The Automation Settings allow System Administrators to configure automated tasks within the system, ensuring timely actions on referrals, user sessions, and data management. This allows the administering organisation to configure settings to fit to their specified data management policies.
Accessing Automation Settings
To manage automation settings, navigate to:
Settings → Automation
Only administrators can access the automation setting, where they can configure timeframes for referral updates, session timeouts, consent expiration, user deactivation, and data redaction.
Configurable Automation Settings
The following settings can be configured to the preferences of the administering organisation:
Overdue Referral Timeframes
Referrals are automatically marked as “Overdue” if these limits are exceeded:
- Update Within: The referral must be updated within this number of working days.
- Close Within: The referral must be closed within this number of working days.
This tool helps the system administrators to notify recipients of referrals to take action within the expected timeframes of the network.
The receiving organisation is notified with system messages and badge notifications to alert the users to referrals which require immediate action.
Urgent Referral Timeframes
Referrals marked urgent follow different timeframes to ensure priority handling:
- Update Within: The referral must be updated within this number of working days.
- Close Within: The referral must be closed within this number of working days.
This enables the sending organisation to ensure their referrals are expedited through the process and ahead to shorter timeframes for prioritisation.
Session Timeout
Users are automatically logged out after a period of inactivity.
- Log Out After: Specifies the time (in minutes) before the system logs out inactive users.
This feature is useful to help prevent users leaving themselves logged in on shared devices.
Consent Expiration
Client and referral data will be inaccessible by the sending and receiving organisation when the client’s consent expires.
- Consent Expires After: Specifies the number of days before a consent renewal reminder is triggered.
When a client’s consent expires, the user will see a “consent expired” screen when they try to access the client details after the expiration period. The screen content will differ depending on the role of the user in the context of the client’s referrals.
- If the user works for the sending organisation then they will see a “Renew Consent” screen, which features the client’s contact details and the ability to enter a new consent date (after they obtain the consent from the client).
- If the user works for the receiving organisation then they will see a “Request Consent Renewal” screen, which allows the user to notify the sending organisation of the request through the in-app messages.
User Account Deactivation
User accounts are automatically deactivated if inactive for a certain period.
- Deactivate User After: Specifies the number of days since the user’s last login before deactivation.
This feature helps to prevent stale user accounts from accessing the system.
Data Redaction
Personal information and sensitive data from clients, and referrals is redacted after a set period of inactivity.
- Redact Data After: Specifies the number of days before data redaction occurs.
- Changes to this setting require support intervention. Administrators must contact support to modify this setting. This system setting is protective due to the potential destructive nature of the setting if applied incorrectly by mistake.
Redacted data
Personal information relating to a client includes:
- Title
- Name
- Preferred pronouns
- Date of birth
- Partial address (Lines 1, 2 and 3, Postcode)
- Telephone number(s)
- Email address
- GP information
- NHS number
- Notes
- Files
- Consentee name
Sensitive information relating to a referral includes:
- Questionnaire responses
- Notes
- Files
Retained data
The following non-identifiable client data will be retained, to assist with reporting:
- Partial address (Town/City, County)
- Residing local authority
- Gender
- Consent date
Retained information relating to a referral includes:
- Sending organisation
- Receiving organisation
- Issue
- Created by (user ID)
- Client age (at time of the referral)
- Dates and timeframes of status changes
Considerations
- Referral timeframes ensure that cases are addressed promptly and flagged when overdue.
- Session timeouts help improve security by reducing the risk of unauthorised access.
- Consent expiration reminders help maintain compliance with data protection regulations.
- User deactivation prevents inactive accounts from lingering in the system, enhancing security.
- Data redaction ensures compliance with data retention policies, removing personal details after a specified period. This can vary based on the types of data the administering organisation is asking to be collected in the questionnaire, and the services (issues) covered by the system.