CareLog Documentation

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Hospital Administrator User Guide ​

This comprehensive guide covers all administrative features and responsibilities in CareLog.

Getting Started ​

Logging In ​

  1. Navigate to CareLog
  2. Enter your administrator account email
  3. Enter your password
  4. Click Login

TIP

Administrator accounts have the highest level of access. Keep your credentials secure and never share them.

Administrator Dashboard ​

Your dashboard provides system-wide oversight:

  • System Statistics: Total users, active patients, pending requests
  • Recent Activity: Latest system events
  • User Management: Quick access to user administration
  • Audit Overview: Recent audit log entries
  • Quick Actions: Common administrative tasks
  • Alerts: System issues or important notifications

User Management ​

Create, modify, and manage all system users.

Viewing All Users ​

  1. Navigate to User Management from the sidebar
  2. See complete user list with:
    • Name
    • Email
    • Role
    • Status (Active/Disabled)
    • Account creation date
    • Last login

Creating New Users ​

Step-by-Step User Creation ​

  1. Click Add New User

  2. Fill in the user information:

    • Full Name: Complete name for display
    • First Name: User's first name
    • Last Name: User's last name
    • Email: Unique email (used as login username)
    • Password: Initial password (user should change this)
    • Role: Select appropriate role
    • Additional Fields: Role-specific information

  3. Click Create User

Roles and Permissions ​

Hospital Admin

  • Full system access
  • User management
  • Audit log viewing
  • Patient oversight
  • System configuration
  • Highest privilege level

Doctor

  • View all patient medical records
  • Create diagnoses and prescriptions
  • Manage appointments
  • Respond to escalated emergencies
  • Access all health logs

Nurse

  • View patient health logs
  • Respond to emergency calls
  • Monitor patient status
  • Escalate to doctors
  • Patient care coordination

Patient

  • Log own health data
  • Request appointments
  • View own medical records
  • Make emergency calls
  • Request family visits
  • Submit feedback

Family Member

  • View linked patient non-sensitive health logs
  • Request visits
  • View patient summary
  • Receive notifications
  • Limited access for privacy

WARNING

Role Assignment: Carefully consider the appropriate role for each user. Roles cannot easily be changed once data is associated with the account.

Editing Users ​

  1. Find the user in the user list

  2. Click Edit or select the user

  3. Modify allowed fields:

    • Name
    • Email
    • Role (with caution)
    • Password reset
    • Status flags

  4. Click Save Changes

Disabling Users ​

Instead of deleting users (which can break data relationships), disable them:

  1. Select the user
  2. Toggle Disabled status to ON
  3. Confirm the action

Effects of Disabling:

  • User cannot log in
  • User data remains in system
  • Historical records preserved
  • Can be re-enabled later

TIP

Best Practice: Always disable rather than delete users to maintain data integrity and audit trails.

Handling Deletion Requests ​

Patients can request account deletion:

  1. Navigate to User Management

  2. Filter by Deletion Requested

  3. Review the request:

    • Check for active medical care
    • Review recent activity
    • Consider data retention policies
    • Consult with medical staff if needed

  4. Either:

    • Approve: Disable account and archive data
    • Deny: Contact patient to discuss

Linking Family Members to Patients ​

Family members must be linked to patients to access their information:

Through User Interface ​

  1. Edit the family member's account
  2. Find the Linked Patients field
  3. Add patient user IDs
  4. Save changes

Through Data Management ​

Family member records contain linkedPatients array with patient IDs.

INFO

Multiple family members can be linked to one patient, and one family member can be linked to multiple patients.

Patient Oversight ​

Monitor all patients and their care.

Patient Overview ​

  1. Navigate to Patient Oversight from the sidebar
  2. View comprehensive patient information:
    • All registered patients
    • Current health status
    • Active diagnoses
    • Current medications
    • Recent appointments
    • Emergency call history

Monitoring Patient Care ​

Health Status Review ​

  • Check recent health log entries
  • Identify patients with concerning patterns
  • Monitor compliance with health logging
  • Track overall patient population health

Care Coordination ​

  • Ensure patients have assigned doctors
  • Verify appointments are being scheduled
  • Monitor emergency response times
  • Check that prescriptions are up to date

Intervention Points ​

Contact medical staff if you notice:

  • Patients with no recent doctor visits
  • Unresolved emergency calls
  • Gaps in care
  • Concerning health trends

Audit Log Viewing ​

Monitor all system activity for compliance and security.

Accessing Audit Logs ​

  1. Navigate to Audit Logs from the sidebar
  2. View complete system activity log

What's Logged ​

Audit logs capture:

  • User Actions: Logins, logouts, account changes
  • Data Access: Who viewed what records
  • Data Modifications: All creates, updates, deletes
  • Medical Actions: Diagnoses, prescriptions, appointments
  • Emergency Events: Emergency calls and responses
  • Administrative Actions: User management, system changes

Audit Log Details ​

Each entry includes:

  • Timestamp: Exact date and time
  • User: Who performed the action
  • Action Type: What was done
  • Details: Specific information about the action
  • Target: What was affected (if applicable)

Using Audit Logs ​

Security Monitoring ​

  • Identify unusual access patterns
  • Detect unauthorized access attempts
  • Monitor failed login attempts
  • Track administrative actions

Compliance ​

  • Demonstrate HIPAA or similar compliance
  • Provide audit trail for inspections
  • Prove proper access controls
  • Document all data access

Troubleshooting ​

  • Track down data issues
  • Understand system usage patterns
  • Investigate user reports
  • Identify system problems

Filtering and Searching ​

  • Filter by date range
  • Search by user
  • Filter by action type
  • Export for analysis

WARNING

Audit Log Integrity: Audit logs cannot be modified or deleted. This ensures accountability and compliance.

