User Audit Records provide an electronic paper trail of an authorized user's actions within each practice and are available at the Organization level.
User Permissions: Only Organization Admins and Managing Organization Admins can access this feature. For more information on user profiles, click here.
Accessing User Audit Records
Let's review how to access the User Audit Records in the RCM!
- Navigate to the Organization Admin and click User Audit Records.
- Update the parameters to generate the audit record.
- Finally, select Update to generate the record. Additionally, you can click Download to generate an Excel document of the record on your computer.
Note: The Excel download is limited to 5000 line items. Multiple downloads with refined parameters may be required.
Available Filters
- Start and End (Dates): The period during which the action took place. If you're uncertain about the exact timeframe, it's best to set the report start date back by 6 to 12 months.
- Practice: This filter allows users to refine the results on a practice-by-practice basis.
- User: If the inquiry is specific to a user, select the user's name to filter results to that user's actions only.
- Object Type: If the inquiry is specific to a particular area of the RCM, select Object Type based on what is being audited. See definitions below.
- For example, Several Insurance profiles were recently updated with incorrect information. To determine what occurred, filter results by selecting Insurance Profile.
- Object Action: If the inquiry is specific to a particular action, select the Object Action based on what change occurred.
- For example, Several claims have recently been voided without a note indicating why. Results should be filtered under Object Actions by selecting Void to determine what occurred.
Object Type Definitions
- Behavioral Diagnosis Profile - indicates when updates are made to the patient's diagnosis.
Eligibility History - indicates when eligibility history has been created for a patient via eligibility checks.
Emergency Contacts - indicates when emergency contact information is added to the patient's treatment episode.
Patient - indicates when a patient was added, or their profile was updated.
Patients Insurance Profile Payers Section - indicates when changes were made within the insurance set.
Patients Insurance Profile Policy Holder Section - indicates when changes were made within the insurance set.
Patient Insurance Set - indicates when an insurance set has been created for the patient.
Patient Payment - indicates when a patient payment was refunded or voided.
Prospective Patient - indicates when a prospective patient has been added to the RCM.
Treatment Episode - indicates when a treatment episode was added to the patient's profile.
Treatment Episode File - indicates when a file was added to a patient's treatment episode.
Treatment Episode Insurance Eligibility - indicates when an eligibility check was performed, viewed, or corrected.
Treatment Episode Notes - indicates when a note was added to the patient's treatment episode.
Treatment Episode Patient Profile - indicates when a treatment episode was added or updated to the patient profile.
Treatment Episode UM Workflow - indicates when an update was made to the follow-up date of the patient's Utilization Management review.
Utilization Plan - indicates when a utilization plan was created or updated.
Utilization Plan Note - indicates when a note was added to a utilization plan. - Insurance Profile - indicates when a new or updated insurance profile was added for the patient.
Insurance Profile Benefits Section - indicates when information has been added or updated in the Benefits section of the patient's insurance set.
Insurance Profile Payers Section - indicates when changes were made to the patient's profile insurance.
Insurance Set - indicates when an insurance set is added or updated. - Attendance Import Batch - indicates when attendance has been recorded via the import feature.
Claim Creation Batch - indicates when one or more claims were created in the Work Center.
Claim Edits - indicates when a claim was edited using the
Combined Service Set Treatment - indicates when a combined service set was recorded and/or deleted in the Attendance Calendar.
Treatment - indicates when a treatment was added to the Attendance Calendar and includes the patients and service names. - Claim - indicates changes made to the claim, such as queue updates, follow-up date changes, and
Claim Instance - indicates when a claim was created and/or submitted.
Claim Instance Attachment - indicates when a claim was submitted with an attachment
Claim Instance Deviation - indicates when a correction was prompted for an insurance claim or a patient billable.
Claim Issue - indicates when an issue was tagged to a claim.
Claim Issue Source - indicates when a Claim Issue Source has been added or updated in the Managing Organization.
Claim Issue Type - indicates when a Claim Issue Type has been added or updated in the Managing Organization Admin.
Claim Note - indicates when a note has been added to a claim.
Claim Processing Event - indicates when a Claim Processing Event was ported into the system and updated in the claim.
Claim Queue Type - indicates when a Claim Queue Type has been added or updated in the Managing Organization Admin.
Provider Level Adjustments - indicates when a provider level adjustment has been made to a payment collection.
Payment - indicates when a payment was manually matched to a claim and includes both the claim and payment numbers.
Payment Collection - indicates when a payment collection was created and the number of that collection.
