Journal Permissions

A comprehensive overhaul has been undertaken, in each of the areas Journals are used in SupportAbility to ensure privacy is upheld. This applies to all places where Journals are searched for, viewed and created. 


Client Journals


When a Client Journal is created, the Service/Site it relates to must first be selected. Client Journals can only be created for a Client against the Service/Sites that the Staff member has access to. 

Who can see which Journal entries related to the Client following their creation is somewhat restricted. By default, SupportAbility employs a collaborative Journal access model for Services, unless a specific privacy barrier is required i.e. NDIS Financial Plan Management (FPM) and/or Support Coordination.

Journal Actions, and Journals linked to Client Goals and Client Goal Strategies apply the same rules as the Client and the Service they relate to.


Journal Service Terminology

  • Administration: Is the generic default Service designed to record details on an organisational level rather than to a specific Service.
  • Private Service: An NDIS related Service that requires a privacy barrier such as Financial Plan Management (FPM) or Support Coordination (provided it has been set in System Preferences: Services).
  • Collaborative Service: Any Service that is not Administration, NDIS Financial Plan Management (FPM) or NDIS Support Coordination.

Accessing Client Journals follows these conditions:

  • The Staff member requires access to the Client record i.e. works in the same Service/s the Client participates in.

  • If the Journal is attached to the Administration Service, it can be viewed by any Staff member that has access to the related Client record.

  • If the Journal is attached to one of the Private Services (NDIS Financial Plan Management (FPM) or Support Coordination), the Staff member must work in the attached Service in order to access the Journal.

  • If the Journal is attached to a Collaborative Service, it can be viewed by any Staff member that has access to the related Client record and also works in one of the Collaborative Services.

  • Where the additional privacy setting of Team Leaders (TL) Only has been selected, to access the Journal, Staff must have either:

    • the Team Leader for ALL Services privilege, OR

    • the Team Leader privilege for Site and Service the Journal entry is attached to. 

    • N.B: if a Staff member is assigned to a Journal Action, but they do not have the TL privileges, they will not see this notification on their Dashboard, or be able to access this Journal once this privacy setting has been saved. 

  • Where the additional privacy setting of Managers Only has been selected, staff must have the Managers Only privilege for the Site and Service the journal entry is attached to. N.B: if a Staff member is assigned to a Journal Action, but they do not have the Managers Only Privilege, they will not see this notification on their Dashboard, or be able to access this Journal once this privacy setting has been saved. 

  • Staff with Team Leader for ALL Services or Edit Client Records Across ALL Services can view all Client Journals. However, in this case the Managers Only restriction still applies.

 


NDIS Financial Plan Management (FPM) and Support Coordination

Additional privacy barriers for Client Journals are enforced for NDIS FPM and Support Coordination Services as this is a compliance requirement.
For Clients who participate in multiple services such as Direct Support and NDIS FPM or Support Coordination, to access Journal entries created for either of the Private Services, Staff must have access to the:  
  • Client record and the Service specifically,
  • the Edit Client Records across ALL Services Staff Account Privilege, OR
  • the Team Leader for ALL Services Staff Account Privilege.

Who can edit Client Journal entries?

The timeframe in which a Journal entry is locked after creation can be customised here. By default, Journal entries are locked after five days. 

Within this period, only the author or a Team Leader for the Service and Site this Journal entry has been created for have access to, including the ability to edit the Journal.

Journal entries can be locked after a minimum of one day (the day following the entry) or any day timeframe greater than this.


Staff Journals

In order for a user to access a Staff member’s Journals, the user will require either:
  • the Human Resources For ALL Staff privilege, OR
  • the Human Resource s privilege for at least one of the Sites and Services that the staff member works in.
 
By default, SupportAbility restricts access so that staff are not able to access to their own HR details. The only exception to this is if the staff member is a System Administrator AND has a system setting enabled allowing them to access their own HR information. 

Please note that only the Customer Success team at SupportAbility can enable these settings. If this is required, please contact us at support@supportability.com.au.
 
Similar to Client Journals, where the additional privacy setting of Team Leaders Only has been selected, Staff must either have:
  • the Team Leader for ALL Services privilege, OR
  • the Team Leader privilege for Site and Service the Journal entry is attached to.
 
Where the additional privacy setting of Managers Only is selected, staff must have the Managers Only privilege for the Site and Service the Journal entry is attached to.

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