Practices that use the record locking facility sometimes find that a record has been incorrectly attached to the wrong patient, after the record is locked.

Locking prevents it from being deleted. A subsequent note or annotation needs to be added to indicate that the record should be ignored.

Provide a facility for administrators to hide these records so that they aren't shown by default.

Hiding Records

To hide finalised records, users with Administrator or Practice Manger role would click the Delete button, which would display a message:

This record is finalised and cannot be deleted.

Do you want to hide the record?

Yes/No
 

If the user clicks Yes, it would display another prompt:

Enter a reason for hiding this record:

Once a reason is entered, the record would be suppressed from view.

Showing Hidden Records

Hidden records will not be displayed by default, but can be shown by ticking a 'Show Hidden' box.

Records that are hidden will be displayed with a strikethrough.

The reason for why they are hidden can be displayed by viewing the record.

Unhiding records

If a record is hidden, users with Administrator or Practice Manager role can select it and click an Unhide button. This marks the record finalised, and removes the reason for hiding it.
 

Record types

The following record types can be hidden:

• Note
• Attachment
• Letter
• Form
• Image
• Link
• Investigation
• Weight
• Medication

The following record types cannot be hidden:

• Invoice Item
• Visit
• Problem

Auditing

When a record is hidden/unhidden, an audit message will be generated, containing the patient name, the record type, and time, the user that performed the action and the reason the record was hidden.

E.g.,

• Note dated 2022-02-01 10:30 for Fido (12345) was hidden by admin with reason: attached to the wrong patient
• Form dated 2022-02-22 17:53 for Spot (1123) was unhidden by jsmith. Previously hidden with reason: incorrect form

Outstanding Issues

• For insurance claims, are hidden records suppressed or included with annotation that they are hidden?