 or "OP 19". OP 19 is a member of the certified OP 14 family of products (official version is 14.19.1), which you may see in your software (such as in Help > About) and in the Help Center tabs labeled 14.19. You may also notice that the version number in content and videos may not match the version of your software, and some procedural content may not match the workflow in your software. We appreciate your patience and understanding as we make these enhancements.

Privacy Constraints (Visibility Settings)

Version 14.19

Overview

OP contains privacy constraints in various sections of the patient's medical record. In short, the higher the level of visibility, the less people can see the information. The lower the visibility level, the more people can see the information. When the visibility level of the entire medical record is changed to any level higher than Any Staff Member, Restricted chart displays in the Window Navigation panel of the Patient Chart.

Visibility Levels

There are five levels of visibility:

  • Any staff member: A record set with this level will be visible to all staff members. The record could be printed out by any staff member and provided upon request. It can also be accessed by the patient or parent when they are logged into their Patient Portal if this section of the chart is on the portal.
  • Clinical staff only: A record set with this level will not be immediately visible to your staff members. Only staff members who have at least the Clinical Staff Only Standard Visibility Level will be able to see this part of the chart upon request. Staff members who are able to see this record will be able to print it out and provide it to internal or external persons upon request. This type of record will not be visible on the Patient Portal.
  • Providers only: This level of visibility has the same functionality as Clinical Staff Only but from Providers Only standard medical records visibility level and higher. This type of record will not be visible on the Patient Portal.
  • Physicians only: This level of visibility has the same functionality as Clinical Staff Only but from Physicians only standard medical records visibility level and higher. This type of record will not be visible on the Patient Portal.
  • Author only: This is the highest level of visibility and is the most restrictive. If a record is marked as Author Only, only the staff member who created the record is able to retrieve it. This staff member would be the only one able to print this record. This type of record would not be visible on the Patient Portal.
Note: It is possible for a staff member with the Any Staff Member visibility level to set a record as Author Only (ie. Phone Message, Scan). If this is done, only that staff member will be able to find that record and retrieve it using Standard Visibility Levels.

Emergency Privileges

To determine who in your office falls into each visibility level, you will need to set a Standard and Emergency Visibility Level in the Staff Directory for each staff member. It is important to set Emergency Visibility Levels for some staff members in your office so that a record could be retrieved in the case of an emergency where no staff can be contacted who are able to view this record. In this instance, a staff member who has a higher Emergency Visibility Level than Standard Visibility Level would need to activate those privileges.

  1. Find the patient whose records cannot be located.
  2. Click the dropdown arrow to the right of Logout in the Ribbon.
  3. Select Emergency Override.
  4. Complete the Medical Record Disclosure Tracking window.

  1. Click OK.

If after completing these steps you still cannot find the correct record, it is possible that the record was set to a level that is higher than your Emergency Visibility Level. You will need to find a staff member who has higher access and complete the sames steps to gain access to this record in an emergency situation.

Version 14.10

Overview

OP 14 contains privacy constraints in various sections of the patient's medical record. In short, the higher the level of visibility, the less people can see the information. The lower the level of visibility, the more people can see the information. When the visibility level of the entire medical record is changed to any level higher than Any Staff Member, the chart toolbar color will change from blue to red. This color change is meant to inform you that this is a restricted chart.

Visibility Levels

There are five levels of visibility:

  • Any Staff Member: A record set with this level will be visible by all members of your staff. It could be printed out by any staff member and provided upon request. It can also be accessed by the patient or parent when they are logged into their Patient Portal if this section of the chart is on the portal.
  • Clinical Staff Only: A record set with this level will not be immediately visible to your staff members. Only staff members who have at least the Clinical Staff Only Standard Visibility Level will be able to see this part of the chart upon request. Staff members who are able to see this record will be able to print it out and provide it to internal or external persons upon request. This type of record will not be visible on the Patient Portal.
  • Providers Only: This level of visibility has the same functionality as Clinical Staff Only.
  • Physicians Only: This level of visibility has the same functionality as Clinical Staff Only.
  • Author Only: This is the highest level of visibility and is the most restrictive. If a record is marked as Author Only, only the staff member who created the record is able to retrieve it with their Standard Visibility Level. That staff member would be the only one able to print this record. This type of record would not be visible on the Patient Portal.
Note: It is possible for a staff member with the Any Staff Member visibility level to set a record as Author Only (ie. Phone Message, Scan). If this is done, only that staff member will be able to find that record and retrieve it using Standard Visibility Levels.

Emergency Privileges

To determine who in your office falls into each visibility level, you will need to set a Standard and Emergency Visibility Level in the Staff Directory for each staff member. It is important to set Emergency Visibility Levels for some staff members in your office so that a record could be retrieved in the case of an emergency where no staff can be contacted who are able to view this record. In this instance, a staff member who has a higher Emergency Visibility Level than Standard Visibility Level would need to activate those privileges.

  1. Find the patient whose records cannot be located.
  2. Click Log In/Out in the top menu bar.
  3. Select Emergency Privileges Override Log In.
  4. Click the OK button to acknowledge that your emergency status level has been elevated and noted in the staff directory.

If after completing these steps you still cannot find the correct record, it is possible that the record was set to a level that is higher than your Emergency Visibility Level. You will need to find a staff member who has higher access and complete the sames steps to gain access to this record in an emergency situation.