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Who altered a client file?
Posted: 04 Apr 2012 03:36 PM |
| Is there a way to determine the last person who altered a client file in Client Management? I know I can see my name on the last line of a record when in 'EDIT' mode. |
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 Amyc
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| Joined: 11 Apr 2011 |
| Total Posts: 252 |
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Re: Who altered a client file?
Posted: 04 Apr 2012 04:42 PM |
Hi keithf,
You can see who altered each form last by viewing it in edit mode. Are you asking if there is a way to determine when any part of the file is last altered at the file level rather than at the form level?
Thanks,
Amy |
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Re: Who altered a client file?
Posted: 04 Apr 2012 06:12 PM |
| OK. I was wondering because I always see my name. Other people, I believe, have been entering outcome results and I don't know who it is. When I enter the edit mode, I see my name at the bottom of the record. We record a note on the 'follow-up' form when the data is entered. I don't see the note on the form but the outcome has been recorded. It may be the counselors are entering more than one follow-up. I need to get t the bottom of the issue. It wastes my time. |
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Amyc
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| Joined: 11 Apr 2011 |
| Total Posts: 252 |
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Re: Who altered a client file?
Posted: 05 Apr 2012 08:20 AM |
Good morning,
How many people do you have doing data entry within client files? We recommend no more than 2-3 if possible, although we know that doesn't work for everyone. It just keeps things streamlined and makes issues like this one easier to resolve.
You might want to discuss with your data entry people if they are few, or send out a communication if they are many. One option would be to have just a few people entering the Outcomes rather than everyone.
Regards,
Amy |
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Re: Who altered a client file?
Posted: 05 Apr 2012 02:50 PM |
I am supposed to be the only one who is entering data. That is the reason I am writing to you to ask for help in determining who else is doing the updates.
Action of events:
I have a stack of Follow-ups to enter.
I locate the client record.
I open the case.
I look at the Outcome area and it has already been entered.
The form is not flagged as 'recorded'. SO, I don't believe I did it.
When I open the Outcome edit screen, it has my name at the bottom.
If I didn't do it, who did?
That is the reason my previous post said, 'maybe the consultants are entering more than one follow-up' form.
I am just trying to get to the bottom of the problem. |
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Amyc
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| Joined: 11 Apr 2011 |
| Total Posts: 252 |
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Re: Who altered a client file?
Posted: 05 Apr 2012 02:56 PM |
Hi Keithf,
Thanks for the clarification. If the form is showing you as the last person to edit it, then you (or someone logged in as you) were the last person to edit the form and save and close it. If someone were to go in and edit the form but not make any changes and not save it, it would still show the last person who saved the form as the person to most recently make changes.
I hope this helps,
Amy |
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Re: Who altered a client file?
Posted: 05 Apr 2012 03:29 PM |
| That helps! |
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Amyc
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| Joined: 11 Apr 2011 |
| Total Posts: 252 |
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Re: Who altered a client file?
Posted: 05 Apr 2012 03:31 PM |
Good deal! Let me know if I can help in any other way.
Amy |
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Re: Who altered a client file?
Posted: 01 May 2012 07:02 PM |
I have done some more investigating and I don't see a good way for me or anyone else to make the determination of "who changed a file". I need more help.
I think this is a feature that needs to be implemented. The signature must be there someplace - "last altered by NAME". Even in Microsoft WORD, the author can be found in the file properties. Is there a way to poll the community about this? Has anyone else raised the question?
We do control our users BUT there will be a time when someone will make an error and we would like to identify who did it so we can fix it so as not to let it happen again. . |
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Amyc
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| Joined: 11 Apr 2011 |
| Total Posts: 252 |
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Re: Who altered a client file?
Posted: 02 May 2012 08:11 AM |
Hi Keith,
You have the ability to see who most recently made changes to forms (Date Last Updated and Last Updated By). Is it at the file level you want to have that displayed? So any changes made to any forms in the file will trigger that? Thanks for the additional detail.
Regards,
Amy |
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Re: Who altered a client file?
Posted: 02 May 2012 10:36 AM |
Hi Keithf,
To reiterate what Amy stated you currently do have the ability to view "Last Updated By:" and the name attributed to the user account logged in when the change is made. Are you the only person who utilizes your user id?
Blessings,
Ashleigh |
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sueoc
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| Joined: 15 Jul 2009 |
| Total Posts: 20 |
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Re: Who altered a client file?
Posted: 15 Oct 2012 02:51 PM |
It would be nice if there was a way to have the staff name input field for whoever does the actual data entry separate than the staff name of the advocate that met with the client.
Sort of like the Donation form does... the staff name on that form typically indicates who is doing the entry and does not represent who actually received the donation from the donor.
I think most centers share user IDs among a few people rather than one per person. In addition, the person entering the data is rarely the advocate that met with the client. This feature would help us determine who may need additional training to assure that data is being entered consistently.
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Together for Life!
Sue |
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Amyc
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| Joined: 11 Apr 2011 |
| Total Posts: 252 |
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Re: Who altered a client file?
Posted: 15 Oct 2012 03:36 PM |
Hi Sue,
I can see the benefit of seeing who is entering the data; this is part of the reason we recommend that centers have no more than 2-3 people doing data entry. Not only is it easier to catch training issues, but the fewer people you have doing data entry, the more accurate your data will be because only a few select people would be doing it. This is also why you have the option of obtaining more user accounts if necessary. Many of the client forms track who most recently updated the form at the very bottom of the form.
