How do I manage confidential alerts and ring-fencing sensitive notifications?

Protecting sensitive client information and ensuring that only authorised staff have access to specific care data is a core priority within Platform for Care. This guide explains how administrators can utilise "Confidential Alerts" and "Ring-Fencing" (Employee Restrictions) to maintain privacy and comply with strict care requirements.

1. Setting Up Confidential Client Alerts

Client alerts are designed to provide staff with immediate, critical information upon opening a profile. For sensitive information, administrators can define specific alert types with colour-coded visual cues.

1. Define Alert Types: Navigate to Admin and select Alert Types.
2. Configure: Select the Alert Types tab and click Add Alert Type.
3. Visual Indicators: Fill in the description (e.g., "Medical" or "Behavioural") and choose a representing colour.
4. Allocate to Clients: Go to the Client Alerts tab, click Add Alert, select the relevant client(s), and enter the sensitive details.
5. Visibility: Once saved, these alerts will appear as a pop-up every time an authorised user opens that Client Profile, ensuring critical info is seen immediately.

2. Ring-Fencing (Restricting Employees)

"Ring-fencing" is the process of ensuring specific employees are prevented from being rostered to certain clients, whether for privacy reasons, family conflicts, or clinical suitability.

1. Access Client Profile: Go to Client > Active Clients and open the specific client's profile in Edit mode.
2. Navigate to Restrictions: Click on the Restricted Employees tab at the top of the page.
3. Identify Staff: Use the search function to find the employee(s) you wish to restrict.
4. Apply Restriction: Tick the box to the right of the employee's name and click Update.
5. System Enforcement: The restricted employee is now blocked from being assigned to any shifts for that specific client.

3. Managing Access Levels for Sensitive Data

To ensure shift data remains confidential, administrators must set appropriate permission structures for different roles.

• Access Control: Go to Financial Admin and select Access Level (for admin staff) or Employee Access Level(for care workers).
• Permissions: Define exactly which areas of the system a role can Add, Edit, Delete, or View.
• Audit Trail: Use the Activity Log (found under the three-dot action button on most profiles) to track who has viewed or modified sensitive records.

Troubleshooting Sensitive Data Access

If a worker can see information they shouldn't, or a coordinator cannot assign a necessary worker, check the following:

• Restriction Check: Verify if the employee is listed in the client's Restricted Employees tab.
• Role Permissions: Review the Access Level assigned to that employee to ensure they do not have broad "View" permissions for all client general notes.
• Published Roster: Remember that workers can only see detailed shift notes for clients once the roster has been Published