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Guide to Accessing HIPAA Reports
Joe Caffrey avatar
Written by Joe Caffrey
Updated over 2 weeks ago

Guide to Accessing HIPAA Reports

If you have the following permission, you have access to a page that allows you to generate HIPAA reports.

  • Access Application Level HIPAA Audit Data (gives access to HIPAA reports).

The reports are listed under the HIPAA category on the Report Selection page. Click the plus sign beside a category to display the report names. Then, click a report name to begin generating the report.

The following is an alphabetical listing of the reports. Use this guide to quickly locate a report to generate.

To locate this report. . .

On the Report Selection page, click the plus sign beside this category. . .

Application Access Audit Report

HIPAA

Instant Notify History

HIPAA

Patient Audit Report

HIPAA

Security Modifications Audit

HIPAA

Transport Job Audit

HIPAA

Generating a HIPAA Report

To help your organization comply with privacy and security regulations adopted under the Health Insurance Portability and Accountability Act of 1996, or HIPAA, the Capacity IQ® solution provides some reports that allow you to monitor access to applications, user data, and patient data. For detailed descriptions of these reports, see the following:

  • Transport Job Audit Report Description

  • Applications Access Audit Report Description

  • Security Modifications Audit Report Description

  • Patient Audit Report Description

  • Transport Requests Made to Occupied Locations

  • Instant Notify History Report Description

If you have the Access Application Level HIPAA Audit Data permission and a membership that includes any unit, cluster, campus, or the entire enterprise, you may generate a HIPAA report. The Run Any Report, Including Those That Reveal Patient Information permission is required to run the Instant Notify History.

About the Data on the TransportTracking™ Reports

When generating reports, users with the appropriate permissions have the option to include either production or archived data. Patients and transport jobs will be included in production data on reports until they are deleted from the production database. They will be included in archived data after archive synchronization is completed.

To Generate a HIPAA Report:

  1. On the Report Selection page, if available HIPAA reports are not displayed, click the plus sign next to HIPAA to display the available reports.

  2. Click the name of the report that you want to generate to display a page for selecting report criteria.

  3. Do one of the following. To generate a report with data that:

    • Has been archived and is in the archive database, select Archive.

    • Is still in the production database, select Production.

      • Important Note: If you change the database selection after selecting dates, times, and other options, the dates and times that you selected will not change. However, other options will change and you will have to re-select them. Data that has been archived is available in the archive database after a database synchronization occurs. It remains in the production database until it is purged.

      • Important Note: The Archive and Production options are not available if you are generating the Transport Requests to Occupied Locations report. Only production data can appear on that report.

  4. Depending on the report that you selected, some of the following selection criteria appear on the page. Click the links to learn more about these criteria and how to select them:

Alphabetical Listing of Reports

Campus (on all reports)

Transaction Type

Date Time Range (on all reports)

Job #

User

Patient #

Workstation IP

Patient Last Name

Inclusions

Patient

Show Detail?

Group by

Include All RTLS Location Changes?

  • Note: When generating the Transport Job Audit report you must select at least one of the following criteria: Job #, Patient #, Patient Name.

Instant Notify History

  1. If you selected the Instant Notify History Report, select the following criteria:

  • User Type—You can select either specific recipients or specific senders. Only messages sent by the selected senders OR sent to the selected recipients appear on the report. Select whether you want to display messages from senders or messages to recipients. Select the Sender or Recipient option buttons. If you select Senders, the label on the selection box below User Type becomes Senders. If you select Recipient, the label becomes Recipients.

  • Senders or Recipients—You can select either specific recipients or specific senders. Only messages sent by the selected senders OR sent to the selected recipients appear on the report. If you do not select any names, messages sent within the selected date range from all senders or to all recipients will appear on the report.

To Select Sender or Recipient Names:

  1. Click the magnifying glass icon.

  2. In the User Attribute list, select whether to search for the user by Last Name or First Name.

  3. In the Filter String box on the left, type text corresponding to your selection in the list (for example, if you selected Last Name, type at least part of the last name).

  4. Click Go. In the Users section, a list of users matching your search criteria appears.

  5. Select the check boxes corresponding to the users who should appear on the report, and then click Selected Recipients or Selected Senders.

  6. To return to having all senders or recipients in the campus who are within your membership included in the report, click the restore icon next to the Sender or Recipient box.

  7. In the Output list, select one of the following formats for the report:

    1. Note: If you select Yes for Show Detail? for the Patient Audit report, you will not be able to select an option in the Output list. The Patient Audit report will be generated in Microsoft Excel format.

    2. Microsoft Excel—To generate the report as an .xls file that can be opened in Microsoft Excel.

    3. Adobe Acrobat—To generate the report as a .pdf file. For the Patient Audit report, this format is available only for the summary report.

  8. Click Run Report.

  9. If a security message appears at the top of the page, right-click the message bar, and then select Download File.

  10. When a dialog box prompts you to save or open the report, do one of the following:

  • To save the report on a network drive or hard drive, click Save. When the Save As dialog box appears, select a location to save the report to, and then click Save.

  • To open the report immediately in the appropriate program, click Open.

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