Audit Trails in Dental4Web

Audit Trails in Dental4Web

Quote
Deletion, changes, reversals and connection data can be run from the security page via audit trails.
  1. It is highly recommended that ONLY Admin have access to the Security page at its features
  2. For accurate audit trail reporting, individuals should have their own usernames & passwords which are not shared with others
  3. All users should Sign in & Sign out of system

Run the Audit trail Reports

  1. Click the navigation menu > Location Setup > Security page
  2. Record toolbar > Audit trails...... 

Audit Trails - Reversed

Reversed Invoices

  1. Record toolbar > Audit trails > Reversed > Reversed Invoices report...
  2. Report Parameters:
    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
    5. Export to Excel: Tick to export the report
    6. Click OK
  3. Report Details:
    1. Invoice ID: The unique ID for the particular invoice 
    2. Amount: Shows the amount reversed 
    3. Date Reversed: The date and time the invoice was reversed 
    4. Employee / User name:  The user responsible for reversing the invoice. ("Unknown" will show if security is not turned on reversing invoices)
    5. Responsible Party: The Patient/other responsible for paying the invoice 
    6. Patient: Name of the patient linked to the reversed Invoice 
    7. Reason: The reason the employee/user selected during the reversal. (Details will only show if using the Reason for Deleting feature)
    8.  Detail: The notes the employee/user selected during the reversal (Will only show if using the Reason for Deleting feature)

Reversed Receipts

  1. Record toolbar > Audit trails > Reversed > Reversed Receipts report...
  2. Report Parameters:
    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
      1. With audit trail records: To show records based on specific parameters
      2. With deleted audit trail records: To show all reversed receipt audit trails that have been deleted
    6. Show Deleted Users: Tick to include past employees/users
    7. Common Reasons List: Select which reasons to base the report on
    8. Show Inactive Reasons: Tick to include Reasons no longer active
    9. Click OK
  3. Report Details:
    1. Receipt ID: The unique ID for the particular payment 
    2. Amount: Shows the amount reversed 
    3. Date Reversed: The date and time the receipt was reversed 
    4. Employee / User name:  The user responsible for reversing the receipt. ("Unknown" will show if security is not turned on reversing receipts)
    5. Responsible Party: The Patient/other responsible for payment
    6. Patient: Name of the patient linked to the reversed receipt
    7. Reason: The reason the employee/user selected during the reversal. (Details will only show if using the Reason for Deleting feature)
    8.  Detail: The notes the employee/user selected during the reversal (Will only show if using the Reason for Deleting feature)
    9. Method of Payment: How was the payment made
    10. Amont: Receipt amount

Audit Trails - Deleted

Deleted Patients

A history of all patients that have been deleted in the specified time period.
  1. Record toolbar > Audit Trails > Deleted > Deleted Patients report..
  2. Report Parameters:
    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
    7. Click OK
  3. Report Details:
    1. Card No: The unique card number for the deleted patient
    2. Patient Name: The name of the deleted patient
    3. DOB: The date of birth of the deleted patient
    4. Address, Suburb,  Pcode, State: The address details for the deleted patient
    5. Deletion Date: The date of deletion
    6. Employee / User name: The user responsible for deleting the patient record. ("Unknown" will show if security is not on deleting patients

Deleted Bank Slips

A history of all bank slips (deposit slips) that have been deleted in the specified time period.
  1. Record toolbar > Audit trails > Deleted > Deleted Bank Slip report...
  2. Report parameters:
    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
    9. Click OK
  3. Report Details:
    1. Slip ID: The unique ID for the deleted deposit slip
    2. Slip Date: The unique ID for the deleted deposit slip
    3. Cash: The amount of cash involved in the deposit slip
    4. Cheques: The amount of cheques involved in the deposit slip
    5. Cards: The amount of card payments (EFTPOS) involved in the deposit slip
    6. Total: The total amount involved in the deposit slip
    7. Deletion Date: The date of deletion

Deleted Appointments

A history of all appointments that have been deleted.
NotesNote: The report is based on the appointment date, not the deletion date and is particularly useful when an appointment has been accidentally deleted and the details of the appointment are not known. 
  1. Record toolbar > Audit Trails > Deleted > Deleted Appointments Report...
  2. Report parameters:
    1. Location: Select the location or <Any Location > from the drop list if applicable
    2. Date: Select the period of the appointment (not deletion date) to base the report on
    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
  3. Report Details:
    1. Date: The appointment date 
    2. Time: The appointment time 
    3. Duration: The appointment duration 
    4. Patient: The appointed patients' name
    5. Notes: Notes of the appointment
    6. Prov ID: The appointed Provider 
    7. Status: Appointment Statuses associated with the appointment 
    8. Deleted When: The date and time of deletion 
    9. Deleted By:  Logged in User 
    10.  PC Name: The name of the PC the deletion occurred on 
    11. Appointment Book: The book the appointment was in 

