Confidential Information


  • Introduction
  • Explanation of Confidential Information
  • Restricting Access to Confidential Information
  • Access to Confidential Information
  • Allowable Actions when Confidential Information is Restricted


extendedReach has the ability to hide confidential information from users who have access to a case or home records (such as the case name and dates of service), but do not have a need to see certain details (such as social security numbers and case notes).

The ability to hide confidential information is a system-wide option that must be enabled by an agency administrator. This article will explain what is considered confidential information in extendedReach, as well as who will have access to this information when this option is enabled.

If you have a question not addressed here, you can contact Support. 

Explanation of Confidential Information

The term “Confidential Information” refers to private information regarding cases, homes, and relationships in extendedReach. The following information is considered “confidential”:

  • Case Notes for Activities and Reports
  • File Attachments on Activities and Reports
  • Social Security Numbers, Medicaid Numbers, Driver’s License Numbers, Income

Restricting Access to Confidential Information

For access to confidential information to be restricted, an agency administrator must first enable the following option in the Organization Preferences: “System: Hide confidential information (case notes and file attachments) from staff not associated with case/home”.

Image: “Organization Preferences: System: Hide Confidential Information from Staff Not Associated with Case/Home”

Access to Confidential Information

The following roles have access to confidential information for a case/home. (Learn more in our  User Security Permissions article.):

  • Any worker assigned to case/home (listed on General Tab).
  • The direct supervisor of the above worker.
  • Anyone with one of the following permission boxes checked on their User ID:
    • “Access confidential information for all cases”
    • “Access confidential information for all homes”
    • “Access confidential information for all cases in select homes/facilities” (and the case is placed in one of the listed homes).

For individual activities and reports, a user will have access to confidential information (case notes/files for that activity/report) if:

  • The user has access to all confidential information associated with the case/home (using criteria listed above).
  • The user is the “Performed by” worker.
  • The user is the “Performed By” worker’s supervisor.
  • The user is listed in the “Submit To” workflow for approval.

Allowable Actions when Confidential Information is Restricted

If a user does not have confidential access to a particular case/home:

User can still:

  • 1. Edit a case or home.
  • 2. Add new activities and reports for cases/homes.

User cannot:

  • 1. Use the following features:
    • “Download Files” link (on the Case File and Home File tabs).
    • “Show: Case Notes” filter (on the Case File and Home File tabs).
    • Print “Case Notes” option on the Print Menu.
  • 2. View confidential information.
    • The words “- Confidential Information Not Displayed -” or “Confidential” will appear instead of the information/file.

Image: “Confidential Example”

Image: “Confidential Example”

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