System Administration ​

User Statistics ​

Monitor system usage:

  • Total active users by role
  • Login frequency
  • Feature usage patterns
  • Peak usage times

Data Management ​

Database Health ​

  • Monitor database size
  • Check for data integrity issues
  • Verify backup status
  • Review data quality

Backup Management ​

  • Schedule automatic backups
  • Create manual backups
  • Restore from backups if needed
  • Verify backup integrity

Security Administration ​

Password Policies ​

  • Enforce strong passwords
  • Set password expiration policies
  • Handle password reset requests
  • Monitor security events

Access Control ​

  • Review user permissions regularly
  • Audit role assignments
  • Remove unnecessary access
  • Verify user identity

Workflow Examples ​

New Employee Onboarding ​

  1. Receive Request

    • HR provides employee information
    • Verify employee role and credentials

  2. Create Account

    • Add new user with appropriate role
    • Set temporary password
    • Configure any special permissions

  3. Notify User

    • Send login credentials securely
    • Provide user guide link
    • Explain password change requirement

  4. Monitor Initial Use

    • Verify first login
    • Ensure password was changed
    • Check that user can access needed features

Handling Patient Deletion Request ​

  1. Receive Request

    • Patient submits deletion request
    • Request appears in user management

  2. Review Patient Status

    • Check for active medical care
    • Review recent appointments
    • Consult with treating doctors
    • Verify no pending procedures

  3. Evaluate Request

    • Consider medical necessity
    • Check legal requirements
    • Review data retention policies

  4. Take Action

    • If approved: Disable account, archive data
    • If denied: Contact patient, explain reasoning
    • Document decision

  5. Follow-up

    • Notify patient of decision
    • Execute approved deletions
    • Update audit log

Security Incident Response ​

  1. Detect Issue

    • Unusual activity in audit logs
    • User reports compromise
    • Failed login attempts

  2. Investigate

    • Review audit logs thoroughly
    • Identify affected accounts
    • Determine scope of incident

  3. Contain

    • Disable compromised accounts
    • Force password resets
    • Verify no data breach occurred

  4. Remediate

    • Create new credentials
    • Notify affected users
    • Implement additional controls

  5. Document

    • Complete incident report
    • Update security procedures
    • Train staff on prevention

Best Practices ​

User Management ​

  1. Principle of Least Privilege: Grant only necessary access
  2. Regular Audits: Review user accounts quarterly
  3. Prompt Removal: Disable accounts immediately when employees leave
  4. Strong Credentials: Enforce password complexity
  5. Documentation: Keep records of all administrative actions

Patient Oversight ​

  1. Regular Review: Monitor patient care weekly
  2. Proactive Intervention: Address gaps in care promptly
  3. Coordination: Facilitate communication between care team members
  4. Quality Metrics: Track and improve care quality
  5. Patient Safety: Always prioritize patient wellbeing

Audit and Compliance ​

  1. Regular Review: Check audit logs daily
  2. Incident Response: Have a plan for security issues
  3. Compliance Documentation: Maintain required records
  4. Access Logging: Verify audit system is functioning
  5. Retention Policies: Follow legal requirements for data retention

System Maintenance ​

  1. Regular Backups: Ensure daily backups are occurring
  2. Performance Monitoring: Watch for system slowdowns
  3. User Support: Respond promptly to user issues
  4. Updates: Keep system and dependencies current
  5. Testing: Verify critical functions regularly

Security and Compliance ​

Data Privacy ​

  • Protect patient health information
  • Follow HIPAA or local regulations
  • Limit access to necessary personnel
  • Encrypt sensitive data
  • Secure all communications

Access Control ​

  • Implement role-based access
  • Monitor unauthorized access attempts
  • Regular permission reviews
  • Disable inactive accounts
  • Strong authentication requirements

Audit Requirements ​

  • Maintain complete audit trails
  • Preserve logs per retention policies
  • Provide logs for compliance audits
  • Demonstrate access controls
  • Document security incidents

Troubleshooting ​

Common Administrative Issues ​

User Cannot Log In

  • Verify account is not disabled
  • Check email spelling
  • Reset password if needed
  • Verify account exists in system

Missing Permissions

  • Verify user role is correct
  • Check for system-wide issues
  • Review recent permission changes
  • Test with different user account

Audit Logs Not Recording

  • Check audit system status
  • Verify database connectivity
  • Review system logs for errors
  • Contact technical support

Data Inconsistencies

  • Review recent audit logs
  • Check for failed operations
  • Verify database integrity
  • Restore from backup if needed

Support and Resources ​

Getting Help ​

  • System documentation (this guide)
  • Developer documentation for technical issues
  • Vendor support channels
  • IT department for infrastructure

Training Resources ​

  • User role-specific guides
  • Video tutorials (if available)
  • System walkthrough sessions
  • Best practice documentation

Next Steps ​