The Release of Information system settings allow administrators to establish the conditions, if any, that should be met for a client’s information to be shared in Clarity Human Services. This can be set up distinctly at the system, CoC, or agency level. There are multiple configurations that can be made within Release of Information settings, including whether an ROI is required to create a new client record, allowed documentation types, terms of expiration, and the ability to create forms that can be electronically signed.
ROI can be configured at the system, CoC, or agency level.
|Note: Release of Information settings and Sharing settings operate distinctly. Whether an active ROI is present in a client record or not will not impact how client data is shared.|
For information about the end user workflow for recording an ROI in the client record, see Release of Information Overview.
Configuring Release of Information Settings at the System and CoC Level
To access system and CoC Release of Information settings, click the launchpad and navigate to Setup > Settings > Release of Information (figure 1).
In the absence of any CoC-specific ROI settings, the Default settings (figure 2) will be applied systemwide to all agencies.
Distinct settings can be established for each CoC by clicking “Add New Release of Information” (figure 3).
The Default ROI settings will be applied to any remaining CoCs without their own distinct ROI settings.
The following configurations can be made in ROI settings:
CoC: defines the CoC for which the ROI settings will apply. This option only displays when new ROI settings are first created and cannot be edited later. The CoC selected will define the ROI settings the user sees based on the agency where the user is set up or switched into.
Require on Creation: when toggled on, a user can’t create a client record without first recording an ROI. The Add Record button will not display in the Client Profile until the ROI is recorded. Instead, the user will be prompted to Please fill in Release of Information form (figure 4).
Once an ROI is recorded, this text is replaced with the Add Record button (figure 5).
If Require on Creation is toggled off, then a client record can be created without an ROI. An ROI can be added to the record after creation by clicking the icon.
Default Model: if Compliance Warning is enabled, the selected Default Model will determine when the compliance warning displays in the client record. There are four default models:
- System: as long as at least one active ROI is recorded in the record, the compliance warning won’t display (this option is only available in Default ROI settings).
- CoC: as long as at least one active ROI is recorded by a user at an agency within the CoC, the compliance warning won’t display.
- Agency: an ROI must be recorded at the agency level the user is viewing the client record from in order for the compliance warning to not display
- None: no ROI is required. If this model is selected, even if Compliance Warning is enabled, no compliance warning will display in the client record if there is no ROI.
Default Term: sets the expiration date for the ROI. Default Term options are available from 1-10 Years. The Default Term will automatically calculate from the Start Date the user enters when recording the ROI.
Compliance Warning: when enabled, a compliance warning ribbon will display at the top of the Client Profile when an active ROI is not present in the client record, subject to the Default Model selection (figure 6).
The warning will display when either no ROI has been recorded or the ROI has expired.
Compliance Expiration: defines how soon before an ROI is due to expire the Compliance Warning will display in the client record. This can be set between 5 days and 3 months prior to expiration.
Allowed Documentation Types: options include Electronic Signature, Attached PDF, Signed Paper Document, Verbal Consent, Outside Agency Verified, Household, Group Member, and None. Depending on the selection made by the user, additional steps may be required (i.e. attaching a file, electronically signing). Please see Release of Information Overview for more information.
Enable Consent Refused: toggling on enables the Consent Refused functionality. This functionality can be enabled independent of the ROI by toggling off Require on Creation but enabling Consent Refused. When this setting configuration is chosen, users will see the Consent Refused option at record creation but not the ROI option.
Auto-expire ROI: This option allows system administrators to automatically add an expiration date to all unexpired ROIs for the Continuum (or Continuums, if enabled in Default settings). Auto-expiring ROIs is set up as a two-step process to avoid accidental mass expirations. After toggling on Auto-expire ROIs, system administrators will need to click “Mark all ROIs as expired” (figure 7) in order to complete the process.
ROI Status on Client Search Page: when toggled on, an ROI status of “Yes” (active ROI in the record with permission set to “Yes”), “No” (active ROI in the record with permission set to “No”), or “Missing” (no active ROI in the record) will display next to the name of each client in the search results on the client search page (figure 8).
The status that displays is subject to the ROI settings (default or CoC-specific) and Default Model setting.
In Release of Information settings you also configure the form that will display if “Electronic Signature” is the selected documentation type using the Form Editor (figure 9).
Changes made in Release of Information settings will be recorded in the Audit Log. To view this information, click the Audit Log icon (figure 10).
Information about changes that were made, including who they were made by and when, will display in the log (figure 11).
Configuring Release of Information Settings at the Agency Level
Release of Information settings can also be configured individually for each agency. If an agency has its own ROI settings, these will override the ROI settings established in System Setup.
To configure ROI settings for an agency, navigate to the Sharing tab > Advanced Options > Release of Information (figure 12) (ensuring you are switched into the correct agency first).
If “System Default” is selected, the agency’s ROI settings will be subject to either the Default ROI settings or the ROI settings for the CoC (if applicable).
If “Agency Required” is selected, the same configuration options available in the system ROI settings will be available for the agency.