Roles and Access
Each EMTrack role is assigned a number of rights within the application. The user's role defines their access to features and functions. In addition, a user's role determines their access to patients and Protected Health Information (PHI).
Your role defines your level of access to EMTrack features, clients, and PHI.
A person:
-
Must be assigned a role for each location
Generally refers to the region or to a division, such as a provider facility or mobile provider. Every user is granted access to at least one location. to which they have access. -
Can have only one role per location.
-
Can be assigned a different role at each location.
If you change locations, your role changes automatically. In general, administrator roles have access to more EMTrack features and information than standard user roles.
Roles
The highest level user role, Regional Admin, administers a number of regional details, as well as application-level settings.
The following table lists the other roles available in EMTrack and provides a general description of each.
|
Role |
Description |
|---|---|
|
ED Admin |
Emergency Department administrator (provider facility). |
|
ED Normal |
Emergency Department standard (normal) user (provider facility). |
|
EMS Admin |
EMS agency administrator (mobile provider). |
|
Field EMS |
EMS agency field personnel (mobile provider). |
|
Field EMS with Incident Create |
EMS agency field personnel with the right to create an incident (mobile provider). |
|
View Only |
People with this role can view information in one division but cannot create, edit, or delete anything. |
|
Cross Division View Only |
People with this role can view information across multiple divisions but cannot create, edit, or delete anything. |
|
Public Health Admin |
Public Health agency administrator (provider facility) |
|
Public Health User |
Public Health agency standard user (provider facility). |
|
Family Reunification Admin |
Family Reunification administrator. |
|
Family Reunification |
Family Reunification personnel. |
|
Dispatch |
Provider dispatch function. |
Deactivated indicates this former user or administrator no longer has access to EMTrack or any information available from within the application.
Creating Incidents
Patient Access
EMTrack is designed to aid you in restricting access to PHI in order to support your efforts to be fully compliant with the HIPAA Rules under the HITECH Act. To that end, access is dependent on the user's level of rights, their division, and their role. Essentially, the more involved the user is in directly caring for the patient, the more access they have to that patient's information.
Basic Levels
EMTrack recognizes two basic levels of access to patient information: Location Rights and Full / Search Rights.
|
Access Level |
Typical Role and User |
Typical Tasks |
Description |
|---|---|---|---|
|
Location Rights |
Family Reunification Roles |
Attempt to locate patients encountered or expected to be encountered by the region. Includes mutual aid relationships where both partners allow patient location efforts. |
This is designed for users who have a more peripheral role at an organization or with an incident. Their sole purpose is to locate a patient, physically and within the tracking process. |
|
Full / Search Rights - Region |
Regional Administrator |
Clients encountered or expected to be encountered by the region. |
These users can view and work with virtually any part of that client's records, including PHI. By default, full access includes full searching rights. |
|
Full / Search Rights - Division |
Administrators and users at provider facilities and mobile providers |
Clients encountered or expected to be encountered by this division. |
Access is also dependent on the user's division. Region-level users have access to clients across divisions within their region, such as hospitals and EMS agencies. A user in a division can have full access to clients their facility has encountered, while being limited to location rights for any client within their region but outside their division.
Incidents Levels
Record Type Access
The patient record's status type also determines whether a user can access it. The following table summarizes access levels to patients by role and record status. In this context, any user or administrator with Full access can also use EMTrack's Locate function.
|
Role |
Status: Active |
Statuses: Archived and Deleted |
|---|---|---|
|
Regional Administrator |
Full |
Full |
|
CMOC |
Full |
Full |
|
Family Reunification Administrator |
Locate only |
None |
|
Family Reunification User |
Locate only |
None |
|
ED Administrator |
Full |
Full |
|
ED Normal |
Full |
None |
|
EMS Administrator |
Full |
Full |
|
Field EMS |
Full |
None |
|
Dispatch |
Full |
None |
|
Public Health Admin |
Full |
Full |
|
Public Health User |
Full |
None |