Access codes & audit log
Sensitive information is locked behind an RN code. Families choose their own verifier. Every keystroke is attributed.
Registered Nurse / Charge Nurse
RN + 4-digit license PINUnlocks sensitive sections: wound photos, psychotropic orders, incident reports, full physician orders. Only RN-level codes may release sensitive notes to the family view.
LVN / CNA / Therapy / Dietary
Employee badge ID + PINCharts within their own scope only. Every entry stamps name, role, badge number, date and exact time. Entries can be corrected but never deleted — the original stays in the audit trail.
Family member
Family access code + self-chosen verifierResident (or legal representative) chooses the verifier: last 4 of SSN, birth year, mother's maiden name, or a custom word. Family sees only what the resident authorized on their HIPAA release.
Facility administrator / DON
Admin code + two-factorManages staff accounts, reviews the full audit log of who entered what and when, exports survey documentation, and configures state-specific compliance rules.
Family verification — the resident chooses
Codes expire, can be revoked instantly by the resident or their legal representative, and are tied to the HIPAA authorization on file. Three failed attempts lock the code and alert the charge nurse.
Audit log — today
| Time | Who | Action | Section |
|---|---|---|---|
| 18:45:12 | K. Alvarez, RN #2201 | Created nursing shift summary | Clinical notes |
| 18:22:04 | K. Alvarez, RN #2201 | Unlocked sensitive skin assessment for family view | Daily care |
| 17:45:39 | T. Nguyen, CNA #5108 | Logged dinner intake 80% | Meals & hydration |
| 14:02:51 | M. Doyle, LVN #3390 | Recorded medication refusal — oxycodone 5 mg | Medications |
| 13:18:07 | J. Whitfield, OTR/L #7741 | Filed OT treatment note | Therapy & rehab |
| 10:05:33 | L. Freeman, LCSW #6620 | Replied to family question | Family messages |
| 09:31:20 | Family — Yolanda B. | Viewed medication list (verified: birth year) | Medications |
Logs are retained for the period your state requires (commonly 5–10 years) and are exportable for surveys, investigations and legal requests.