This Administrator Guide provides ClientTrack Administrators with the detailed information necessary to perform their standard day-to-day functions and tasks in ClientTrack. The terminology and screenshots used in this Administrator Guide are taken from ClientTrack's baseline functionality.

Two ClientTrack Environments

Although some ClientTrack Administrators may have access to additional databases, all should have access to the two detailed below after ClientTrack implementation.

Training Environment

Your Training Environment (which generally includes _train at the end of the environment's URL) is where the service delivery team will construct your new implementation. All demonstrations of features and functionality during ClientTrack's implementation will be given out of the Training Environment. Your Users will be given accounts to the Training Environment and provided training on the new system per the terms of your contract. The
Training Environment never goes away and, as such, continues to be a valuable resource to your organization.

As you bring on new staff members, they can utilize the Training Environment to familiarize themselves with your system without risking the data purity of the Production Environment. As new opportunities to utilize ClientTrack within your organization are identified, these changes will be implemented first in the Training Environment. This will allow you to play with, test, and verify any new changes without creating any downtime for your Production Environment.

Production Environment

Your Production Environment is where all actual data will be stored. While fake and scenario-based data can be entered into the Training Environment, the data in your Production Environment should only consist of existing client and transactional records. Your Production Environment will generate all reports on outcomes and other metrics. As such, it is essential to follow two guiding principles:

• Verify that Users of the Production Environment have sufficient training to do so.
• Avoid making functionality changes directly to the Production Environment. Untested changes may have the unintended consequence of crippling access to a specific form or workflow, preventing Users from completing their duties in the environment. All changes to the Production Environment should be made to the Training Environment, thoroughly tested, and then brought forward into the Production Environment through a Configuration Sync.

HIPAA Compliance

In terms of data security, All ClientTrack software is fully compliant with the Technical Safeguards standards as outlined in the Health Insurance Portability and Accountability Act (HIPAA) Security Rules. Additionally, ClientTrack software enables customers to maintain full compliance with all Administrative Safeguards and provisions within the Security and Privacy Rules of HIPAA.

ClientTrack software includes technical safeguards designed to ensure that information is maintained and transmitted securely. Additionally, ClientTrack software provides comprehensive capabilities to implement flexible security and access control policies based on customer needs and information security policies.

ClientTrack software is unique in that data accessibility can be determined through the standard Memoranda of Understanding (MOU), individual client sharing preferences, and even individual client preferences. ClientTrack software can genuinely meet any customer’s need for an appropriate security and access control model.

Eccovia Responsibilities

Data integrity is at the very core of what Eccovia offers, and it is our top priority to ensure your clients' personal information is kept secure. We take the following steps to make this possible:

• Actively monitoring security practices to ensure customer data is managed according to established best practices.
• Supporting the escalation and security needs of our customers.
• Reporting as required in accordance with the HIPAA Omnibus Rule.

Customer Responsibilities

ClientTrack enables organizations to maintain full HIPAA Compliance. However, it is within our client’s responsibility to take reasonable care to maintain data confidentiality. These actions include, but are not limited to:

• All User accounts should be in the full name of the said user instead of generic roles like "Administrative Assistant" or “Case Manager.”
• Paper or electronic records (including records stored on hard drives or other electronic media) containing covered information should be disposed of properly.
• Users should be prohibited from leaving their workstations “logged-in” or keeping open paper materials and files containing covered information on their desks when they are not at their desks.
• At the end of the workday, all files and other records containing covered information should be secured in a manner consistent with protecting personal information security. 
• Users should be encouraged to report any suspicious or unauthorized use of covered information.

System Administration

System Properties

The system properties page allows ClientTrack Administrators to control specific systemwide settings in their ClientTrack environment. Each property is listed with help text in the Description column that can be accessed by moving your mouse over the icon.

Navigating to System Properties

System Properties are managed by going to the Home Workspace, Global Administration Menu Group, then the System Administration Menu Group, and finally selecting the System Properties Menu Option.

Notable System Properties

System Update History

The System Update History provides ClientTrack Administrators information about when their environment was updated and the details of that update. Updates include changes to the ClientTrack application or synchronizations (e.g., from your Training Environment to your Production Environment.) For more about synchronizations, please see the Configuration Syncs section.

System Update History lists out all of the updates to your solution. Several search options on the top of the screen allow you to filter by date or specific update. You can also choose to Exclude Environment Synchronizations or only Show Items with Release Notes by checking their corresponding checkbox.

You can also view the Release Notes for each item by selecting the blue hyperlink next to the corresponding system update. This is also a feature that allows you to verify whether or not a sync has taken place as scheduled if needed.