Who may do what? Roles, separation and logs

Roles in the team

Each person has exactly one role in their team; it decides what the person may do in the portal.

• “Read only” sees cases and changes nothing.
• “Case handling” also edits cases.
• “Administration” also maintains the location and the team.
• “Audit/IT” is there for audits and IT administration: it sees the team, the change history and the operator’s accesses – it never sees cases or case contents.

An access applies to the whole organisation or to one location.

Separate data

The data of the organisations is processed separately in the portal. With every access to a case the portal checks the permission of the account: a case can only be retrieved by the referrer and by the care providers informed or chosen, each within the released extent; other accesses are refused. Team notes are only seen by the own team.

The operator’s access

We do not look at case contents in regular operation. Access is only allowed to persons with a separate permission, read only and only with a documented reason from a fixed list. It is logged before reading, and the administrators and “Audit/IT” of the organisation see it in the portal under “Settings” → “Operator access log”.

What is logged

• Events in the history of a case, for example which care providers were informed and how they responded
• Changes to teams and roles
• The operator’s accesses to case contents
• Sign-in attempts and security events
• Deletions

Logs, too, are deleted after fixed periods; which ones is listed in How long do we keep what?.

What you can do yourself

• Require the second factor for your whole team.
• Only assign the role a person needs, and remove the accesses of people who no longer work in the team straight away.
• Do not enter names, addresses or dates of birth in free texts.

Read more

• Security at a glance
• Who sees which details?
• Sign-in with a second factor