To be HIPAA-compliant, it is essential that each Open Dental user in your practice has their own login and password known only to them. Separate user accounts also facilitate tracking what actions were taken when, and by whom, using the various audit trails in Open Dental. In this post, we’ll discuss the various audit trails available in the software, and who is able to access and use them.
Audit Trails that all users can see
There are several audit trails located in different areas of Open Dental that can be accessed and viewed by any user.
Appointment Audit Trail
The Audit Trail button in the Edit Appointment window shows the history of changes for that specific appointment.
Procedure Code Audit Trail
The Audit Trail button in the Edit Procedure Code window (Lists, Procedure Codes, double-click to select the procedure) allows you to see the history of changes for that specific procedure code. If you want to see the history of fee changes on a specific code, this will show you that information.
Insurance Plan Subscriber Audit Trail
The Audit Trail button in the green-shaded Patient Information section of the Edit Insurance Plan window (in the Family Module, double-click to open the insurance plan) allows you to see the history of insurance plan changes for that subscriber.
Insurance Plan Audit Trail
The Audit Trail button in the Edit Insurance Plan window allows you to see the history of changes for that insurance plan.
Ortho Chart Audit Trail
The Audit Trail button in the Ortho Chart allows you to see the history of changes to rows in the Ortho Chart grid.
Audit Trails Only Visible to Select Users with Permission
The Comprehensive Audit Trail Tool
The comprehensive and powerful Audit Trail Tool allows users who have the Audit Trail Permission to view a wide variety of actions taken in the software. This can be extremely helpful in tracking down when an action was taken and by whom, so any questions about the action can be addressed. It can also help identify where additional training may be needed for a specific user.
In Setup > Security, set the User Group to have Audit Trail permissions. All users assigned to that group will be able to access and use the Audit Trail tool.
The Audit Trail Tool is located in Tools > Audit Trail. In the Audit Trail window, select a date range, permission, user, etc. then click Refresh. If a patient is selected when the Audit Trail is accessed, it will auto-filter to only show actions related to that patient. To undo that, click Find to select another patient, or click All to show the given activity for all patients.
Here is a list of the actions in Open Dental that are tracked by the Audit Trail.
| Permission | Action taken |
|---|---|
| Accounting | Accounting was accessed. |
| AccountingCreate | An Accounting entry was created. |
| AccountingEdit | An Accounting entry was edited. |
| AccountModuleViewed | The Account module was accessed. |
| AddNewUser | New user added in User Edit. |
| AdjustmentCreate | An Adjustment was created. |
| AdjustmentEdit | An Adjustment was edited. |
| AgingRan | Aging was run. |
| AppointmentCompleteEdit | A completed appointment was edited. |
| AppointmentCreate | A new appointment was created. |
| AppointmentEdit | A scheduled appointment was edited, broken, or deleted. |
| AppointmentMove | A scheduled or completed appointment was moved to a new operatory or to the Unscheduled List. |
| ApptConfirmStatusEdit | The appointment confirmation status was edited. |
| AuditTrail | Audit Trail was accessed. |
| AutoNoteQuickNoteEdit | Auto Notes and QuickPaste Notes were created. |
| Backup | Backups were accessed. |
| Billing | Billing was accessed. |
| Blockouts | A blockout was added, edited, deleted, cut, copied, pasted, or cleared. |
| CarrierCreate | A Carrier was created in Carriers. |
| ChartModule | Chart Module was accessed. |
| ChooseDatabase | The Choose Database window was accessed. |
| ClaimDelete | A claim was deleted. |
| ClaimEdit | A claim was created, canceled, or saved. |
| ClaimProcClaimAttachedProvEdit | The providers were edited on claim procedures attached to a claim. |
| ClaimSend | An insurance claim was printed or sent. |
