Hiding Layouts

[kgasman]

I am developing a database for my wife, who is a therapist. She keeps billing information, insurance information and daily notes. I made a relational database with one table the insurance information, one table the billing information,and one table the daily notes. I have the database done, except for on point. She needs to keep two sets of notes for each appointment. One set is her daily notes and these can be asked for by the legal system. The second set are private notes that consist of her thoughts about the therapy and these cannot be asked for by the legal system. How do I hide this second set of notes in the same database so only my wife has access to them. Right now I have set up the button that creates a new daily note, to create a new private note if the command key is pressed while clicking on the button. Then the user has to enter a code to get to the private note layout. However it seems to me someone could stumble onto this system by accident or might be able to get to the private note layout by accident.

Any thoughts, thanks in advance

[Lee Smith]

So doctors have two thoughts on a patient. One that they tell you about, with potentially less cost in a lawsuit, and the other being their gut feeling and if known could cost them money? LOL.

Aren't Private notes subject to a subpoena anyway? IMHO, if you put this in a database, and the computer and records are subpoenaed, then they will see it anyway.

To answer your question, you can control what is seen and accessible by others using passwords.

HTH

Lee

[stanley]

Also, make sure that the layout does not appear in the layout list in the status area.

-Stanley

[kgasman]

Lee,

Actually in the arena of mental health, which is what I was describing, this is for the patients protection. You do not want all of your patients private thoughts available to someone who is sueing your patient. So you want only notes in the chart that are related to the patient care and not have the doctors thoughts about the care and potential areas for exploration of therapy available to anyone but the doctor and patient.

[kgasman]

I know how to not get the layout to show, but how to I use passwords ( I never used that feature before).

Would there be a way to encrypt information in a single field?

Kevin

[Beatrice Beaubien]

Hello kgasman,

Here is one approach.

1) Create a layout for the private notes. Make sure it isn't appearing on the layout menu. Place the private notes field on the layout and place a button navigating back to the main patient file layout. We'll call this the Admin layout as it sounds inoccuous.

2) Create (at least) two levels of access in the database.

i) The highest level of access give to your wife and yourself. This is done by going to the File>Define>Access and Privileges dialog. Enter in usernames and passwords that give you and your wife Admin (Full) Access to the database. Write down those details and put them somewhere secure and where you can remember and retrieve them easily.

ii) Create a new "Non-Admin" user name and password (write this down somewhere too) that prevents any others from accessing that layout or doing anything but viewing all other layouts. This is fairly easy to understand once you click around the Access and Privileges dialog. New Account, Account Status Active, New Privilege Set, Data Access in Layouts should be set to no access to records or layout for the layout used for private notes. In future everyone accesses the database using this Non-Admin user name and password apart from you and your wife.

3) Go back to ScriptMaker and write this "Admin" script to go to the Admin layout:

Set Error Capture [On]

Go to Layout ["Admin"] (or whatever you called it)

If [Get (LayoutAccess)=0]

Show Custom Dialog ["Restricted access"; "For Admin only"] (or whatever seems appropriate)

Go to Layout [original layout]

End If

Let that script show in the Script menu.

When your wife wants to enter in confidential information, she goes to that layout.

HTH

Biti

[kgasman]

thank you so much I will try your suggestion.

I think I also have to encrypt the patient notes for HIPPA (the law that is supposed to prevent anyone who isn't authorized from seeing patient data)

thanks again

[Beatrice Beaubien]

Hello Kevin,

I am glad it was of help.

Here is a link that may be useful for encrypting your wife's notes: http://web.mit.edu/network/pgp.html

I have used pgp and it is a good product.

Beatrice