Deleted Treatment Records

A history of all treatment items that have been deleted in the specified time period.
  1. Record toolbar > Audit trails > Deleted > Deleted Treatment records
  2. Report parameters:
    1. Date: Select the period to base the report on
    2. Staff Members: Select a specific person from the drop list or <All>
    3. Computer: Select an individual computer or <All>
    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. Export to Excel: Tick if you wish to export the report to excel spreadsheet
    7. Click OK
  3. Alternatively, the report can be found in Treatment page.
    1. Click the navigation menu > Patients > Treatment page
    2. Treatment toolbar > Deleted Treatment records
  4. Report Details:
    1. Patient Name: The name of the patient where treatment was deleted 
    2. Treatment Date: The date when the deleted treatment was done 
    3. Provider: The name of the provider associated with the deleted treatment  
    4. Item: The treatment items deleted 
    5. Fee: The fee of each deleted item 
    6. Deletion Date: The date of deletion 
    7. Employee/ User name: The user responsible for deleting the patient record. ("Unknown" will show if security is not on deleting treatment items)
    8. PC Name: The name of the PC where treatment item was deleted 

Deleted Treatment Plans

This is an audit trail report that shows any Treatment Plan that has been deleted within the report period, along with the items' details.
Notes This report can also be found in the Treatment Plan page > TreatPlan toolbar > Treatment plan reports > Deleted Treatment Plans report
  1. Record toolbar > Audit trails > Deleted > Deleted Treatment Plans
  2. Report parameters: 
    1. Date: Select the period to base this report on
    2. Staff members: Select the user or <All> to include in the report
    3. Computers: Select the computer or <All> to include in the report
    4. Show deleted users: Tick to include inactive user
    5. Show obsolete computer: Tick to include obsolete computer
    6. Click OK
  3. Report Details:
    1. Patient Details: Card number, Surname, Title, Firstname 
    2. Plan Date/Time/ID: Date and time the plan created, Plan ID 
    3. Author of Plan: Name of the provider who created the plan 
    4. Deletion Date: Date and time the plan was deleted 
    5. Deleted By: Who deleted the plan 
    6. PC Name: Which PC was the plan deleted from 
    7. Plan Provider: The provider name
    8. Ph. / Visit: Phase number / Visit number
    9. Time / Min: Team Booking time symbols / Minutes needed for the item 
    10. Tooth: Tooth number
    11. Surf: Tooth Surface
    12. Item Description: Item code and description 
    13. Qty: How many times 
    14. Fee@: Item Fee
    15. Amount: Total amount if Qty > 1
    16. Rebate: H/F rebate expected
    17. Gap: The gap amount
    18. Appointed: Date/ Time if an appointment was made

Deleted eForms

The Deleted eForms audit trail report provides a list all the eForms that have been deleted in the specified time period.
  1. Record toolbar > Audit trails > Deleted > Deleted eForms report
  2. Report parameters: 
    1. Select the location
    2. Date range
    3. Staff member
    4. Tick to include deleted users
    5. Click OK
  3. Report Details:
    1. Patient name: Full name of patient
    2. eForm: form name
    3. Date completed: Date & time the eForm was completed
    4. eForm deleted: Date & time the eForm was deleted
    5. Employee /User name: The user responsible for deleting the record. ("Unknown" will show if security is not set)
    6. PC name: computer name where the deletion was done

Audit Trails - Changed

Changed Treatment Provider Record after Banking

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.
  1. Record toolbar > Audit trails > Changed > Changed Treatment Prv records after Banking...
  2. Report parameters: 
    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
  3. Report Details:
    1. Date: The date when the Provider was changed
    2. Prv ID: Old: The Provider in Treatment (prior to change) New: The Provider in Treatment (after the change)
    3. Details: Provides all the details relating to the change of a provider for treatment after the bank slip is created
    4. Reason: The reason the employee/user selected during the change. Details will only show if using the Reason for Deleting feature.
    5. Details: The notes the employee/user selected during the change. Will only show if using the Reason for Deleting feature.

