Health Records are an add on feature available to Guardify accounts for the purpose of uploading, sharing, and storing sensitive PII, HIPAA protected reports, documents and images related to services provided to victims and/or visitors being served at CACs.

Documents, exam data, reports, and mid-resolution photos can be uploaded into a Guardify Health Record along with associated data related to the victim or visitor and service provider for secure sharing, management and storage. Video files cannot be uploaded to a Guardify Health Record.

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When Health Records are enabled for your Guardify Account, all users will have a Health Records section added to their left hand navigation menu.

Any users with the "Manager" or "Interviewer" user role type will have the ability to create and be custodians of Health Records, and can upload files to be maintained in your list of health records, similarly to how interviews are displayed and maintained.

At the top of the screen, "My Records" will show all Health records that are in your custody, while "Shared With Me" will show you any health records that have been shared with you by someone else.

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Clicking "Create" at the top right corner will bring you to a form to fill out, with required fields marked with a red asterisk.

Accepted file types for health records are: jpeg, jpg, gif, bmp, png, heic, pdf, doc, docx, txt, ppt, pptx, key, xls, xlsx, odp, csv, and xlsx. Video and Audio files cannot be uploaded to a health record.

Once a health record is created, it can be accessed in Guardify anytime by the custodian of the health record, and can be shared out with individual people who need access.

The custodian can pick and choose which files in a health record are shared each time they're shared with a new user.

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Each Health Record in Guardify has one primary custodian. When a health record is created, the person who created the record in Guardify is the initial custodian, and they are the person who is primarily responsible for sharing the Health Record out with other users who need access to it.

The custodian of a Health Record can transfer the custody of a record at anytime to a new custodian, the same way that interview custody is transferred.

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Shared Custody

If there are multiple users in a Guardify account that should have shared custody access to Health Records, there is a user permission that can be turned on for any Manager or Interviewer user roles with the CAC or Medical org types. This permission can be turned on by the License Manager by editing any user in the "users & groups" list and checking the box next to "Can access all CAC health records".

This will create a tab in the "Health Records" section that says "CAC Records" where all of the records that are in the custody of CAC or Medical users will appear.

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For more information about Health Records, please contact support@guardify.com

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