Various audit trail reports can be run for a number of different actions within Dental4Windows. 

Depending on security settings, an audit report can show what user completed an action.

Setup Security Features in Dental4Windows

Reversed Audits

Reversed Invoices Report

The Reversed Invoices audit trail report provides a history of all invoices that have been reversed in the specified time period.

Run the Report

1. Go to Location Setup > Security tab
2. Record menu > Audit trails > Reversed Invoices report...
1. Location: Select the location or <Any Location > from the drop list if applicable
2. Date: Select the period to base this report on
3. Common Reasons List: Select the reasons to base this report on
4. Show Inactive Reason: Tick to include inactive reasons
   
3. Click OK
   
   

Report Details

Invoice ID: The unique ID for the particular invoice

Amount: Shows the amount reversed

Date Reversed: The date and time the invoice was reversed

Employee / User name: The user responsible for reversing the invoice. Unknown will show if security is not turned on reversing invoices

Responsible Party: The Patient/other responsible for paying the invoice

Patient: Name of the patient linked to the reversed Invoice

Reason: The reason the employee/user selected during the reversal. Details will only show if using the Reason for Deleting feature

Detail: The notes the employee/user selected during the reversal. Will only show if using the Reason for Deleting feature

See Add a Reason for Deleting or Modifying Secure Records section

Reversed Receipts Report

The Reversed Receipts audit trail report provides a history of all receipts that have been reversed in the specified time period. Security must be enabled for Reverse Receipts to show the user who performed the action. If no security is enabled the computer name where the action was performed will be shown in User. 

Run the Report

1. Go to Location Setup > Security tab
2. Record menu > Audit trails > Reversed Receipts report...
1. Location: Select the location or <Any Location > from the drop list if applicable
2. Date range: Select the period to base this report on
3. Method of Payment: Select a payment method from the drop list or <All>
4. Staff Members: Select a specific person from the drop list or <All> to see who processed the reversal
5. Show Reversed Receipts: Select from
6. With audit trail records: To show records based on specific parameters
7. With deleted audit trail records: To show all reversed receipt audit trails that have been deleted
8. Show Deleted Users: Tick to include past employees/users
9. Common Reasons List: Select which reasons to base the report on
10. Show Inactive Reasons: Tick to include Reasons no longer active
    
3. Click OK
   
   

Report Details

Payment: The unique ID for the particular receipt

Amount:  Shows the amount receipt reversed

Date Reversed: The date and time the receipt was reversed

Employee / User name: The user responsible for reversing the receipt. Unknown will show if security is not turned on for reversing receipts

Responsible Party: The responsible party for the reversed receipt

Patient: Name of the patient linked to the reversed receipt

Discounts Audits

Discounts Applied Report

The Discounts Applied audit trail report provides a history of all discounts applied in the specified time period. 

In order for the audit trail to record who made the changes, the System Security Level must be set to Personal access (see Setup Personal Access Security section). If setting is on Common Access, the report will include computer name where the discount was created.

Run the Report

1. Go to Location Setup > Security tab
2. Record menu > Audit Trails > Discounts Applied
1. Location: Select the practice location name (if applicable)
2. Date: Select the period to base the report on or the from - to dates
3. Category: Choose from options > All, Providers or Staff 
4. Staff Members: Select an individual person from the drop list or <All>
5. Date of Invoice: Select this radio button to list in invoice date order
6. Date of Discount: Select this radio button to list in discount date order
7. Show deleted Users: Tick box to show/include any deleted users on the report
3. Click OK
   
   

Report Details

Invoice ID: The Invoice number where the discount was applied

Amount: The Discount amount

Date Discount: The date and time the discount was applied

Employee / Username: The username if Personal Access is set. The computer name if Common Access is set

Responsible Party: The name of the Patient Family Head or Responsible party

Discount Category: The name of the discount category selected when discount applied

Deleted Audits

Deleted eForms report

1. Go to Location Setup > Security
2. Record Menu > Audit Trails > Deleted eForms report
   
   
3. Enter report parameters

Report

Delete all notes audit trails

It is recommended that ONLY the highest level of access is given to the Security page

1. Go to Location setup > Security
   
2. Record Menu > Audit Trails > Delete all notes audit trails 
   
   
3. Only click YES if you are 100% sure you wish to delete the records. This is NOT reversable
   

Deleted Patients Report

1. Go to Location Setup > Security tab
2. Record menu > Audit Trails > Deleted Patients report...
1. Location: Select the location if working in a multi-location environment
2. Date: Select the period to base the report on
3. Staff Members: Select a specific person from the drop list or <All>
4. Show Deleted Users: Tick to include past employees
5. Common Reasons List: Select the reasons to base the report on
6. Show Inactive Reasons: Tick to include inactive reasons
   
