Advanced System Security and Visibility

Transcription

1 Wilder Research Minnesota s Homeless Management Information System (HMIS) Advanced System Security and Visibility System Administration 295

2 Training Topics ServicePoint Tree Structure Default Rules of Visibility Enter Data As Visibility Groups Provider Visibility (Default Security) Client Visibility

3 Service Point Tree Structure Default Providers (where each user sits) CoC Coordinators/LSAs (Level 2) Have default access to providers within their CoC tree and are granted visibility to complex providers that sit outside the CoC tree Funder Reporting Leads (Level 2) Sit outside the CoC trees and are given visibility only to agency project providers which they fund Agency Users (Level 3) Typically sit at the top of their agency tree Have default access to providers below them in their agency tree Given visibility to providers on other branches of their agency tree and to agency providers in other CoCs

4 Service Point Tree Structure

5 Default Rules of Visibility Default Visibility by User Role Case Manager II users (not many, mostly Salvation Army) can only access data of parent providers and their default (home) provider. Case Manager III and Agency Admin users can access the data of parent providers and subordinate providers in their agency tree. System Administrator I users (LSAs) can access the data of parent providers and subordinate providers in their CoC tree. System Administrator II users (SSA) can access the data of every provider. **All users can access data in providers to which they have Enter Data As access.

6 Default Rules of Visibility All data is stored in the provider in which the data was entered (provider creating). Data is only shared with additional providers as specifically configured using the client record padlocks or in the visibility settings section of the Provider Admin page.

7 Enter Data As Enter Data As can be used to apply visibility rules Entering Data As a specific provider changes the provider creating to that provider. The visibility rules for that provider creating are then applied to the data. Enter Data As access is granted through each user s User Admin page. Users can be assigned access to individual providers or Enter Data As Groups Enter Data As Groups for each agency are created/managed in the Provider Group Admin page and typically contain most or all provides within a single agency.

8 Visibility Groups Visibility groups are an organized group of providers that need access to the same data. Agencies use visibility groups allow all providers within an agency to share data with one-another. Complex agencies (that cross CoC lines) use visibility groups to share data across CoCs Each CoC has a visibility group that is applied to data objects for each provider the CoC Coordinator/LSA should see Data is not shared between providers in the CoC; it is only visible to the CoC Coordinator/LSA Each funder program has a visibility group that is applied to data objects for each project provider that the Funder Reporting Leads funds.

9 Visibility Groups Visibility groups are used to share data between agencies. The visibility group should be applied to providers where data is entered in order to share that data with the providers in the Visibility Group. Data can only be shared with another agency if a Release of information (ROI) is signed be the client allowing it to be shared. Once a visibility group is created, new providers can be added to the group and will be able to see data that has been shared with the group previously. The Global Visibility group contains all ServicePoint providers and is not used in MN HMIS at this time. If applied, client data would be visible to all users in the system. Wilder runs monthly security checks to make sure no records have global visibility applied to them.

10 Visibility Groups To create a visibility group: 1. Under Provider Group Admin>Visibility Groups tab, select Create New Group 2. Name the group following the Provider Group Naming Convention Write a description that includes the purpose of the group The Visibility Group Type should be Public 3. Save to move on.

11 Visibility Groups To create a visibility group (continued) 4. Click Manage Providers to add providers to the group 5. Search for and add providers by clicking the You may also click to add the selected provider and all of its subordinate providers to the group. 6. Save and Exit after all providers are added.

12 Provider Visibility (Default Security) Provider visibility settings are used to apply additional visibility groups to all clients/data objects created at a particular provider beyond the basic rules of visibility. The data that is created at this provider will inherit this default security. Using Enter Data As, users can select the provider where the data is created. Visibility set for that provider is then applied to data created there. Provider visibility rules are set in Provider Admin>Visibility Tab Default visibility settings are comprised of two sub-tabs: Static objects and Dynamic objects

13 Provider Visibility (Default Security) Static objects are hardwired by Bowman and contain data that rarely change. The Static objects most commonly configured are: Client Record Controls visibility of Name/SSN/Age/Vet Status and acts as a master visibility switch for all other client record objects (i.e. unless a provider/visibility group has access to the Client Record object, they will not have access to any other object) Client Demographics Entry/Exit controls visibility of Entry/Exit records but not the assessments/questions Need controls visibility of Service Transactions and Referrals Measurements controls visibility of Matrix records

14 Provider Visibility (Default Security) Dynamic objects are the assessments themselves and all the questions within each assessment. They can be created by Bowman or by a System Administrator. The Dynamic objects most commonly configured are: Universal Profile Includes client demographics Household Data Sharing Assessment Used by some providers to enter certain data objects for the entire household at one time Funder-specific Assessments Assessments required for the provider s funding source. Coordinated Entry Assessments Triage, Comprehensive, etc. assessments required for that provider s participation in Coordinated Entry

15 Provider Visibility (Default Security) Adding visibility groups to these objects will make all data created at these objects visible to all providers within those groups. Visibility settings cannot be applied retroactively through this method, i.e. changes made to the visibility settings will only apply to new client records/objects created by the provider. Historic visibility can only be changed through the individual client record padlock settings

16 Provider Visibility (Default Security) The most common visibility groups applied to these objects include: Agency Visibility group grants visibility to all (or most) other providers within an agency CoC Visibility group grants visibility to the CoC Coordinator/LSA Funder/Grantee Visibility group grants visibility to the Funder Specialist and/or program grantee. Coordinated Entry Visibility Groups will be applied to CE providers and grant visibility to a group of agencies/providers who participate in CE or data sharing.

