Who viewed or changed what (audit basics)
HealthTrack keeps a record of who did what across the system: who opened a patient's record, who changed a booking, who updated a setting. There is no single screen that shows all of this. Different questions are answered on different screens, and this article explains which screen answers which question.
What HealthTrack records automatically
HealthTrack records security and privacy significant actions as they happen, stamped with the user and the date and time. This is always on and there is nothing to set up. It includes:
- Logons and logoffs, including automatic logoff after a period of inactivity.
- Password changes.
- Each time a patient's record is opened.
- Data exports.
- Patient merges.
- Changes to system settings.
In addition, most records in HealthTrack carry a stamp showing who created them, who last changed them and who deleted them, along with when.
Who viewed a patient's record
Every time a patient's record is opened, whether in the desktop program or through HealthTrack Online, HealthTrack records which user opened it and when. This means your practice can answer privacy questions such as "who has looked at this patient's record?".
- Go to Admin > Exports and Imports > Export Data.
- Select the Audit of patient's viewed by users export.
- Apply any required filters.
- Select Run Data Export.
Review our article on How to Export Data from HealthTrack for further details.
What a user created, changed or deleted
To see what a particular user did over a period, HealthTrack can run a User Audit Log for you on request. Reach out to our Support Team to request this if needed.
This report shows which records were touched and when. It does not show the previous values, so it can tell you a record was changed but not what it said before the change.
Who changed a booking
Bookings keep their own history. Open the booking and select the ? icon on the right-hand side of the Booking Form to open the Booking Audit History screen, which shows every change made to that booking. For the full steps, see Viewing a Booking's history.
If the history icon is not available on the Booking Form, booking history may not be switched on for your practice. Contact HealthTrack support to have it enabled.
Who accessed a patient's My Health Record
All My Health Record activity is audited separately, including document uploads, removals, views and any use of Emergency Access. Go to Admin > Digital Health Auditing > My Health Record Audit to review it. For more detail, see the article Auditing My Health Record activity.
What the audit trail does not show
- Previous values. The audit trail records who changed a record and when, not what the record said before the change.
- Failed logon attempts. Unsuccessful attempts to log on do not appear in the audit screens.
If you have an audit question these screens do not answer, contact HealthTrack support. The support team can trace changes, logons and record access as part of an investigation.