| ClaimSentEdit | A claim that had already been sent was edited. |
| CommandQuery | SQL commands (non-SELECT statements) were run on normal tables in the User Query window. |
| CommlogCreate | A commlog was created. |
| CommlogEdit | A commlog was edited. |
| CreditCardMove | A credit card was moved from one patient to another. (Logged for both patients.) |
| DepositSlips | Deposit Slips were edited. |
| DiscountPlanAdd | A discount plan was created. |
| DiscountPlanAddDrop | A discount plan was added to or dropped from a patient’s account. |
| DiscountPlanEdit | Discount plan information was edited (adjustment type, fee schedule, description, plan note, annual max, frequency limitations). |
| DiscountPlanMerge | Discount plans were merged together. |
| EmailSend | An email message was sent. |
| EmployerCreate | An employer was created. |
| EServicesSetup | eServices Setup settings were edited. The eConnector is only monitored when a user with this permission is logged on. Logs an entry in the Audit Trail when the eConnector is installed for the first time. |
| FamilyModule | The Family Module was accessed. |
| FeeScheduleEdit | Fee schedules were edited in the Fee Schedules window, Procedure Codes – Fee Schedule window, Fee Tools, and Edit Procedure Code window. |
| GraphicalReportSetup | Graphic Reports were set up or edited. |
| GraphicsEdit | Graphics Preferences were accessed and changed. |
| GraphicsRemoteEdit | A user changed the graphical settings for another workstation. |
| GroupNoteEditSigned | A signed Group Note was edited. |
| ImageCreate | An image was created. |
| ImageDelete | An image was deleted. |
| ImageEdit | A document was created, moved, or edited. |
| ImageExport | An image was exported. |
| ImagingModule | The Imaging Module was accessed. |
| InsCarrierCombine | Insurance Carriers were combined using Combine Carriers. |
| InsPayCreate | Received a Claim, Finalize Insurance Payment, created a Batch Insurance Payment, or Accessed the ERA window. |
| InsPayEdit | Edited received procedures, finalized payments, and payment details on a batch insurance payment. |
| InsPlanAddPat | The patient was added to an insurance plan. |
| InsPlanChangeAssign | Changed the Assignment of Benefits setting on the Edit Insurance Plan window. Changed Insurance plans default to show the assignment of benefits setting in Family Module Preferences. |
| InsPlanChangeCarrierName | Changed insurance carrier name via the Edit Insurance Plan window. |
| InsPlanChangeSubsc | Changed the subscriber on the Edit Insurance Plan window or used the Move Subscribers tool. |
| InsPlanMerge | Insurance Plans were combined. |
| LogFeeEdit | Edited fees. |
| MedicalInfoViewed | The Medical Window was viewed. |
| MedicationMerge | Accessed the Merge Medications tool. |
| OrthoChartEditFull | Edited any Ortho Chart dated entry. |
| PatAllergyListEdit | Allergies were added, changed, or removed. |
| PatientApptRestrict | Changed the setting of the Appointment scheduling is restricted checkbox. |
| PatientBillingEdit | Changed a patient’s billing type in Edit Patient Information. |
| PatientCreate | A new patient was added. |
| PatientDOBView | Viewed full patient birthdate in the Family Module, Select Patient window, and Edit Patient Information window. |
| PatientFieldEdit | Patient Fields were edited. |
| PatientMerge | The Merge Patients tool was accessed. |
| PatientSSNView | Viewed full patient SSN number in the Family Module, Select Patient window, and Edit Patient Information window. |
| PatMedicationListEdit | Medications were added, changed, or removed. |
| PatPlanCreate | A patient insurance plan was created. |
| PatPriProvEdit | Changed a patient’s primary provider on the Edit Patient Information window or via the Provider List. |
| PatProblemListEdit | Problems were added, changed, or removed. |
| PaymentCreate | Entered patient payment or created an Income Transfer. |
| PaymentEdit | A patient payment was edited. |
| PayPlanEdit | A Payment Plan was created, edited, closed, or deleted. |
| PayPlanChargeDateEdit | Viewed, edited or deleted a Payment Plan charge on plans with APR. |