3. Click OK
   
   

Deleted Treatment Report

1. Go to Location Setup > Security tab
2. Record menu> Audit trails > Deleted Treatment records
3. Date: Select the period to base the report on
4. Staff Members: Select a specific person from the drop list or <All>.
5. Computer: Select an individual computer or <All>
6. Show Deleted Users: Tick box to show/include any deleted users on the report.
7. Show Obsolete Computers: Tick box to show/include any computers no longer used on the report.
8. Click OK
   
   

Alternatively, the report can be found in Treatment tab.

1. Go to Patient Records > Treatment tab
2. Treatment menu > Deleted Treatment records

Deleted Bank Slip Report

Run the Report

1. Go to Location Setup > Security tab
2. Record menu > Audit trails > Deleted Bank Slip report...
1. Location: Select the location if working in a multi-location environment
2. Date: Select the period to base the report on
3. Bank Account: Select the bank account from the drop list or <All>
4. Staff Members: Select a specific person from the drop list or <All> to see who deleted the bank slip
5. Show Deleted Users: Tick to include previous employees/users
6. Common Reasons List: Select the reasons to base the report on
7. Show Inactive Reasons: Tick to include inactive reasons                               
8. Show Hidden Bank Accounts: Tick to include inactive Banks
   
   

Deleted Treatment Plan Report - Multiple Patients

1. Go to Location Setup > Security tab 
2. Record menu > Audit trails > Deleted Treatment Plans report... 
1. Date: Select the period to base the report on
2. Staff Members: Select a specific person from the drop list or <All> to see who deleted the plan(s)
3. Computer: Select individual computers or <All> where the deletion was processed
4. Show Deleted Users: Tick box to show/include any deleted users on the report
5. Show Obsolete Computers: Tick box to show/include any computers no longer used on the report
6. Click OK
   
   

1. Go to Patient Records > Treatment Plan tab
2. Treatment Plan menu > Deleted Treatment Plans report
   

Deleted Appointments Report

1. Go to Location Setup > Security tab
2. Go to Record menu > Audit Trails > Deleted Appointments Report...
1. Date: Select the period of the appointment (not deletion date) to base the report on
2. Location: Select the location or <Any Location > from the drop list if applicable
3. Appointment Books: Select the books to include in the report, or click Select All 
4. Show Inactive Books: Tick to see/include books previously made inactive
5. Staff Members: Select specific persons to base the report on, or click Select All
6. Show Deleted Users: Tick to show inactive Providers and Staff
7. Click OK   
   
   

Changed Audits

Changed Treatment Records Report

The General Setting Create Audit Report on changed Treatment Records must be enabled for this Audit Trail.

1. Go to Location Setup > Security tab
2. Record menu > Audit trails > Changed Treatment Records report...
1. Date: Select the period to base the report on
2. Staff Members: Select a specific person from the drop list or <All>
3. Show Deleted Users: Tick this box to show/include any deleted users on the report
4. Click OK 
                      

Changed Fees in Treatment Records Report

1. Go to Location Setup > Security tab
2. Record menu > Audit trails > Changed Fees in Treatment Records Report...
1. Location: Select the location or <Any Location > from the drop list if applicable
2. Date: Select the period to base the report on
3. Staff Members: Select an individual staff member or <All> from drop list to see who made the change
4. Show Deleted Users: Tick to include past employees
   
5. Click OK
   
   

Changed Treatment Plans Report

Run the Report

1. Go to Location Setup > Security tab
2. Record menu > Audit trails > Changed Treatment Plans report...
1. Date: Select the period to base the report on
2. Staff Members: Select a specific person from the drop list or <All>
3. Show Deleted Users: Tick this box to show/include any deleted users on the report
4. Click OK   
                                      
   

Alternatively, the report can be found in Treatment Plan tab.