17 Provider Visibility (Default Security) To apply visibility to a provider: 1. Navigate to the Admin Tab 2. Click on the Provider Admin button 3. Search for and select the provider who is creating the data you want to apply visibility to share (or deny sharing from) 4. Click on the Visibility Tab 5. Configure Visibility for Static objects or Dynamic objects by clicking on the appropriate tab. Visibility can be applied individually for each object separately, or visibility groups can be applied to multiple objects at the same time.

18 Provider Visibility (Default Security) To configure each object separately: 1. Click the arrow next to the object you want to share with the provider or visibility group 2. Click either the Visibility Groups or Deny Groups Tab 3. Click Add Groups You can also remove all visibility groups or deny groups previously applied. This will not remove data already shared. It will only prevent data from being shared moving forward

19 Provider Visibility (Default Security) 4. Search for the provider or visibility group to which data should be shared To add deny groups, click on Deny Groups tab instead Deny groups are used to deny visibility to specific visibility groups or providers and override visibility group settings. 5. Click the green plus to add the provider or group 6. Repeat 4 and 5 until all providers or visibility groups have been added 7. Click Exit to complete

20 Provider Visibility (Default Security) To configure for several objects to share with the same providers or visibility groups at once: 1. To configure several at once, scroll to the bottom on the page and click Add Groups to Multiple Objects 2. Click the check box next to the objects you want to share with the providers or visibility group 3. Click Save 4. Search for the provider or visibility group to which data should be shared To add deny groups, click on Deny Groups tab instead 5. Click the green plus to add the provider or group 6. Repeat 4 and 5 until all providers or visibility groups have been added 7. Click Save to complete

21 Client Visibility Padlocks are used to view/manage visibility setting of individual client records Will not be used often by LSAs but it is important to know how to check client records to see what kind of visibility has been applied Each individual object of the client s record has a padlock tool to view/manage the visibility groups assigned to that particular object. The padlock is used to apply visibility or deny visibility that is different than the default or current visibility settings. Examples: Client indicates she doesn t want to share with a particular agency that is granted visibility by default Client changes his mind after initial intake and decides to share with a different set of providers

22 Client Visibility Different padlock symbols indicate the extent of visibility sharing for each object/data element Red: client data can only be seen by users with default or EDA access to the provider that you are currently entering data as. Red w/ exclamation point: Client data is shared with another provider or visibility group. Commonly indicates sharing within an agency s visibility group. Could also indicate sharing with an outside agency. Houses w/ red padlock and exclamation point: Client data is shared with another provider or visibility group and visibility settings have been modified at some point since the data was created. Green: Global visibility-client data can be seen by anyone in Minnesota with a ServicePoint license. Should not be used except for testing purposes with fake clients.

23 Client Visibility To apply visibility using Client Visibility Settings: 1. Open a client record 2. Navigate to the part of the client record for which you want to view visibility settings. 3. Click on the lock box next to the section for you want to configure visibility 4. To apply Visibility Click Add Visibility Group Search for the name of a provider or visibility group Click the to add that provider or visibility group Be careful to choose the right provider or group. Some groups say and children included. Selecting this will apply visibility to that provider and all providers below it on the tree. You can click on the blue text to see which providers are included in a group 5. Click Save when complete

24 Client Visibility To add Deny Groups using Client Visibility Settings: 1. Click on the Deny Group Tab 2. Click Add Deny Group 3. Search for the name of a provider or visibility group 4. Click the to add that provider or visibility group Be careful to choose the right provider or group. Some groups say and children included. Selecting this will deny visibility to that provider and all providers below it on the tree. You can click on the blue text to see which providers are included in a group 5. Click Save when complete

25 Client Visibility To check to see which data is being shared using client record padlocks: 1. Open a client record 2. Navigate to the part of the client record for which you want to view visibility settings. 3. Click on the lock box next to the section you want to view To check a particular question, click on the colored bar to locate the lockbox 4. The providers or visibility groups listed in the Visibility Group section have visibility to that data 5. Providers or visibility groups listed in the Deny Group are exceptions to the configuration in the Visibility Group section. Any provider or visibility group listed in the Deny Group section will not have visibility to the selected data.

26 THANK YOU FOR WATCHING! For Help Consult online help ( Call or the Helpdesk (Available: 8:30-4:30 M-F) (651) (855) and ask for HMIS Helpdesk Please use client ID number and initials instead of name in correspondence Please complete the visibility configuration exercise. Link available at: xxxxxx