Tags

A tag is a label, such as “diabetic”, “night shift” or the name of a customer account, that your organization applies to patients and to staff. Tags help you filter lists. They can also limit which patients a staff member sees (see Restricting access by tag).

The Tags screen lists your organization’s tags and is where you create, change and delete them. Tags are applied to a patient or a staff member from their own record.

The list

Each row shows the tag’s name in its colour, its description, and a Hidden badge if the tag is hidden from restricted users. From a row’s menu you can Edit or Delete the tag. The list shows 25 tags per page, and the refresh button next to Create Tag reloads it.

Creating and editing a tag

Choose Create Tag and fill in:

• Name, up to 32 characters. Names are saved in lower case, and each name can only be used once in your organization: saving a name another tag already has is refused with a message saying so.
• Color and Description, both optional.
• Hidden from restricted users, on by default. See below.

Edit changes the same fields. To remove a tag’s colour or description, empty the field and save.

Deleting a tag

Deleting a tag is permanent, and removes it from every patient and staff member who carries it. A tag that is part of someone’s access restriction cannot be deleted. Change that person’s restriction first.

A staff member who is restricted to certain tags cannot create, change or delete tags, even if their role lets them manage tags: deleting a tag would remove it from patients they can’t see.

Restricting access by tag

An administrator can restrict a staff member to certain tags, from the Patient access restriction card on that person’s user record. A restricted staff member only sees patients who carry all of the chosen tags. Everyone else in your organization’s care is invisible to them, in lists, searches and records alike. With no tags chosen, they see every patient. Nobody can change their own restriction: the card is shown on your own record too, but saving it there is refused. A restricted staff member cannot change anyone else’s restriction either.

Restrictions suit logins that should only ever see one part of your patients, such as an analytics account for a single customer.

Hidden tags

Restricted staff do not see tags marked Hidden from restricted users, except the ones they are restricted to. Leave boundary tags such as customer accounts hidden, so a restricted user cannot discover the others. Turn the setting off for ordinary tags, such as departments or conditions, that restricted users should still be able to filter by.

Who sees what

The Tags screen needs the permission to manage tags. Every staff member can use the tags they are allowed to see as filters elsewhere. Viewing and changing someone’s restriction need their own permissions.