1. Go to Patient Records > Treatment Plan tab
   
2. Treatment Plan menu > Changed Treatment Plans report

Report Details

Old/New: The previous / current treatment Plan

Plan Provider: The name of the provider associated with the treatment plan

Phase: The phase order of the changed treatment plan

Visit: The visit order of the changed treatment plan

Time: The time allocated to the changed treatment plan item (team book only)

Min: The minutes required for the changed treatment plan item

Provider Name: The provider who will perform the treatment item

Tooth: The tooth ID for the changed treatment plan item

Surface: The tooth surface for the changed treatment plan item

Item description: The description for the changed treatment plan item deleted

Qty:  The quantity of changed treatment plan item

Fee: The fee of each changed item

Amount: The total amount for the changed treatment plan

Rebate: The insurance rebate expected for the changed treatment plan item

Treatment Date: The date the changed treatment Plan item was done

Changed Treatment Provider Record after Banking Report

The Changed Treatment Provider Records after Banking audit trail report provides a history of all treatment where the Provider was changed after the bank slip was created in the specified time period.

Run the Report

1. Go to Location Setup > Security tab
2. Record menu > Audit trails > Changed Treatment Prv records after Banking...
1. Location: Select the location or <Any Location > from the drop list if applicable
2. Date: Select the date range to base this report on
3. Common Reason List: Select the reasons to base this report on
4. Show Inactive Reason: Tick to include inactive reasons. 
5. Click OK
   
   

Report Details

Date: The date when the Provider was changed

Prv ID: Old: The Provider in Treatment (prior to change)

             New: The Provider in Treatment (after the change)

Details: Provides all the details relating to the change of a provider for treatment after the bank slip is created

Reason: The reason the employee/user selected during the change. Details will only show if using the Reason for Deleting feature

Details: The notes the employee/user selected during the change. Will only show if using the Reason for Deleting feature

See Add a Reason for Deleting or Modifying Secure Records section 

Changed Dates Report

The Changed Dates audit trail report provides a history of all changed dates in Expenses, Invoices, Receipts or Treatment in the specified time period.

Run the Report

1. Go to Location Setup > Security tab
   
2. Record menu > Audit trails > Changed dates report
   
1. Location: Select the location or <Any Location > from the drop list if applicable
   
2. Date: Select the period to base this report on
   
3. Category: Select the categories to base this report on - Expenses, Invoice, Receipt or Treatment
   
4. Staff Members: Select an individual staff member or <All> from drop list to see who made the changes
   
5. Show Deleted Users: Tick to include past employees in the report
   
6. Click OK
   
   

Report Details

Patient Name: The patient where the date was changed

Item: The item where the date was changed

Old date: The original date

New date: The changed date

Date/time Changed: The date and time the date was changed

Employer/user name: The staff member who changed the data. Unknown will show if security is not on for making these changes

Changed Appointment Duration Report

The Changed Appointment Duration audit trail report provides a history of all appointments that have had their duration changed in the specified time period. 

Run the Report

1. Go to Location Setup > Security tab
2. Record menu > Audit trails > Changed Appointment Duration Report...
1. Date: Select the period to base the report on 
2. Location: Select the location or <Any Location > from the drop list
3. Appointment Books: Select the appointment books to base the report on
4. Show Inactive Books: Tick to show inactive appointment books in the report
5. Staff Members: Select individual staff member or <All> from drop list
6. Show Deleted Users: Tick to include inactive employees/users
3. Click OK 
                                                                    

Report Details

Date: The date the changed appointment duration was booked on

Time: The time the changed appointment duration was booked for

Book: The Appointment Book the appointment duration was changed from

Patient: The name of the patient whose appointment duration was changed

Start: Before:  The start time of the appointment before the change

          After: The start time of the new appointment

Finish: Before: The finish time of the appointment before the change

            After: The finish time of the new appointment

Duration: Before: The duration of the appointment before the change

                 After: The duration of the new appointment

Changed When: The date and time the appointment was changed

Changed By: The user responsible for changing the appointment. Unknown will show if security is not on modifying appointments

Changed Appointed By Report

The Changed Appointed By audit trail report provides a history of all changes to the staff members who made/appointed the initial appointment. 

Run the Report 

1. Go to Location Setup > Security tab 
2. Record menu > Audit trails > Changed Appointed By report...
1. Location:  Select the location or <Any Location > from the droplist if applicable  
2. Date:  Select the period to base this report on
3. Include entries with no previous “Appointed By”: Tick to include appointments that originally had no appointed by entered but entered later  
3. Click OK 
   
   

Report Details 

Date: The date the appointed by staff name was changed

Appointed By - Old: The name of the staff member in Appointed By (prior to change)

Appointed By - New: The name of the staff member in Appointed By (after the change)

Employee/Username: The Employee name and username of staff member who made the changes. Unknown will show if no security is on changing the appointed by field

Patient: The name of the patient who has the appointment

Book: The appointment book where the appointment was made

Changed Provider/Staff Details Report

The Changed Provider / Staff Details audit trail report provides a history of changes in Provider/Staff Title, First Name, Surname and Code in the specified time period.