Report - indicates when a report was run and provides the name of the report and the parameters used to generate it. - ACH Account - indicates when an ACH account was added, charged, or deleted.
Adjustment Reason - specifies when an adjustment was applied to a patient's billable and the reason why.
Cash - indicates when a cash payment was recorded or refunded.
Credit Card -indicates when a Credit Card account was added, charged, or deleted.
Patient Billable Adjustment - specifies when an adjustment was applied to a patient's billable, the patient's name, and the reason why.
Patient Billable Applied Payments - indicates when a patient's payment is applied/unapplied to a billable and includes the patient's name, the billable number, and the amount.
Patient Billable Instance - indicates when a billable was created and/or approved.
Patient Billing Note - indicates when a note has been made to the Patient Billing tab of the patient's profile.
Payment Plan/Payment Schedule/Planned Payment - indicates when a payment plan was added, updated, deleted, and/or completed.
Payment Request - indicates when a payment request was sent or resent and includes the patient's name.
Private Pay Set - indicates when the patient's treatment episode was set to private pay and includes the patient's name.
Statement - indicates when a statement has been added and/or emailed. - Claim Form Rule - identifies when a new Claim Form Rule is added or an existing one is altered.
Claim Line Item Rule - identifies when a new Claim Line Item Rule is added or an existing one is altered.
Claim Status Type - indicates when a claim status was added or updated.
Closed Fiscal Period - indicates when the fiscal period was closed or reopened.
Combined Service Set - indicates when a combined service set was created and/or deleted.
Combined Service Set Profile -indicates when a combined service set billing profile was created and/or deleted.
Eligibility Check Schedule - indicates when an eligibility check schedule was created and/or deleted.
Facility - indicates when an update is made to the facility profile.
Payer - indicates when a payer has been added, updated, or deleted, and includes the affected payer name.
Payer File - indicates when a payer file has been added, updated, deleted, or viewed, and includes the affected file name.
Payer Plan - indicates when a payer plan has been added or an existing plan has been updated.
Payer Rates Import Batch - indicates when payer rates have been added to the system using the import feature.
Practice - indicates who and when submitted treatments from the Attendance Calendar to the Work Center for billing.
Practice Access - indicates when permissions of a user profile were updated that affect their ability to access certain practices.
Practice Insurance Billing Profile indicates when a payer has been added, updated, or deleted, and includes the affected payer name.
Practice Insurance Pay To Profile - indicates when changes have been made to the Insurance Billing section of the Practice Admin.
Professional Service Line - indicates when a professional service line was added to a billing profile and includes the procedure code and modifier (when applicable).
Rendering Provider - indicates when a rendering provider profile has been added, deleted, or updated, and includes the name of the rendering provider.
Rendering Provider Reference - indicates when a rendering provider profile has been referenced or deleted from the facility, and includes the name of the rendering provider.
Scheduled Change Set - indicates when a scheduled change set has been added to the system and includes the item the change set was added to, as well as the effective date of the change.
Service - indicates when a service has been added or updated and includes the name of the service.
Service Billing Profile - indicates when a service billing profile has been added or updated and includes the name of the profile.
Service Billing Profile Reference - indicates when a service billing profile has been referenced or updated in the facility and includes the service name and name of the profile.
Service Grouping Rule - identifies when a new Service Grouping Rule is added or an existing one is altered.
Service Rate - indicates when a service rate, standalone authorization, or private-pay plan has been created, updated, and/or deleted. The information provided includes the patient's name, admission date, service name, date range, and unit rate.
Standalone Diagnosis - indicates when a standalone diagnosis has been added or updated in the patient's treatment episode.
User - indicates when a user has logged in and logged out.
User Permission Matrix - indicates when a user's permissions were updated.
Helpful Hints
Click below to review helpful hints about utilizing the User Audit Records feature.
- Yes! To examine the parameters used to generate a specific report, update the Object Type field to Reports. This will provide a record of each report run and the specific selections made for each filter used to generate the results.
- Claim splits can occur for multiple reasons. We always recommend first identifying the last day of service on the first claim, then the first date of service on the second claim. This will provide a starting point for where the issue may be occurring. If you are struggling to identify the issue, we recommend using the following Object Types to help determine the root cause:
- Scheduled Change Set - look to see if any scheduled change sets were created with an effective date that falls within the starting point of the split.
- Claim Form/Claim Line Item/Service Grouping Rule - look to see if there were any rules created or updated that may be affecting the claim.
- Service Billing Profile - use this option to see if any changes were made to the billing profile used to create the claim.
- Click the Download button to automatically download a copy of the records to your computer, which you can then print.
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