I hope this helps!
Regards,
Amy |
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sueoc
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| Joined: 15 Jul 2009 |
| Total Posts: 20 |
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Re: Who altered a client file?
Posted: 15 Oct 2012 03:52 PM |
thanks Amy
We have 10 user Id's- we have multiple sites, and have had almost 4000 client visits to date for 2012 .
enough user IDs only solve the problem if we have a way to track the user...but since the client forms only track the advocate then we are unable to see who entered which file...
Which is why I like the donation form, it allows you to see who did the input. Is there anyway to add that feature?
Seems like its just adding one little field...(hehe...says the girl who LOVES Ekyros and knows NOTHING about programming)
Blessings to you- give Ashleigh a hug from me.
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Together for Life!
Sue |
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Re: Who altered a client file?
Posted: 15 Oct 2012 03:53 PM |
Hi Sue,
It's great to hear from you! Amy is correct, the majority of activity forms within CenterPiece displays a "Date Last Updated" and "Last Updated By" section at the bottom of each form, for this purpose. While you choose to share user accounts eKYROS.com discourages this. We have found, as best practices, to have one user id per person especially in the case of data entry for this specific purpose.
Your annual subscription is allotted 5 user accounts and you do have the ability to purchase more in increments of 5. If you are interested or have further questions please don't hesitate in contacting us. Have a GREAT day!
Blessings,
Ashleigh 469-293-3079 |
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Re: Who altered a client file?
Posted: 15 Oct 2012 04:03 PM |
Sue,
I have reviewed, in our demo room, the status bar- at the bottom of each form and found that the pregnancy test form, STD Form, and Note form all provide this. I will add to our feature request list-- to be considered for a future update-- to add this status bar to Closet/Boutiques, Concepts Shared, Correspondence, Individual Education, Referral, and Sonogram. Again as we promote as best practices each person having their own individual user id for a multitude of reasons adding "Data Entry Staff/Volunteer" wouldn't be necessary. If you have any other questions please don't hesitate in contacting me directly. Have a GREAT day and a ****HHUUUGGGG**** back at you
Blessings,
Ashleigh 469-293-3079 ext:103 |
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sueoc
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| Joined: 15 Jul 2009 |
| Total Posts: 20 |
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Re: Who altered a client file?
Posted: 15 Oct 2012 04:14 PM |
I checked it out. and it sure does list which user ID was used to update the form.
I'd still value the ability to differentiate at entry. We do have 10 user Id's, but still end up sharing.
The volume of files, combined with schedules and sites, requires our data entry to be done by multiple people.
The user ID record at the bottom of the form is a big help though- thanks!
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Together for Life!
Sue |
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Re: Who altered a client file?
Posted: 13 Jul 2013 03:22 PM |
Ashleigh,
The CASE VISIT form also provides this file tagging or status bar as you say. I still have an issue with the validity as I did originally.
We have begun to permit other users to enter CLIENT data. To ensure correct data is entered, I am doing validity checking of each entry while they are 'learning'.
Today, I am checking files and I see an error in a field on the Case form. I click edit to see who entered the data (I need to make them aware of the error) - It has MY name associated with the case which is what I questioned on my original opening of this thread.
This file is only NOW being verified by me TODAY, I cannot see how my name appears in the status bar (copied from record - Date Last Updated: 7/07/2013 3:24 PM Last Updated By: Keith Flanary). That tells me that Keith Flanary altered the record on 7/07. Today is 7/20 and this is the first time I've looked at the record to my knowledge. The client visit was on 6/27/13. Can you help me understand? ....NO, no one else has my ID unless it is the manager, but why would she do that when she has an ID of her own and she does not know my password? There are only two people who have Director level, she and I. If you need to know, the record is client file 4593. HELP!
Also, the SONOGRAM form does not provide the 'status bar'. When, as you listed in your previous update, 10/15/12, will we expect to see the change? The Sonogram form is usually entered on the same date as the Pregnancy test but on a 'repeat visit' there is no way to tell who entered the data. What can be done?
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Amyc
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| Joined: 11 Apr 2011 |
| Total Posts: 252 |
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Re: Who altered a client file?
Posted: 15 Jul 2013 08:16 AM |
Hi Keith,
Since the case form provides the last person to update the form, the scenario you laid out indicates that either you did the initial data entry on 7/7/13 or have updated this form since then, or someone using your user account has entered or updated this form (sounds like no one else has access to your login information though). Is there a place in the physical paper file where you can tell who did the data entry? At my center we would have people sign or initial with the date when the data entry was accomplished so we could always tell who entered what.
Regarding the status bar on the sonogram form, I don't have a date for you. We do have it on our feature request list and will consider it when specifying what will go into our next release, so once we determine what features will be in our next release I can let you know for sure whether it was one of them.
Perhaps it would be best if we talked over the phone if you are still having trouble with your initial issue of validating who is entering what on the client file. That way we can pinpoint, as much as possible, what the issue is.
Regards,
Amy |
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Amyc
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| Joined: 11 Apr 2011 |
| Total Posts: 252 |
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Re: Who altered a client file?
Posted: 15 Jul 2013 08:18 AM |
I should have included my contact information for you Keith! It's definitely Monday morning! :)
You can reach me directly at amyc@ekyros.com or (469) 293-3079 extension 104. Thanks! |
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