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We are currently updating the OP Help Center content for the release of OP 20. OP 20 (official version 20.0.x) is the certified, 2015 Edition, version of the Office Practicum software. This is displayed in your software (Help tab > About) and in the Help Center tab labeled Version 20.0. We appreciate your patience as we continue to update all of our content.

Set Visibility Levels

Version 14.19

Overview

Each staff member in the Staff Directory is set up with visibility permissions granting them a level of access to patient information. There are five levels of visibility. For an explanation of each visibility permission, click here.

Below is a list of common locations in OP where a Privacy Restriction may be placed in effect.    

Allergies

  • To set visibility on Allergies, follow the paths below:
    • Patient Chart > Allergies/Reactions > Add New or Edit Existing Allergy > Visibility drop-down 
    • Patient Chart > Encounter or Well Visit Note > Allergies/Reactions > Add New or Edit Existing Allergy > Visibility drop-down
  • To view Allergies that have restricted visibility: Select the Include EFR checkbox located at the top of the Allergies window.

Care Plans (global setting)

  • To set visibility on Care Plans, follow the path below:
    • Clinical tab > Care Plans > Care Plans/Registries tab > Add New or Edit Existing Care Plan > View Privacy drop-down
  • To view Care Plans that have restricted visibility: In the Patient Chart, select the Include Confidential checkbox located at the top of the window navigation panel.

Chart

  • To set visibility on an entire patient's chart, follow the path below:
    • Patient Chart > Privacy/Sharing > Overall Chart Visibility drop-down
  • To view the patient chart, a user must have appropriate Standard and Emergency Medical Record Visibility settings in the Staff Directory.

Diagnostic Tests (global setting)

  • To set visibility on Diagnostic Tests at the global level, follow the path below:
    • Clinical tab > More button (Customize group) > Diagnostic Tests > Select test > Privacy level drop-down
  • To view Diagnostic Tests that have global visibility restrictions, do the following:
    • Clinical Work: Select the Include EFR checkbox located at the top of the window.
    • Patient Chart/Encounter or Well Visit Note: Select the Include Confidential checkbox in the window navigation panel.

Diagnostic Tests (patient-specific)

  • To set visibility on a specific patient's Diagnostic Test(s), follow the path below:
    • Patient Chart > Diagnostic Tests > Add New or Edit > Privacy Level drop-down
    • Patient Chart > Encounter or Well Visit Note > Diagnostic Tests > Add New or Edit > Privacy Level drop-down
  • To view Diagnostic Tests that have restricted visibility for a patient, do the following:
    • Clinical Work: Select the Include EFR checkbox at the top of the window.
    • Patient Chart/Encounter or Well Visit Note: Select the Include Confidential checkbox in the window navigation panel.

Documents

  • To set visibility on a patient's Documents, follow the paths below:
    • Clinical or Practice Management tab > Document Management button > Scan New or Search Existing Document > Privacy Level drop-down
    • Patient Chart > Documents > Select document > Privacy Level drop-down
  • To view Documents that have restricted visibility, do the following:
    • Clinical Work: Select the Include EFR checkbox at the top of the window.
    • Medical Records: Select the Include Private Records (EFR) checkbox at the top of the window.
    • Patient Chart: Select the Include Confidential checkbox in the window navigation panel.

Encounters

  • To set visibility on an Encounter, follow the paths below:
    • Main Navigation Panel > Encounters > Edit > Summary > Note Visibility drop-down
    • Patient Chart > Encounters > New or Open Note (unfinalized) > Summary > Note Visibility drop-down
  • To view an Encounter with restricted visibility, do the following:
    • Clinical Work: Select the Include EFR checkbox at the top of the window.
    • Patient Chart: Select the Include Confidential checkbox in the window navigation panel.

General Notes

  • To set visibility on General Notes, follow the path below:
    • Patient Chart > General Notes > Add New or Edit Existing Note > Visibility drop-down
  • To view a General Note with restricted visibility, do the following:
    • Select the Include EFR checkbox located at the top of the window navigation panel.

Medication Favorites (global setting)

  • To set visibility on Medication Favorites at the global level, follow the path below:
    • Clinical tab > Medication Favorites > Double-click Medication > Privacy Level drop-down
  • To view Medications that have global visibility restrictions, do the following:
    • Patient Chart: Select the Include Confidential checkbox in the window navigation panel. 
    • Encounter or Well Visit Note:  Select the Include EFR checkbox located at the top of the window.