 Changed Appointed By

The Changed Appointed By audit trail report provides a history of all changes to the staff members who made/appointed the initial appointment. 
  1. Record toolbar > Audit trails > Changed > Changed Appointed By report...
  2. Report parameters: 
    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
    4. Click OK
  3. Report Details:
    1. Date: The date the appointed by staff name was changed
    2. Appointed By - Old: The name of the staff member in Appointed By (prior to change)
    3. Appointed By - New: The name of the staff member in Appointed By (after the change)
    4. 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)
    5. Patient: The name of the patient who has the appointment
    6.  Book: The appointment book where the appointment was made

Changed FEES in Treatment records

The Changed Fees in Treatment Records audit trail report provides a history of all treatment, where the original fee value was changed in the specified time period.
  1. Record toolbar > Audit trails > Changed > Changed FEES in Treatment Records report..
  2. Report parameters: 
    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
  3. Report Details:
    1. ID: The ID for the Treatment line added 
    2.  Treat Date: The date of Treatment 
    3. Patient Name: The Patient the Treatment was provided to 
    4. Old Value: The original value of the Treatment line item fee 
    5. New Value: The new value of the Treatment line item fee 
    6. Changing Date: The date the change was made 
    7. Employer/User Name:  The employee/user who made the change

Changed FEES in Treatment Plan records

The Changed Fees in Treatment Plan Records audit trail report provides a history of all planned treatment, where the original fee value was changed in the specified time period.
  1. Record toolbar > Audit trails > Changed > Changed FEES in Treatment Plan Records report..
  2. Report parameters: 
    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
  3. Report Details:
    1. ID: The ID for the Treatment Plan line added 
    2.  Treat Date: The date Treatment Plan was created
    3. Patient Name: The Patient the Treatment Plan was for 
    4. Old Value: The original value of the Treatment Plan line item fee 
    5. New Value: The new value of the Treatment Plan line item fee 
    6. Changing Date: The date the change was made 
    7. Employer/User Name:  The employee/user who made the change ("Unknown" will show if no security is on for changing fees)

 Changed Recalls Dates Manually

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.
  1. Record toolbar > Audit trails > Changed > Changed Recall dates manually report...
  2. Report parameters: 
    1. Date: Select the period to base this report on
    2. Click OK
  3. Report Details:
    1. Patient Name: The patient whose recall was manually changed
    2. Old Value: The original recall date
    3. New Value: The changed/new recall date
    4. Changing Date: The date and time the recall date was manually changed
    5. Employer/User Name: The staff member who changed the recall date. ("Unknown" will show if no security is set on changing recall dates)

Changed Dates

The Changed Dates audit trail report provides a history of all changed dates in Expenses, Invoices, Receipts or Treatment in the specified time period.
  1. Record toolbar > Audit trails > Changed > Changed dates report
  2. Report parameters:
    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
  3. Report Details:
    1. Patient Name: The patient where the date was changed
    2. Item: The item where the date was changed
    3. Old date: The original date
    4. New date: The changed date
    5. Date/time Changed: The date and time the date was changed
    6. 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

The Changed Appointment Duration audit trail report provides a history of all appointments that have had their duration changed in the specified time period. 
  1. Record toolbar > Audit trails > Changed > Changed Appointment Duration Report...
  2. Report parameters:  
    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
    7. Click OK
  3. Report Details:
    1. Date: The date the changed appointment duration was booked on
    2. Time: The time the changed appointment duration was booked for
    3. Book: The Appointment Book the appointment duration was changed from
    4. Patient: The name of the patient whose appointment duration was changed
    5. Start: Before: The start time of the appointment before the change After: The start time of the new appointment
    6. Finish: Before: The finish time of the appointment before the change After: The finish time of the new appointment
    7. Duration: Before: The duration of the appointment before the change After: The duration of the new appointment
    8. Changed When: The date and time the appointment was changed
    9. Changed By: The user responsible for changing the appointment. Unknown will show if security is not on modifying appointments

Changed Provider/Staff Details

The Changed Provider / Staff Details audit trail report provides a history of changes in Provider/Staff details including Title, First Name, Surname and Code in the specified time period.
  1. Record toolbar > Audit trails > Changed > Changed Provider/Staff details Report..
  2. Report parameters:
    1. Location: Select the location or <Any Location > from the drop list
    2. Dates:  Select the period to base the report on
    3. Category: Select the relevant category (Provider, staff or All) 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
    6. Click OK
  3. Report Details:
    1. Date/Time Changed: The date and time the details were changed
    2. Old Details: The original details
    3. New Details: The changed details
    4. Employee/User Name: The employee/user who made the changes. Unknown will show if security is not on for modifying these details

