Overview
The Audit Trail in Access Rio EPR records key activity across the system, providing a detailed history of who performed an action, what action was taken, and when it occurred. Audit information can be used to support investigations, governance reviews, security monitoring, and compliance requirements.
Audit Trail reports are designed to complement Rio's clinical history pages:
History pages show what information was recorded within a patient's record.
Audit Trail reports show access and system activity, including reads, updates, inserts, deletions, report generation, and printing activity.
Run Audit Trail reports
Before running an Audit Trail report, you must select at least one filter.
Available filters
You can refine reports using the following filters:
Filter | Description |
Client ID | Activity associated with a specific client record. |
Start Date and End Date | Specifies the date range to be covered by the report. |
Table | Filters to changes made to a specific table in the Rio database. |
User | Filters to activity carried out by a specific user. |
Action | Specific activity of database types such as Read, Insert, Update, Delete, Generate, or Print. |
Extract | Filters by extract type. Applicable to Rio Scheduled Extracts, Reports and Parameters reports only. |
đNote: Audit searches include archived data. Using specific filters can significantly improve report performance and reduce search times.
Run a report
Open the Audit Trail page.
Select the required filters.
Click View Report.
The report will be generated based on the criteria you've selected.
Audit report types
Access Rio EPR provides several audit reports, each designed for different investigation scenarios.
Combined client and system administration actions
Provides a comprehensive view of:
Client related activity.
System administration activity.
User actions across Rio.
This is the best report to use when investigating overall activity.
Client actions only
Shows activity performed against client or patient records, including:
Viewing records.
Updating information.
Adding new information.
Deleting records where applicable.
System administration actions only
Shows administration activity such as:
User account changes.
Access permission updates.
Team and configuration changes.
Page accesses
Displays activity on specific Rio pages and identifies who accessed them.
External system access
Records attempts to access client information through integrated systems, including external viewers and information exchanges.
Archiving actions
Shows when records have been marked for permanent removal.
Lock history reports
Separate reports are available for:
Progress Note lock history.
Document lock history.
Form lock history.
Outpatient Report and Discharge summary lock history.
These reports show locking and unlocking activity, review dates, and applied workgroups.
Additional audit reports
You can also review:
Self Claimed Relationships.
Rio Reports & Parameters.
Scheduled Extracts, Reports and Parameters.
Rio Client Searches.
Urgent Care Client Actions.
Understand audit action types
Many audit reports record the type of database action performed.
Action | Description |
Read | Information was viewed without any changes being made. |
Insert | New information was added. No existing information was changed. |
Update | Existing information was changed. This includes marking an item as 'deleted' (logical delete). |
Delete | Data was physically removed from the database (a 'hard delete'). |
Generate | An editable letter or document was generated. |
An editable document was printed. |
â ď¸Important:
Some deleted records may appear as Update actions rather than Delete actions if Rio uses a logical deletion process.
In some areas of Rio, changes may appear as Insert actions because new versions of data are created to preserve historical records.
Interpret audit report results
The Combined Client and System Administration Actions report includes several key columns.
Column | Description |
Client | The Rio ID of the client involved in the activity. |
Client ID | The client identifier. |
Table | The database table affected. |
User | The user account that performed the action. |
Action | The activity type performed. |
Date Time | The exact date and time of the action. |
Row ID | The affected database record identifier. |
Merged Client | Indicates whether the client has been merged. |
Description | Provides additional details about the action. |
Use the description panel
Many report entries include a description option that provides additional information about the action performed.
The description shows different information depending on the action:
Which record was accessed.
Who performed the action.
Values before and after an update.
Newly created records.
Deleted records.
Lock permissions and workgroup access details.
This information is particularly helpful when investigating administration or configuration changes.
Audit Trail archiving
Audit Trail data can grow quickly as activity increases across the system. Regular archiving helps maintain system performance.
Automatic archiving
If the Audit Archiving Service has been configured, audit records are archived automatically.
Manual archiving
To archive records manually:
Open Audit Trail Archive.
Select a Start Date and End Date.
Click Archive.
Records within the selected date range will be moved to the archive table. Historical information remains available in Audit Trail reports.
Audit configuration settings
Certain system settings affect how audit information is captured and reported.
MaxAuditSrchRow
MaxAuditSrchRow controls the maximum number of records returned by an Audit Trail report.
CRAudit
CRAudit controls whether case record access activity is audited.
When enabled:
Case record access is recorded.
The GenCaseRecordAccess audit table is populated.
Access recommends enabling this setting in live environments.