Chart Locks

A chart lock is designed to prevent users from working with a patient record. They display according to the logged in user based on chart lock conditions that are configured during user setup. The same patient record may be locked to some users but be accessible to other users.

Example: A chart lock may be based on a patient balance and prevent student providers from working with patients with overdue balances. This chart lock would not display for a cashier as they shouldn’t be prevented from taking a payment from the patient (and resolving the condition).

If the selected patient has a chart lock condition, one of two indicators may display on the status bar:

  • Chart Lock () icon: This indicates that your access to the patient record is limited until the conditions causing the lock are resolved.
  • Chart Unlock () icon: This indicates that you’ve been granted temporary access to the patient record for a set amount of time.

    • Note: Temporary access is usually granted so that you may resolve the locked condition. It must be requested by the user, then approved by an authorized user.

If a patient record is chart locked, you may see one of two windows when you attempt to select the patient:

  • Electronic Chart Lock Warning

    • If the Electronic Chart Lock Warning window displays, you can do one of the following:

    • Click Yes to close the window and select the patient record.

      • The patient record is selected, but you can only review the patient's account, take payments, etc. You cannot generate any additional charges on the patient's account.

      A Chart Lock () icon displays on the status bar and indicates that you are locked from the account and cannot add charges.

    • Click No to close the window.

      • The patient record is not selected.

    • (If configured) Click Request Temporary Access, and when prompted, click Continue.

      • A Chart Unlock () icon displays on the status bar and indicates that your access is temporary as the account has been unlocked for only a set period of time.

      Note: An authorized user must click Allow to grant access.

  • Electronic Chart Lock Error

    • If the Electronic Chart Lock Error window displays, you can click the Chart Lock () or Chart Unlock () icon to display the Electronic Chart Lock Warning window or Temporary Access to Locked Patient Record - Granted window.

    • If the Electronic Chart Lock Warning window displays, review and click OK.

    • If the Temporary Access to Locked Patient Record - Granted window displays, review and click Close.