Clinical Record Editing

If an error has been made while adding clinical work (or payment entries) you may be able to edit the work on the screen. You will notice the use of the word 'may'; this is because there are various methods of restricting access to this feature to avoid financial error creeping in.

If you have permission to edit records there is an option on the clinical record prompt line Edit, which is used to edit or delete previously entered transaction lines.

When the edit option is used the clinical screen is redrawn and the first part of the date (on the left of the screen) will be replaced with a letter of the alphabet (a-r). If the transaction you wish to edit has gone off the top of the screen enter 'O'ld and this will display prior records or use 'U'p to scroll up the screen.

Select the record you wish to change and enter the transaction letter; the record will then be broken down and displayed giving you the option to amend the details.

Note: If you change the text, the procedure code (Stock number or Automatic pricing number) and the analysis code will be blanked out.)

12 x Amputation digit                IN Current VAT book

Date           :    20.01.89
Analysis Code  :    249
User Reference :    T
Event          :    36
Surgery        :    1
Fees           :    261.60
Drugs          :
VAT            :     45.78

The prompt line contains the options:

Edit

Steps through each option allowing you to change the details.

Delete

Deletes the line completely.

Note: Do NOT change non-payment records to become payments and vice-versa.

If the work is no longer in the current period then changes will be recorded in the VAT book as 'Corrections'.

Controlling access to editing

There are a range of access permissions that you can set to determine who and what can be editied.

They are split onto two:

• What records can the user change?
• What details can the change?

Once we have decided if they can 'do something' with the record, the following permissions will be looked at

93	Can user Delete the line ( 93 )	No -> Forget it
119	Can user Edit PRICED lines ( 119 )	No -> Forget it
	User only able to edit text - nothing else
120	Can the Date be changed? ( 120 )	No -> Forget it

This can be represented as a flowchart.

Editing: Security

All editing and deleting of records are recorded in a log file on the system. This log file contains the user's name, date, time, client number, the old record and the new record.

This has not been included for balancing cash but as a security audit feature. Full details of how to access this file will only be given if requested in writing by one of the partners.