--- title: Privacy Management slug: portal-sub/privacy-management docTags: createdAt: 2026-03-04T12:03:15.438Z --- Privacy Management has been implemented in Profile, which includes new audit reports to record privacy and access actions on a Medical Record. Preferences must be enabled, and Role actions must be granted in order to make these reports available. ## Preferences In order to populate the necessary information in Privacy Management and the Privacy Audit Reports, the Extended logging preferences must be enabled in **Organization/Preferences/Global Security Preferences/EMR & Case Audit** panel. ![](https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/x_UtC1wzHTAKhe4NrNysZ_n25ahzozp6g6dvwmkerrnlgltgvbfwp8ya.png) :::hint{type="danger"} **Note** Extended logging may affect system performance. This should be monitored. Please see ‘Set global security preferences’ in the Profile Helpfile for more information. ::: In **Organization/Preferences/Patient/Alerts**, a **Secrecy Warning** alert can be set upon the event of opening a medical record. This secrecy warning alert will display a message that there is data on the patient which cannot be viewed or that the patient record cannot be viewed when a patient encounter or record has been made private through the **Privacy Management** view. ![](https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/78spnAhkCSzD7Vpe6_afu_bof1vrtc8kejeh6te4iyezlzwii3ii9t7g.png) :::hint{type="danger"} **Note** The **Apply to All Users** checkbox must be checked in order for everyone in the practice to see the **Secrecy Warning** and all other checked Alerts. ::: ## Role actions 1. To grant the required role actions, go to **Organization/Roles**. ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/wa3P6oFj-LjiyC5Y01E7K_ucw-dflibglcqepuxf4hogbzzrhzep6g.png" size="100" isUploading="false" initialPath="assets/UC_W-dFlIBGLCQepu_xF4HogBZZRhzep6g.png" githubPath="en/General Settings and Configuration/Privacy/assets/UC_W-dFlIBGLCQepu_xF4HogBZZRhzep6g.png" position="flex-start" showCaption="false" indent="2"} 2. Select the appropriate user role in the left panel of the Roles window. 3. In the **Find** field, enter the following role actions one at a time and press **Go** at the end of the field\:Privacy Role Actions: | Role Action | Description | | ----------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | **Privacy\Security Monitor** | Informs user by Profile email message of each Break Glass session. The message will show the initiator of the session, the time the session occurred, the patient involved, and the reason | | **Privacy Management\Allow Break Glass** | Allows access to Break Glass in Privacy Management view | | **Privacy Management\Allow Make Private** | Allows access to Add, Add Record, Update and Revoke in the Privacy Management view | | **Privacy Management\Manage Privacy** | Allows access to set and view Privacy Rights which the user does not possess | Report Role Actions: - **Report\Audit Reports\Current User Status Report** - **Report\Audit Reports\Medical Record Audit Report** - **Report\Audit Reports\Private Data Access** - **Report\Audit Reports\Same Last Name** - **Report\Audit Reports\User EMR Activity** - **Report\Audit Reports\User Security Audit** 4. To grant each role action, press **Grant** in the **Actions** toolbar. 