The Catalyst application includes a Client Purge module.  The module is to be used by Catalyst Administrators to purge client records en masse, that have passed a set threshold of time since their last admission.

Important Notes About Purging Client Records

Catalyst agencies can easily purge client data per their data retention policies. The Purge Clients option is agency specific and can be accessed by Agency Administrators. The default retention period is set to 10 years (i.e., clients with no admissions/activity in Catalyst for 10 years will be purged if purge option is used). As with all Catalyst data, agency historical data will be hosted on a DATIS database.


Setting Agency Standards

  1. From the Main Menu, select Admin > Administration.
  2. From the Administration Menu, select Agency Preferences.
  3. On the Agency Preference screen, scroll down to the section dedicated to PURGE.
  4. If the Retention Period is set to 0 (zero), Catalyst Users, regardless of user privileges, will not be able to purge clients/charts.
  5. Available options are to Cancel the screen or Save changes.

Setting User Purge Privileges

Before Catalyst users can use this feature. Catalyst user privilege, “Can purge”, must be enabled by someone at the agency with Catalyst user type of Agency Administrator.

  1. From the Main Menu in Catalyst, the Agency Administrator would select, Admin > User Profile >.
  2. Search for and select the Catalyst User.
  3. From the Edit User screen, scroll down and select the User Privileges button.
  4. On the User Privilege screen, scroll down and check the box beside Can Purge and ‘Save‘.

Locating the Purge Clients Module

Once Catalyst User Privileges are enabled, when selected, the menu option appears in the Admin menu.


Functionality

Client Purge Report

The Clients to Purge Report results in the Client Purge Search Result List screen; it lists all clients in the database specific to the Retention Period in Years for Client Purge criteria as identified in the Agency Preferences. All clients on the report should be eligible for purging.



Client records without a Chart/File # cannot be purged.  If a client does not have a Chart/File # assigned, go to the corresponding Client Information screen and enter a Chart/File #.


Clicking on the client name in the list will take the user to the Purge Client Charts screen. Clients can be ordered by clicking on the Name or Chart/File # columns.


The functionality is the same as making the selection from the Admin Menu to Purge Clients.

Purge Clients

  1. From the Purge Client Charts screen, enter the chart / file number and the site number, then click on the Search button; this is a second verification on client eligibility for purging.              

  2. If the client does not have any data that would prevent the purge, the Catalyst User is taken to the next step in the process of purging the chart/file.                                                                                                       
  3. It will be necessary to click on the Printer Friendly Version in order to acknowledge the impact and to enable the Purge Chart button. No purging occurs at this point.   

    Once this window is closed, the Purge Chart button becomes active. Select the Purge Chart button to continue.

  4. After the purge an outcome report displays.

Chart/Files that Do NOT Qualify

It is not possible to purge a client that has associated data more recent than the set Retention Period in Years


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