Changed Treatment Plans

The Changed Treatment Plans audit trail report provides a history of all treatment plans that have been changed in the specified time period.
NotesThis report can also be found in the Treatment Plan page. TreatPlan toolbar > Treatment Plan reports > Changed Treatment Plans report
  1. Record toolbar > Audit trails > Changed > Changed Treatment Plans report...
  2. Report parameters:
    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
  3. Report Details:
    1. Old/New: The previous / current treatment Plan
    2. Plan Provider: The name of the provider associated with the treatment plan
    3. Phase: The phase order of the changed treatment plan
    4. Visit: The visit order of the changed treatment plan
    5. Time: The time allocated to the changed treatment plan item (team book only)
    6. Min: The minutes required for the changed treatment plan item
    7. Provider Name: The provider who will perform the treatment item
    8. Tooth: The tooth ID for the changed treatment plan item
    9. Surface: The tooth surface for the changed treatment plan item
    10. Item description: The description for the changed treatment plan item deleted
    11. Qty: The quantity of changed treatment plan item
    12. Fee: The fee of each changed item
    13. Amount: The total amount for the changed treatment plan
    14. Rebate: The insurance rebate expected for the changed treatment plan item
    15. Treatment Date: The date the changed treatment Plan item was done

Audit Trails - Prior Period Lock

Prior Period Lock Date Changes

This report provides a history of the dates the Prior Period Lock has changed.
  1. Record toolbar > Audit Trails > Prior Period Lock Date changes
  2. Report parameters:
    1. Date: Select the date range to base this report on
    2. Click OK 
  3. Report Details:
    1. Date of Change: The date the change was made 
    2. Old locked date: The previous Prior Period Lock Date
    3. New locked date: The updated Prior Period Lock Date
    4. User Name: The user who changed the Prior Period Lock Date. Unknown will show if security is not enabled
    5. PC Name: The PC where the change was made 

Locked Period Record Changes

This audit trail report provides a history of all the financial data changes included in a locked period.
  1. Record toolbar > Audit Trails > Locked Period record changes
  2. Report parameters: 
    1. Date: Select the date range to base this report on
    2. Click OK
  3. Report Details:
    1. Date of Change: The date the change was made
    2. Acc id/ Bank slip id: The ID of the account or bank slip associated with the change
    3. Type: The type of change
    4. User Name: The user who updated the date. 'Unknown' will show if security is not on
    5. PC Name: The PC where the change was made

Discounts Applied Audit trail

(Available build 25.1121. DB5909)
The new Discounts Applied audit report will show all discount applied by location, category, staff members
  1. Record toolbar > Audit Trails > Discounts Applied
  2. Report parameters: 
    1. Location: Select if location specific
    2. Date range: Select the date range to base this report on
    3. Category: Select from Providers, Staff or All
    4. Staff members: This drop list is a sub list, dependent on what selected from category list above. Select [ALL] or pick staff member from list. 
    5. Date of invoice: Select radio button to show discount based on invoice date
    6. Date of Discounts: Select radio button to show discounts based on discount date
    7. Show deleted users: Tick box to show any discounts they may have been issued by a now deleted user
    8. Click OK

  3. Report Details:

    1. Date of Change: The date the change was made
    2. Acc id/ Bank slip id: The ID of the account or bank slip associated with the change
    3. Type: The type of change
    4. User Name: The user who updated the date. 'Unknown' will show if security is not on
    5. PC Name: The PC where the change was made

Delete Audit Trail Records

Once you have reviewed and assessed your audit trail reports you are able to delete all the records and commence a new trail. 
It is recommended that ONLY the highest level of access is given to the Security page 
  1. Record menu > Audit Trails > Delete audit trail records
  2. Are you sure you want to delete all audit trail records?
    1. Only click YES if you are 100% sure you wish to delete the records.
Alert
This is NOT reversable

Delete All Notes Audit Trail

Once you have reviewed and assessed your clinical notes audit trail reports you are able to delete all the record and commence a new trail. 
It is recommended that ONLY the highest level of access is given to the Security page 
  1. Record menu > Audit Trails > Delete all notes audit trails
  2. Are you sure you want to delete notes log?
    1. Only click YES if you are 100% sure you wish to delete the records
Alert
This not NOT reversable

    • Related Articles

    • Audit Trail Reports in Dental4Windows

      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 ...

    • Patient Reports in Dental4Windows

      Patient history audit report, consolidated patient record report, patient communication log/report and recall history report. Patient History Audit Report The Patient History Audit Report gathers information based on changes made in the patient's ...

    • NZ Dental Benefits in Dental4Windows

      Charting patients under the NZ dental benefits scheme. Charting Patients under New Zealand (NZ) Dental Benefits Scheme To ensure the correct items are used, when charting for a patient under either the Oral Health Service for Adolescents (OHSA) or ...

    • Victorian Dental Scheme in Dental4Windows

      In Victoria, Australia, when the local community dental clinic can't provide patients with services, the patients will be given a voucher to seek treatment from a private dentist. Patients are required to pay the same fee that they would pay at the ...

    • WA Government Dental Subsidy Service in Dental4Windows

      In Western Australia, subsidised emergency and general dental care for adult concession cardholders is available through public dental clinics or private dental clinics participating in the Government Subsidised Dental Health Care Scheme. Here we ...