The search lookup results table contains the following fields: 

• • Time of Search – Date and time search lookup took place. 
  
• • User ID – User that performed the search. Clicking on User ID will take you to the Search page to review accesses. 
  
• • Search String – Exact search criteria user typed in. 
  
• • Search Method – Search method user used (MRN, Name, Phone, SSN, etc.) 
  
• • Patient Clicked – If the user clicked on a patient after the search, the patient’s MRN will be populated. 
  
• • Patient Name – Patient name will be displayed if the user clicked on the patient after search. 
  
• • Access Info – Link to Full Access Info page for the unique user/patient. 
  
• • Explained – Access to the patient was explained via an appropriate explanation. 
  

Note: Use sort options to review access and/or Search box to limit results. 

Search Lookup Tips 

Broad Searches 

• • Use small segments of time (like a weekend). Sort by user and look at the user’s access. If the user searches mostly by MRN, and there is a random search by name, check that name for appropriate access. 
  
• • Sort by Patient Name and then in the table search box (top right of results), type in False to view only accesses that the system could not find an appropriate reason for access. 
  
• • If the user searches mostly by name, look for a change in pattern. For example: The user searched most patients by the patient’s full name. Look for searches conducted by that user with just last name or last name and first initial. 
  
• • Check the user’s search access to multiple people with the same last name by sorting on the Patient Name field. 
  

Targeted Searches 

• • In the Search Lookup options (Search Text field), enter a high-profile name or partial text. For example: Taylor Swift or Swift. If someone has searched on these names, run an audit on their access. 
  

Note: Even if the high-profile person is not a patient at your hospital, finding users that are searching for high-profile individuals often uncover other inappropriate activity. 

• • User high-profile names found in local media (newspaper, local television, social media, etc.). In the Search Lookup options (Search Text field), enter a high-profile name or partial text. 
  

Clicking on the Saved Searches page displays a list of all your saved searches, including the date the saved search was created, the user (owner) that created the saved search, saved search visibility (Private or Organization) and the title of the saved search. Saved Searches are also displayed on the Dashboard. 

Clicking on the gold info icon provides a description of the saved search, if one was included by the saved search owner. Clicking anywhere else (other than the info icon), will take you to the search results. 

Note: Use sort options to quickly find a saved search and/or Search box to limit results. To delete a saved search, check the box to the left of the saved search, and select “Delete Saved Search” from the Select an Action drop down box. 

Saving Search Snapshots allow users to lock results to review and/or save for historical reference. When desired search criteria are entered, click on the Snapshot Search button. Assign a title for the search, limit results to a defined number (optional), and choose to have results randomly selected (optional). 

Note: Unlike Saved Searches, Search Snapshots DO NOT run daily. When search snapshots are taken, the results are locked in place and stored on the Search Snapshots page for review. 

Clicking on the Search Snapshots page displays a list of all your saved search snapshots, including the title, the user (owner) that created the search snapshot, the number of results the snapshot was limited to (if applicable), the date the snapshot was created, and the ability to delete the search snapshot. 

Notes: Search Snapshot results are displayed on the Search Snapshots page. Results can be reviewed directly from this page, by clicking on “i“ icon. Clicking on the “i“ icon opens a new tab, preserving you search snapshot results. 

Search Snapshots cannot be modified. If changes are needed, a new search snapshot will need to be created from the Search page and the existing search snapshot deleted.