5. Press **OK** to save the changes and close the Roles window. ## Reports Go to **Report/Audit Reports** to see available reports: ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/y_qJ7PhAGr2BC4ESMCApD_uuvhjc88z2nqjg4567dk2zkgsnvszxo0a.png" size="88" isUploading="false" initialPath="assets/uuVHJc88z2N_qjg4567dk2ZKgsnVSzxO0A.png" githubPath="en/General Settings and Configuration/Privacy/assets/uuVHJc88z2N_qjg4567dk2ZKgsnVSzxO0A.png" position="flex-start" showCaption="false"} ### User Security Audit Report This report is to view the item the specified user acted upon in People & Places. It allows searching by User and/or Time frame. The information displayed includes the date/time of the action, the user, and details, with extended details where necessary, such as whether a role was granted or revoked. ![](https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/GFBMLbBDYFf8gZLbMEe-4_foifwrtm8ejmuhvqak5pg-0ypkrogqw.png) ### Same Last Name Accessed Report This report generates the list of patients accessed by users who share the last name of the patient. It allows searching by User and/or Time frame. The information displayed includes the date/time of the access, the user full name and the patient information: ID, full name, DOB, and Gender. ![](https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/Q8Nok3eaWY9sD5_lzePKN_7bviwvms5ppzuvbxindk5itpepefexw.png) ### User EMR Activity Report This report allows searching by Date Range, POS, User and Patient. The Columns that are checked will display that information: The User who accessed the data, the Patient whose data was accessed, the Patient Filenum, the Type of Privacy record which was recorded against the patient (ex. Break Glass, Private Encounter, Private Record, etc.), the Action taken, and the Date/Time. ![](https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/MyaD_bl2EyC5EI-Uqjm9Y_dv7d9rklqegwgvc58s175uqnr0ic3ae2lw.png) ### Private Data Access Report This report allows searching by Date Range, User, Patient and Privacy Types. The Columns that are checked will display that information: The User who accessed the data, the Patient whose data was accessed, the Patient Filenum, the Type of Privacy record which was recorded against the patient (ex. Break Glass, Private Encounter, Private Record, etc.), the Date/Time, the Transaction ID and the Reason the user entered for Break Glass. ![](https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/cns7RM2sDdkVVN2bPNYqS_zelyt7asr7wa80rea9b2n8yvs46hu9vnw.png) ### Current User Roles Report This report generates a list of all current users who do not have Inactive status, all the role groups which have been applied to those users and the last log in date of that user. The role groups are listed in descending order, with the topmost role first. ![](https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/o0Vs7yP-x0ILphAh90Tec_plhcuzqn328tathweygjjvmha7xzjf8ww.png) ### Medical Record Audit Report This report displays the user who accessed the medical record, the point from which it was accessed, encounter records and their versions and letter records and their versions. The report also displays whether any printing or exporting of the medical record was done and by whom and any changes to the encounter or medical record privacy and by whom. ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/ioXVX6AhqKAt9_Wo_4BJu_dkzeg0seur8nanexbrh3nzxpxwrgruvzpg.png" size="95" isUploading="false" initialPath="assets/dKZeG0SeuR8NANeXBrh3NZxpxWRGrUvzPg.png" githubPath="en/General Settings and Configuration/Privacy/assets/dKZeG0SeuR8NANeXBrh3NZxpxWRGrUvzPg.png" position="flex-start" showCaption="false"} ## Privacy Management View Privacy in Profile can now be managed through the **Control Centre/Manage/Privacy Management** view. The three required role actions are from the same list necessary to see the Privacy Audit reports: - **Privacy Management\Allow Break Glass** - **Privacy Management\Allow Make Private actions** - **Privacy Management\Manage Privacy** ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/Tv3k6hjbJ4t3CScPlI21-_nyz6ysadio4ypobpkrnslptq3h8tkfhcpw.png" size="100" isUploading="false" initialPath="assets/nYz6ySADIo4ypoBpkrNSlPtQ3H8tKFHCpw.png" githubPath="en/General Settings and Configuration/Privacy/assets/nYz6ySADIo4ypoBpkrNSlPtQ3H8tKFHCpw.png" position="flex-start" showCaption="false" indent="2"} :::Paragraph{indent="1"} The toolbar contains the following icons: ::: | Icon | Description | | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ----------------------------------------------------------- | | ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/twlE7RA0FSv-1PeQWMz-n_juw-nbg4-xjhc34kh3xmlq5kkibiydcscq.png" size="10" isUploading="false" initialPath="assets/JUW-NBG4-XJhc34Kh3xMlQ5KkIbIyDCSCQ.png" githubPath="en/General Settings and Configuration/Privacy/assets/JUW-NBG4-XJhc34Kh3xMlQ5KkIbIyDCSCQ.png" position="flex-start" showCaption="false"} | Add encounter privacy for a patient | | ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/GnOn1rZDdTae2tMb9L8Je_cot2f-a15phyhneormikmybot0flqe9g.png" size="17" isUploading="false" initialPath="assets/COt2f-a15_PHYHNeorMIk_MYBot0Flqe9g.png" githubPath="en/General Settings and Configuration/Privacy/assets/COt2f-a15_PHYHNeorMIk_MYBot0Flqe9g.png" position="flex-start" showCaption="false"} | Add record privacy for a patient | | ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/1F_eoDihyuy7DPVMxJ4s__gtuecukpsja66bs5k0pomi59aaooa7usbw.png" size="13" isUploading="false" initialPath="assets/GtuECUKPsjA66bs5k0PoMi59aAOoa7UsBw.png" githubPath="en/General Settings and Configuration/Privacy/assets/GtuECUKPsjA66bs5k0PoMi59aAOoa7UsBw.png" position="flex-start" showCaption="false"} | Updates the privacy setting for the selected privacy record | | ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/o3rvYHxdxVExKrnSaed9O_gw9ap3ttljocu0qptal4pfidkpu88n6pw.png" size="13" isUploading="false" initialPath="assets/Gw9AP3TTlJOcu0_QPTaL4pFIdkPU88n6Pw.png" githubPath="en/General Settings and Configuration/Privacy/assets/Gw9AP3TTlJOcu0_QPTaL4pFIdkPU88n6Pw.png" position="flex-start" showCaption="false"} | Removes the selected privacy record | | ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/g7fCdoCV2IPpKR6-uQ6xB_fg6fd4krieczfcoay-p56wq-07vkdqrhrq.png" size="16" isUploading="false" initialPath="assets/fg6Fd4KrIEcZfCoaY-P56WQ-07VkDQrhRQ.png" githubPath="en/General Settings and Configuration/Privacy/assets/fg6Fd4KrIEcZfCoaY-P56WQ-07VkDQrhRQ.png" position="flex-start" showCaption="false"} | Grants access to the selected privacy record | | ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/KzuTyVovknzaBJ8VSu6Gf_zsrrhq4zafebmnwia8rmqut8ds2pjqnha.png" size="13" isUploading="false" initialPath="assets/zsrRhQ4zafeb_MNWiA8RmQUt8Ds2PJqnHA.png" githubPath="en/General Settings and Configuration/Privacy/assets/zsrRhQ4zafeb_MNWiA8RmQUt8Ds2PJqnHA.png" position="flex-start" showCaption="false"} | Refreshes the list view of privacy records | The list view contains the following columns: | Item/Column | Description | | ------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Icon** | ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/BcYPT2Rmqr4ucsdlJf1t5_qhegiwfv6mtjap0a-kiia7bce2pcmqpg.png" size="10" isUploading="false" initialPath="assets/QHEgIWFv6MTJAp0a-KIia7bCe2pcMq__pg.png" githubPath="en/General Settings and Configuration/Privacy/assets/QHEgIWFv6MTJAp0a-KIia7bCe2pcMq__pg.png" position="flex-start" showCaption="false"} Single encounter ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/KkWsgqoSBRbqt2mQkqnes_iizuqjkwmdvm4cjjlhrxqi3moenamgkyuw.png" size="10" isUploading="false" initialPath="assets/IiZuqjKwmdVM4cJjlhRxQI3moENAmgkyUw.png" githubPath="en/General Settings and Configuration/Privacy/assets/IiZuqjKwmdVM4cJjlhRxQI3moENAmgkyUw.png" position="flex-start" showCaption="false"} Entire record ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/ViHMAmfbnYI1iLmZPiWa__t0xzon5hgd0794z9tobshainrkabl5m3wg.png" size="10" isUploading="false" initialPath="assets/T0XZoN5hGD0794Z9tobShAinRkABl5M3wg.png" githubPath="en/General Settings and Configuration/Privacy/assets/T0XZoN5hGD0794Z9tobShAinRkABl5M3wg.png" position="flex-start" showCaption="false"} Breakglass | | **Patient** | The patient whose encounter or record has been made private | | **Private to** | The user to whom the private encounter or record belongs | | **Private Date** | The date the privacy record was added | | **Encounter Date** | The date of the encounter that was made private | | **Breakglass** | The user who performed the Break Glass | | **Breakglass Date** | The date the Break Glass was performed | ### Add Encounter Privacy 1. Press **Add** on the Privacy Management toolbar. This opens a Select Patient window. ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/tO9FDhsi3AA09PHSjGvbB_fxpa4ipv4xrdtzzhxol51xykfur778ksyq.png" size="83" isUploading="false" initialPath="assets/FxPa4IPV4XRDtzzhxOl51xyKFur778KsYQ.png" githubPath="en/General Settings and Configuration/Privacy/assets/FxPa4IPV4XRDtzzhxOl51xyKFur778KsYQ.png" position="flex-start" showCaption="false" indent="2"} 2. Once you search for and select a patient, press **OK**. This opens the Set as Private window. This shows the list of the patient’s contacts with their dates. ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/rm5CAyI4oA1eDvbfQz7-8_1fvupgib58mkfeuypuiw4k6hsquycowlw.png" size="76" isUploading="false" initialPath="assets/1fvUPGIb58mkfEUYPUIw4k_6HsquYcowlw.png" githubPath="en/General Settings and Configuration/Privacy/assets/1fvUPGIb58mkfEUYPUIw4k_6HsquYcowlw.png" position="flex-start" showCaption="false" indent="2"} 3. Select a contact and select the appropriate Private To role option from the dropdown menu and press **OK** to save the selections and close the window. ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/7p-ZBiZSChKN9KrgRlZdH_2k84twzfownh-1dhfflrdlknxmc69fzpqa.png" size="75" isUploading="false" initialPath="assets/2k84tWZFowNH-1DhfFlRdlKNxmc69fzPQA.png" githubPath="en/General Settings and Configuration/Privacy/assets/2k84tWZFowNH-1DhfFlRdlKNxmc69fzPQA.png" position="flex-start" showCaption="false" indent="2"} :::hint{type="danger"} **Note** The **Private To** dropdown menu contains the list of all the Privacy rights to which the user currently belongs (**People & Places/Roles/Privacy rights** panel) and the **Private to Me** option. ::: :::hint{type="danger"} **Note** Encounters can still be made private in **Medical Record/Encounters** and **Medical Record/New Encounter**. These will not be shown to users without access. ::: ### Add Record Privacy 1. Press **Add Record** on the Privacy Management toolbar. This opens a Select Patient window. ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/e5x02g9wk5qK0J94OveTr_6gjl5b1x8eud3osk6qifjnihw4rcvxwtw.png" size="83" isUploading="false" initialPath="assets/6gJL5b1x8euD3OSK6qiFJnI_hW4RCVXWtw.png" githubPath="en/General Settings and Configuration/Privacy/assets/6gJL5b1x8euD3OSK6qiFJnI_hW4RCVXWtw.png" position="flex-start" showCaption="false" indent="2"} 2. Once you search for and select a patient, press **OK**. This opens the Set Record as Private window. ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/MhUM8ReKnVcihJap5Ij9m_cfv116-ynrod0tvcwsu7pxw8tg7vuuizdq.png" size="100" isUploading="false" initialPath="assets/cfV116-yNrod0tvCwSU7PxW8Tg7vuUizDQ.png" githubPath="en/General Settings and Configuration/Privacy/assets/cfV116-yNrod0tvCwSU7PxW8Tg7vuUizDQ.png" position="flex-start" showCaption="false" indent="2"} 3. Select the appropriate **Private To** role option from the dropdown menu and press **OK** to save the selection and close the window. This will set the patient’s record as private. ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/UPYWHq5zNcux85opOhu11_o0bueevocj2crl2b8g9yp-n3kodosjxt-w.png" size="100" isUploading="false" initialPath="assets/o0BuEEvOcJ2crL2B8g9Yp-n3koDOSJxt-w.png" githubPath="en/General Settings and Configuration/Privacy/assets/o0BuEEvOcJ2crL2B8g9Yp-n3koDOSJxt-w.png" position="flex-start" showCaption="false" indent="2"} :::hint{type="danger"} **Note** The **Private To** dropdown menu contains the list of all the Privacy rights to which the user currently belongs (**People & Places/Roles/Privacy rights** panel) and the \*\*Private to Me \*\*option. ::: ### Update a Privacy Record 1. Select a privacy record for a patient (encounter or record) and press **Update** on the Privacy Management toolbar. This opens the Update \[Patient] Privacy window. ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/eV5eqkuKFkYV1gBDPFKPq_13yxm8e7stqy6a5xikihpjist1rsgpiqzg.png" size="100" isUploading="false" initialPath="assets/13YXM8e7sTqy6A5xIKIhPJIST1RsGpiqzg.png" githubPath="en/General Settings and Configuration/Privacy/assets/13YXM8e7sTqy6A5xIKIhPJIST1RsGpiqzg.png" position="flex-start" showCaption="false" indent="2"} 2. Select the appropriate Private To role option from the dropdown menu and press **OK** to save the selection and close the window. ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/A4K-WuMPqxOKJUJuRMdsq_mpleqghiu6wmynxpycdnauuxow9cc5xmfq.png" size="100" isUploading="false" initialPath="assets/MPlEqGhIu6wMYnxPycdnaUUxow9Cc5xMFQ.png" githubPath="en/General Settings and Configuration/Privacy/assets/MPlEqGhIu6wMYnxPycdnaUUxow9Cc5xMFQ.png" position="flex-start" showCaption="false" indent="2"} :::hint{type="danger"} **Note** The **Private To** dropdown menu contains the list of all the Privacy rights to which the user currently belongs (**People & Places/Roles/Privacy rights** panel) and the **Private to Me** option. ::: ### Revoke a Privacy Record 1. Select a privacy record for a patient (encounter or record) and press **Revoke** on the Privacy Management toolbar. This opens a dialog window. ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/8yJGWt7viPUUNrQ3JzVRE_5ltq0fdbld4feipoe5xq4ez1ggi7kqs5q.png" size="59" isUploading="false" initialPath="assets/5LtQ0fdblD4FeipoE5XQ4eZ1GGI_7kqS5Q.png" githubPath="en/General Settings and Configuration/Privacy/assets/5LtQ0fdblD4FeipoE5XQ4eZ1GGI_7kqS5Q.png" position="flex-start" showCaption="false" indent="2"} 2. Press **Yes **to remove the **Private To** value from the selected privacy record. The **Private To** value will be blank. ### Break Glass a Privacy Record 1. Select a privacy record for a patient (encounter or record) and press **Breakglass** on the Privacy Management toolbar. This opens a dialog window. ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/iL95c90K-1DLzvseSYggT_0b-4azbco4fkf6uvzuvz1eey5p6m0y3hq.png" size="88" isUploading="false" initialPath="assets/0B-4aZbco4Fkf6uvZuV_Z1eEy5P6m0Y3HQ.png" githubPath="en/General Settings and Configuration/Privacy/assets/0B-4aZbco4Fkf6uvZuV_Z1eEy5P6m0Y3HQ.png" position="flex-start" showCaption="false" indent="2"} 2. Enter a reason for the Break Glass in the free text **Reason** field, which is mandatory, and enter your Profile password. 3. Press **OK** to save the information and close the window. The Break Glass will be performed on the selected privacy record. ### Privacy Management Filter The Privacy Management view can be filtered. ![](https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/DP5yV1ceHzFkzCIEehAHA_rx1zmh757vlficq-7u96avwewkhhoj0zxw.png)