3.1 Authorised staff
Access to PSOLIS is restricted to authorised staff members employed in public MHS who have been issued with a HE Number including:
- Mental health clinicians working in Emergency Departments.
- All Nursing and Allied Health Staff employed by MHS.
- Visiting psychiatrists, however, rights of access will change as appropriate when they move between services.
- Medical and psychologist registrars during their period of employment in public MHS.
The following exclusions should be observed:
- Staff with generic (shared) HE numbers will not be permitted access to PSOLIS.
- Agency staff and/or students* will not be permitted access to PSOLIS. If required, a student’s Supervising Officer’s HE number is to be recorded on PSOLIS and the work can be jointly signed off.
* In exceptional circumstances, students who are providing direct clinical services to clients independently, can be issued a HE number at the discretion of the MHS Manager or Director.
Note: Twenty-four hour access to information on clients of mental health services by medical staff without an HE number will continue to operate under existing guidelines. This is available from Graylands Hospital.
3.2 Process to obtain access
Persons requiring access will need to complete the DoH, WA “Request for Access to Computing Applications” Form HFN-030 available on the Intranet or from health service local administrators. Only the Head (Manager or Director) of a MHS is authorised to approve this form.
3.3 Security and access levels
To manage the security of the information in PSOLIS, the application is divided into different areas. The largest division is between streams (Child and Adolescent Mental Health Service (CAMHS), Adult, and Elderly). Each staff member will be given access only to the areas they require as part of their role in the organisation. For example, a staff member in the CAMHS stream will be able to access all of the clients’ records within the CAMHS stream including inpatient and ambulatory programs. Certain areas in PSOLIS are only accessible to the local and and/or state administrators.
For more information, refer to the PSOLIS User Manual, which is available at: http://psolis.health.wa.gov.au
There are two levels of access available as follows:
- Service level access: Service level access is governed by Heads of MHS and carried out by the local administrator. Security is set at the stream level and access can be provided to treating clinicians and relevant administrative staff within health services as appropriate for their role.
- Global level access: Global level access permits the viewing by all approved users of the system of a limited data set including demographic information, record numbers, alerts, crisis plans and the dates, location and contact details for recent service events. A treating clinician can contact the appropriate service for additional clinical information pertaining to a given client.
3.4 Additional access
3.4.1 Role Access
Additional role access (outside of a given stream or organisation) may be granted to approved clinicians in CAMHS, Adult or Elderly streams who work across organisations or streams. This access will need to be approved on a case by case basis by the Head of the MHS. The two issues of access and security should be clearly understood when providing additional role access to other approved clinicians:
- There is clearly an advantage in providing access to clinicians who work across organisations or streams in terms of easy access to information for the provision of care and for the collection of outcome measures, however it is imperative that this is managed in a responsible and accountable manner. Additional role access should not be given arbitrarily but should be based on work practices, clinical reasons and a 'need to know basis'.
- It should be noted that if additional role access were provided, the level of security that currently exists within a stream in an organisation would not be the same, as it will be widened to include the other stream or organisation.
3.4.2 Access to a client’s records
Access to a specific client’s records in PSOLIS can be granted to clinicians in other public mental health services in Western Australia, for the provision of care. Only Heads of MHS can grant permission to access PSOLIS records for a specified period of time and an ‘end date’ must be entered. Access will normally be granted following completion of a standard form that can be emailed or faxed.
Forms can be accessed from: http://psolis.health.wa.gov.au
3.4.3 Access granted to publicly funded privately managed mental health services (agencies)
Agencies outside the public mental health sector maybe granted restricted ‘read only’ access to PSOLIS under the following conditions:
- The agency receives funding from the public MHS or the MHD to provide care to mental health patients.
- Written permission must be obtained from the Executive Director, MHD and the Head of the funding MHS prior to restricted access being granted to staff working in the agency.
- Permission will be granted only after relevant policies and procedures defining the conditions of access to PSOLIS are developed in collaboration with the funding MHS or the MHD and implemented by the funded agency.
3.5 Record Blocking
Blocking of patient records should only occur in exceptional circumstances for example in cases of stalking, witness protection and child custody disputes. Heads of MHS will be able to authorise the blocking of patient records following prescribed protocols. Local Administrators will carry out the blocking procedure.