Medications (patient-specific)

  • To set visibility on a patient's specific Medication, follow the paths below:
    • Patient Chart > Medications > Add New or Edit Existing Prescription > Notes/Visibility tab > Visibility drop-down
    • Patient Chart > Encounter or Well Visit Note > Medications > Add New or Edit Existing Medication > Notes/Visibility tab > Visibility drop-down 
  • To view Medications that have restricted visibility for a patient, do the following:
    • Patient Chart: Select the Include Confidential checkbox in the window navigation panel. 
    • Encounter or Well Visit Note:  Select the Include EFR checkbox located at the top of the window.

Messages

  • To set visibility on a Message, follow the paths below:
    • Main Navigation Panel > Phone > Add New Message > Visibility drop-down
    • Patient Chart > Messages > Add New Message > Visibility drop-down
  • To view a Messages that have restricted visibility, do the following:
    • Message Center: Select the Include EFR checkbox at the top of the Message Center window.
    • Patient Chart: Select the Include Confidential checkbox located at top of the window navigation panel.

Problem List

  • To set visibility on Problem List entries, follow the paths below:
    • Patient Chart > Problem List > Add New or Edit Existing Problem > Visibility drop-down
    • Patient Chart > Encounter or Well Visit Note > Problem List > Add New or Edit Existing Problem > Visibility drop-down
  • To view Problem List entries that have restricted visibility, do the following:
    • Patient Chart/Encounter or Well Visit Note: Select the Include EFR checkbox located at the top of the window.

Risk Assessment (global setting only for practice created questions)

  • To set visibility on Risk Assessments, follow the path below:
    • Clinical tab > More (Customize group) > Risk Assessment > Privacy drop-down
  • To view Risk Assessments that have restricted visibility, do the following:
    • Patient Chart: Select the Include Confidential checkbox located at the top of the window navigation panel. 

Surveys (global setting)

  • To set visibility on Surveys at the global level, follow the path below:
    • Clinical tab > More button (Customize group) > Surveys New or Edit Existing Survey > Default Visibility drop-down
  • To view Surveys that have restricted visibility, do the following:
    • Clinical Work: Select the Include EFR checkbox at located at the top of the window.
    • Patient Chart/Encounter or Well Visit Note: Select the Include Confidential checkbox located at the top of the window navigation panel.

Surveys (patient-specific)

  • To set visibility on patient-specific Surveys, follow the paths below:
    • Patient Chart > Surveys > New > Visibility drop-down 
    • Patient Chart > Encounter or Well Visit Note > Surveys > New > Visibility drop-down
  • To view Surveys that have restricted visibility, do the following:
    • Clinical Work: Select the Include EFR checkbox at located at the top of the window.
    • Patient Chart/Encounter or Well Visit Note: Select the Include Confidential checkbox located at the top of the window navigation panel.

Well Visits

  • To set visibility on Well Visits, follow the paths below:
    • Main Navigation Panel > Well Visits > Edit > Summary > Note Visibility drop-down
    • Patient Chart > Well Visits > New or Open Note (unfinalized) > Summary > Note Visibility drop-down
  • To view a Well Visit with restricted visibility, do the following:
    • Clinical Work: Select the Include EFR checkbox at the top of the window.
    • Patient Chart: Select the Include Confidential checkbox in the window navigation panel.
Version 14.10

Each staff member in the Staff Directory is set up with visibility permissions granting them a level of access to patient information. There are five levels of visibility.  For an explanation of each visibility permission, click here.

Below is a list of common locations in OP where a Privacy Restriction may be placed in effect.    

