Adding Confidential Information to a Patient Chart

Office Ally’s EHR 24/7 allows you to save confidential patient information and limit who within your organization can access it. Confidential information can either be simple text or a Document that has been marked as Confidential.  Follow the steps below to add confidential information and understand how it can be viewed.

Before We Begin

Only users who were granted confidential information access during account setup (by your Security Administrator) will be able to view confidential details and documents. If a user does not have this permission, confidential information will not be visible in the patient's chart.

Manually Adding Confidential Information

1. Navigate to the Confidential Information Page

• Open the patient’s chart.

• Hover over Others in the chart menu.

• In the drop-down menu, under the Chart Information section, click Confidential Information.

2. Add New Confidential Information

• In the top-right corner of the Confidential Information page, click Add Confidential Info.

• A pop-up window will appear with the current date automatically populated (this date cannot be changed).

• Use the ellipses (…) next to the Encounter and Provider fields to search and select the appropriate entries.

• Type the confidential information into the Information text field.

• When complete, click Update.

3. Search Existing Confidential Information

• At the top of the Confidential Information page, choose to search by Provider or Encounter ID using the drop-down menu.

• Enter your search term and click Search.

• Information can also be sorted by Date or Type using the options below the search fields.

• All saved confidential entries will be displayed in the list beneath the search section.

Viewing and Managing Confidential Documents

At the bottom of the Confidential Information section in a patient chart, you can view any documents uploaded as Confidential Documents. These documents were marked confidential by checking the “Is Confid” box at the time of uploading or checking the Confidential box when editing an unsigned document.

• Search by date range or sort by Document ID, Document Title, Upload Date, or Encounter ID.

• Document lists can also be filtered by Provider, Document Type, Status, or a combination of these options.

Adding Confidential Information from a Progress Note

Confidential information can also be added while editing a progress note.

• In a progress note, click the Confidential Information button located in the progress note settings at the top left—or at the bottom left of the note.

• A pop-up will appear (like the Confidential Information page, but without the Confidential Documents section).

• Click Add Confidential Information to enter new details.

User Access Requirements

Only users who have been granted permission to view confidential information can access the entries and documents described above. This access is assigned during user creation by the Security Administrator. If you need help adding a new user, please refer to the link below:

Add a New User in Practice Mate

‍