Sometimes an individual client or household will request their data not be shared in Clarity Human Services outside the agency they are being served by. When this occurs and the agency is configured to share data with other agencies, the client record or components of it can be made private.
In addition to making the client record itself private, the following components of the client record can be made private:
- Location records
- Contact records
- Service items
- Program enrollments
When a client record or component of the record is made private, only staff members for whom the creating agency is their home agency (or if they are switched into the agency) will be able to see the information.
Making the Client Record Private
To make the client record private, navigate to the Client Privacy shield icon in the upper right-hand corner of the client record (figure 1).
Click Private (figure 2) and then click Save Changes.
The record will now be private and will not show up in search results to staff members at other agencies.
Note that client records cannot be set to Private if there are services recorded by multiple agencies in the client record.
Making Location, Contact, Notes, Files, Service Items, and Referrals Private
Making any of these items private is accomplished the same way: when recording or editing the item, toggle on the Private setting (figure 3).
Making Program Enrollments Private
To make a program enrollment private, navigate to the enrollment in the client record and click the edit icon next to Assigned Staff (figure 4).
Toggle on Make Program Private (figure 5).
The enrollment will be private and will not display to outside staff on either the History or Programs tabs. The enrolling staff member (Assigned Staff) will not display to outside staff. Making an enrollment private also makes all program-level services, notes, files, forms, and assessments private.