Make This Private
Where To Make Private
How to Override Privacy Settings with Appropriate Permissions
Allergies

Patient Chart > Allergies/Reactions > Add New or Edit Existing Allergy > Visibility dropdown  

Select the Include EFR checkbox in the top-right area of the Allergies/Rxns window.
Allergies

Patient Chart > Encounter Note > Allergies/Reactions > Add New or Edit Existing Allergy > Visibility dropdown

Select the Include EFR checkbox in the top-right area of the Allergies/Rxns window.
Allergies

Patient Chart > Well Visit Note > Allergies/Reaction > Add New or Edit Existing Allergy > Visibility dropdown

Select the Include EFR checkbox in the top-right area of the Allergies/Rxns window.
Care PlansUtilities > Manage Clinical Features > Care Plans > Add New or Edit Existing Care Plan > View Privacy dropdownPatient Chart: Select the Include Confidential checkbox at the bottom-left area of the window.
ChartPatient Register > Privacy Tab > Overall Medical Records VisibilityAbility to view this patient record will depend upon two settings in your staff user profile.  
Standard Medical Records Visibility and
Emergency Medical Records Visibility.
Diagnostic TestsUtilities > Manage Clinical Features > Diagnostic Test Setup > Select DX Test > set Default Visibility dropdown

Schedule and Practice Workflow: Select the Include EFR checkbox at the bottom-left area of the window.

Patient Chart: Select the Include EFR checkbox at the bottom-left area of the window.

Encounter Note: Select the Include EFR checkbox at the bottom-left area of the window.

Well Visit Note: Select Include Confidential at the bottom-left of the window.

DocumentsDocs > Scan New or Edit Existing Document > Set Privacy Level dropdownSchedule and Practice Workflow: Select the Include EFR checkbox at the bottom-left area of the window.
Chron: Select the Include Private Records (EFR) checkbox at the top of the window.
EncountersSchedule and Practice Workflow > EncountersSelect the Include EFR checkbox at the bottom-left area of the window.
EncountersPatient Chart > EncountersSelect the Include Confidential checkbox at the bottom-left area of the window.
General NotesPatient Chart > General Notes > Add New or Edit Existing Note > Visibility dropdownSelect the Include EFR checkbox at the top of the window.
Medication FavoritesUtilities > Manage Clinical Features > Medication Favorites > Select Medication > set Default Visibility dropdownSee below
Medications (e-Rx)Schedule and Practice Workflow > e-Rx > Add New or Edit Existing Prescription > Notes/Visibility tab > Visibility dropdownSelect the Include EFR checkbox at the bottom-left area of the window.
MedicationsPatient Chart > Medication > Add New or Edit Existing Prescription > Notes/Visibiltiy tab > Visibility dropdown  Select the Include Confidential checkbox at the bottom-left area of the window.
MedicationsPatient Chart > Encounter Note > Medications > Add New or Edit Existing Medication > Notes/Visibility tab > Visibility dropdown Select the Include EFR checkbox box at the top of the window.
MedicationsPatient Chart > Well Visit Note > Medications > Add New or Edit Existing Medication > Notes/Visibility tab > Visibility dropdown Select the Include EFR checkbox at the top of the window.
MessagesSchedule and Practice Workflow > Messages > Add New Message > Note Visibility dropdown. Select the Include EFR checkbox at the bottom-left area of the window.
MessagesPatient Chart > Messages > Add New Message > Note Visibility dropdown. Select the Include Confidential checkbox at the bottom-left area of the window.
OverviewPatient Chart > OverviewSelect the Include Confidential checkbox at the bottom-left area of the window.
Problem ListPatient Chart > Problem List > Add New or Edit Existing Problem > Visibility dropdownSelect the Include EFR checkbox at the top of the window.
Problem ListPatient Chart > Encounter Note > Problem List > Add New or Edit Existing Problem > Visibility dropdown Select the Include EFR checkbox at the top of the window.
Problem ListPatient Chart > Well Visit Note > Problem List > Add New or Edit Existing Problem > Visibility dropdown Select the Include EFR checkbox at the top of the window.
SurveysUtilities > Manage Clinical Features > Survey Administrator > Create New or Edit Existing Survey > Default Visibility dropdownSchedule and Practice Workflow: Select the Include EFR checkbox at the bottom-left area of the window.
Patient Chart: Select the Include Confidential checkbox at the top of the window.
Encounter Note: Select the Include Confidential checkbox at the top of window.
Well Visit Note: Select the Include Confidential checkbox at the top of the window.
Well VisitsSchedule and Practice Workflow > Well VisitsSelect the Include EFR checkbox at the bottom-left area of the window.
Well VisitsPatient Chart > Well VisitsSelect the Include Confidential checkbox at the bottom-left area of the window.