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The Web/VS Tip of the Week

Locked or Restricted Patient Records

What is the difference between a Locked patient record and Restricted patient record?

Locked Record: The patient's record is locked and only accessible by the attending/admitting physicians; all other caregivers' access would be blocked from viewing the patient's record.

Restricted Record: The patient's record is marked "confidential" so that the red warning icon appears and there is a confidential warning dialog that pops up once the record is selected.

Accesses to locked or restricted records appear on a special daily report that is reviewed each morning for potential security breaches or inappropriate accesses.

Whether or not a patient record is locked or restricted, all accesses to patient records, results and reports are logged and auditable.

How can I tell that a record is Locked/Restricted before accessing the patient's record in Web/VS?

Locked or restricted access patients are indicated by the red warning icon, which displays on all patient's lists.

How can I get access to view a Locked patient's record?

Contact Health Information Department (HID) at (310) 423-3341 or click on the "Contact Us" button in Web/VS (located in the blue shaded area on the bottom left side of the screen) or e-mail us at groupcdrsupport@cshs.org.

How can I request to have my own information or a patient's record Locked or Restricted?

Contact Health Information Department (HID) at (310) 423-3341 or click on the "Contact Us" button in Web/VS (located in the blue shaded area on the bottom left side of the screen) or e-mail us at groupcdrsupport@cshs.org.

Why are patient's records Locked or Restricted?

There are a variety of reasons that the red warning icon may show up:

  • The patient may have asked for "confidential" or "restricted" status at the time of admission. On some occasions, these patients are admitted under an alias to further protect their privacy.
  • The patient's physician or another caregiver may have asked for the patient to be flagged as locked or restricted.
  • HID or Corporate Compliance or Patient Relations or the Web/VS team may have flagged the patient as restricted for a variety of reasons.

NOTE: If you are the admitting or attending physician on a case, your access will never be blocked regardless of the patient's status or any warning indicators.

For questions, comments or suggestions, please contact the Web/VS Support Team at (310) 423-2828 or via e-mail at mdsupport@cshs.org. You can also click on the "Contact Us" button in Web/VS (located in the blue shaded area on the bottom left side of the screen).