| PerioEdit | A perio exam was added, deleted, or copied. |
| Printing | Patient information was printed. |
| ProblemEdit | Added, edited, or deleted a problem in the Problem List. |
| ProcCodeEdit | Added or edited procedure codes from Lists, Procedure Codes. |
| ProcComplCreate | Appointments or individual procedures were set complete. |
| ProcComplEdit | Edited procedures with a status of complete (C), existing – other provider (EO), or existing – current provider (EC). |
| ProcCompleteStatusEdit | The status of a completed procedure was edited or a completed procedure was deleted. |
| ProcDelete | Non-completed procedures were edited, or attached Procedure Notes or Procedure Group Note were edited. |
| ProcEdit | A procedure was flagged as CPOE. |
| ProcExistingEdit | A procedure with a status of Existing Other (EO) or Existing Current (EC) was edited. |
| ProcFeeEdit | Changes were made to Procedure Code fees. |
| ProtectedLeaveAdjustmentEdit | A timecard adjustment marked as Protected Leave was created, edited, or deleted. |
| ProviderMerge | The Merge Providers tool was accessed. |
| QueryMonitor | The Query Monitor was opened. |
| RecallEdit | A Recall Type was created, edited, or deleted. Also tracks when the Undo tool is run in the Recall List. |
| RefAttachAdd | A Referral was attached to a patient. |
| RefAttachDelete | A Referral was detached from a patient. |
| ReferralAdd | A referral was added to the main Referrals List. |
| ReferralEdit | A referral in the main Referral List was edited or deleted. |
| ReferralMerge | The Merge Referrals tool was accessed. |
| RepeatChargeCreate | A Repeating Charge was created. |
| RepeatChargeDelete | A Repeating Charge was deleted. |
| RepeatChargeTool | Repeating Charges were run. |
| RepeatChargeUpdate | A Repeating Charge was updated. |
| ReplicationSetup | Replication setup was accessed. |
| Reports | Standard Reports were accessed. To grant or block access for individual reports, see Report Setup: Security Permissions. |
| RequiredFields | Information was not completed in a Required Field and the user clicked OK. |
| RxCreate | A prescription was created. |
| RxEdit | Prescriptions were edited or deleted. |
| SalesTaxAdjEdit | A Sales Tax Adjustment was edited. |
| Schedules | Provider and employee Schedules were edited. |
| SecurityAdmin | Changes were made to security permissions. |
| Setup | A change was made to “Setup” Permission. |
| SheetEdit | – Sheets attached to patients were edited. – The patient a sheet was attached to was changed. – Web Forms were retrieved and attached to patients. – Lists information was imported from a sheet. |
| SplitCreatePastLockDate | New Pay Splits were added for payments created before the Global Lock Date. |
| SupplementalBackup | A supplemental backup was created. |
| TaskEdit | A Task description was edited, or tasks were deleted. |
| TaskListCreate | A Task List was created. |
| TaskNoteEdit | Task notes were edited or deleted. |
| TaskReminderPopup | A reminder task popped up for a user. |
| TimeAdjustEdit | A time card adjustment was added, edited, or deleted. |
| TimeCardDeleteEntry | A time card entry was deleted. |
| TPModule | The Treatment Plan Module was accessed. |
| TreatPlanDiscountEdit | A procedure Discount was created or changed in the Treatment Plan module or Procedure. |
| TreatPlanEdit | A saved Treatment Plan was edited. |
| TreatPlanPresenterEdit | The presenter was changed when editing a Saved Treatment Plan. |
| UserLogOnOff | Users logged on, logged off, clocked in, clocked out, or closed Open Dental. |
| UserQuery | Changed variables and ran a released User Query. |
| WebMailDelete | A WebMail message was deleted. |
| WebMailSend | A WebMail message was sent. |
| WebSchedRecallManualSend | WebSchedRecall was sent manually. |
Whether you need help with auditing actions in the software or learning how to use a feature, we’re here for you. Get simple questions answered right away via chat. If you need help troubleshooting something or need us to remote connect to see what you’re seeing, give our team a call.
Categories: Feature Highlight, HIPAA Compliance, Open Dental, Tips & Tricks, Your Software