Run the Report

1. Go to Location Setup > Security
2. Record menu > Audit trails > Changed Provider/Staff details Report..
1. Location: Select the location or <Any Location > from the drop list
2. Date:  Select the period to base the report on
3. Category: Select the relevant Category to base the report on
4. Staff Members: Select an individual staff member or <All> to see who made the changes
5. Show Deleted Users: Tick to include past employees/users
3. Click OK
   
   

Report Details

Date/Time Changed: The date and time the details were changed

Old Details: The original details

New Details: The changed details

Employee/User Name: The employee/user who made the changes. Unknown will show if security is not on for modifying these details

Changed Recalls Dates Manually Report

The Changed Recall Dates Manually audit trail report provides a history of all patients where their recall date has been manually changed in the specified time period.

Run the Report

1. Go to Location Setup > Security tab
1. Record menu > Audit trails > Changed Recall dates manually report...
2. Date: Select the period to base this report on
2. Click OK
   
   

Report Details

Patient Name: The patient whose recall was manually changed

Old Value: The original recall date

New Value: The changed/new recall date

Changing Date: The date and time the recall date was manually changed

Employer/User Name: The staff member who changed the recall date. Unknown will show if no security is set on changing recall dates

Connection Audits

Audit of Connection and Disconnection with the Database

1. Go to Location Setup > Security tab
2. Record menu > Select Audit trails > Audit of connection and disconnection with the Database
1. Report Parameters
2. Location: 
3. Date: Select the period to report on 
4. Staff members: Select the staff member who logged on
5. Show deleted users: Show deleted users in Staff Members list
3. Click OK
   

Clinical Notes Audits

Run Audit Reports on Clinical Notes

Notes can be audited both individually, for a patient and for the practice. 

Individual Note Audit

Individual audits will gather details on all entries to the one note for the patient. 

Treatment Plan

1. Go to Patient Records > Treatment Plan tab
2. Open the clinical note from the Nt column
3. Click Notes Log Audit
   

Treatment

1. Go to Patient Records > Treatment tab
2. Open the clinical note from the Nt column
3. Click Notes Log Audit
   

Invoices

1. Go to Patient Records > Invoices tab
2. Open the clinical note from the Instalment Notes column
3. Click Notes Log Audit
   

Discounts

1. Go to Patient Records > Invoices tab
2. Double click on $ Discount or % Discount column
3. Open the clinical note from the Note column
4. Click Notes Log Audit

Claims

1. Go to Patient Records > Claims tab
2. Open the clinical note from the Notes column
3. Click Notes Log Audit 

Patient Note Audit

Patient audits will gather details on all notes within the area for the patient. 

Charting

1. Go to Patient Records > Charting tab
2. Charting menu > Clinical Notes Log Audit

Treatment Plan 

1. Go to Patient Records > Treatment Plan tab
2. Treatment Plan menu > Clinical Notes Log Audit

Treatment

1. Go to Patient Records > Treatment tab
2. Treatment menu > Clinical Notes Log Audit

Invoices

1. Go to Patient Records > Invoices tab
2. Invoices menu > Clinical Notes Log Audit > Invoice

Discounts

1. Go to Patient Records > Invoices tab
2. Invoices menu > Clinical Notes Log Audit > Discounts

Practice Note Audit

Practice and Providers clinical notes audit trail is found in the Clinical Notes Log audit
... report.

Prior Period Lock Date Changes

Locked Period Record Changes Report

This audit trail report provides a history of all the financial data changes included in a locked period.

Run the Report

1. Go to Location Setup > Security tab
2. Record menu > Audit Trails > Locked Period record changes
1. Date: Select the date range to base this report on
3. Click OK
   
   

Report Details

Date of Change: The date the change was made

Acc id/Bank slip id: The ID of the account or bank slip associated with the change

Type: The type of change

User Name: The user who updated the date. 'Unknown' will show if security is not on

PC Name: The PC where the change was made

Prior Period Lock Date Changes Report

This report provides a history of the dates the Prior Period Lock has changed.

See Prior Period Lock Explained section

Run the Report

1. Go to Location Setup > Security tab
2. Record menu > Audit Trails > Prior Period Lock Date changes
1. Date: Select the date range to base this report on
   
3. Click OK 
   

Report Details

Date of Change: The date the change was made

Old locked date: The previous Prior Period Lock Date

User Name: The user who changed the Prior Period Lock Date. Unknown will show if security is not enabled

PC Name: The PC where the change was made