Chart Auditing

Chart Auditing is designed to give customers the ability to setup CT|One to allow for internal or external auditors to access the system to perform remote, limited access, client designated, and time sensitive chart audits.

User Account Setup

Remarkable Health  customers who  utilize  CT|One's Hosted  Services will need to  create a new user account  for  the  auditor  using  the Account  Management  utility  located  on  their  desktop.  Only  certain users  in  your  organization are given access to this utility with the ability to add new accounts.  

The  account  that  you  add  can  be  an  auditor’s  name  or  can  be  kept generic.  The  account  will  include  a  username, which will need to be the same as what is added to the Staff Master record, in the Windows Login field, on the Contact tab. 

Remarkable Health customers  who  are  self‐hosted  will  need  to  create a  new  user  account  in  their  active  directory. This account will include a username, which will need to be the same as what is added to the Staff Master record, in the Windows Login field, on the Contact tab. 

Staff Master Setup 

Click the Add button to add a Staff Master record for the auditor. Enter a Staff ID, the auditor’s First and Last Name (or a generic name) and the Hire Date (when the auditor will no longer need access, enter the Discharge Date). Setup the necessary Facility/Site access on the Facility – Site tab. If your organization uses Access Limits, ensure the auditor has the relevant access on the Access Limits tab. Enter the username information from the User Account in the Windows Login field on the Contact tab. Click the Save button when your are finished. 

Enabling the Staff Flag 

In  Flags  Maintenance,  enable  the  OnlyAccessClientFromHome  flag for  the  auditor  Staff  Master  record  just  added, by locating the staff on the Staff Overrides tab, clicking the Edit button and changing the Flag Value from False to True. Click the Save button.  

Client Contact Chart View Setup 

Find  the  client(s)  you  want  the  auditor  to  have  access  to  for  their audit  from  the  Client  Chart  (F12).  Add  a  packet with the Client Status Update Form in it, by clicking the New Packet button.  

Double click on the Client Status Update Form to open it and click on the Client Contacts tab. Click the Add Contact button. 

Select the Contact Type, preferably this would be “Auditor” or any contact type designated by your organization to be an auditor in Client Contact Type Maintenance.

* Don’t see Auditor in you Client Contact Type dropdown? Just go to the Clinical Menu and select Client Contact Type.

Click the Add button to add a new client contact type for Auditor. Keep the Agency Staff checkbox checked. Select the auditor name from the Agency Staff drop down. Enter the Chart View From and Thru dates based on the date range you want the auditor to have access to this client’s chart. Enter an Effective Date (when the auditor will no longer be auditing this client, enter the Expiration Date). Click the OK button. Click the Save button.

Alternatively, if you want this auditor to be added to multiple clients at one time, you can use the Bulk Add Client Contacts feature. It can be accessed via the Clinical Menu by selecting Bulk Add Client Contacts.

Enter the Default Eff (Effective) Date and Exp (Expiration) Date along with the Chart View From and Thru dates. Select the Contact type, Auditor (or whatever is designated by your agency) and select the Contact Staff, your auditor name (or generic auditor name).

You can then Tab through the Eff and Exp fields to populate the default dates. When you tab into the Client ID field, you can use the Client Lookup feature by entering the last name, first name of the client and then tabbing again to initiate the lookup.

Click the Yes button to Lookup the Client at the prompt.

Select the client you want to add from the Client Lookup window.

Tab through the Client Info field and your client’s name will populate. Tab through the From and Thru Chart View Limit Dates for the default dates.

Add as many clients as you want this auditor to access. Click the Save button when you are finished and the Auditor Contact will be added to each client listed in the Bulk Client Contact Create window.

* Please note: Once you click the Save button, you cannot undo adding the Auditor contact to the clients.

Staff Home – Active Clients to Audit

Based on all of the required setup that we previously completed, the auditor will now be able to only access the clients that they have been setup as a client contact for, based on their contact effective date and chart view date range. To access a client to audit, click on the Staff Home icon in the toolbar. The Staff Home also appears by default when the auditor closes the Message Center and logs into CT|One.

The Staff Home will appear and the auditor can access the clients they need to audit from the Active Clients tab. Select Auditor (or designated contact type) from the Position dropdown to see the list of clients that have been assigned to review for their audit.

Double click on a client name to open their chart to begin an audit. They can then access the necessary progress notes and packets with forms for their audit.

When their audit is complete make sure to expire the Auditor Contact type in the Client Status update, if this date wasn’t filled in when the contact was initially added to the client.