Help Center Membership Management: Fax, alerts, audit log and plans Audit log (Admin → Audit log)
Audit log (Admin → Audit log)
What it is
A record of what happened in your clinic's portal: who did what, when, from where, and whether it worked. Every view of patient information, every change, every fax opened, and every automatic job is written here.
Why it is there
Privacy rules for patient health information require a record of who looked at or changed patient data. It also helps you answer "who changed this?" and "did the morning run work?".
Who can see it
Roles with View the audit log. By default: owner and admin.
How to use it
- Click Admin in the top bar.
- Click Audit log.
- The Date box starts on today. Pick another date to see that day.
- Next to the date you see N entries for that day.
Viewing the audit log is itself written to the audit log.
Columns
| Column | What it shows |
|---|---|
| Time (ET) | The time of the action, always in Eastern time |
| Actor | Who did it: the person's e-mail, or a system name for automatic work (see below). A blue Prescripta support pill means Prescripta support did it while inside your clinic. |
| Role | The person's role at the time (owner, admin, provider, nurse, staff). Blank for automatic work. |
| Action | What was done, in a short code (see the table below) |
| Resource | The kind of thing it was done to (for example member, order, fax, settings, user, sync) and the first 8 characters of its id |
| Outcome | success (green), or error / denied (red) |
| IP | The internet address the person was using |
Entries are listed newest first.
Common system names in the Actor column
| Actor | Meaning |
|---|---|
| system | An automatic job, such as the morning run or an hourly check |
| system:ai | The AI reading a received fax |
| system:fax | A fax delivery status update |
| fax:[company] | The fax company telling the portal about a fax |
| emr:[name] | A message from your EMR (for push-style EMRs) |
| system:billing | A billing change, such as a suspension after a cancelled subscription |
| user:[long id] | A job a person started (for example Sync now), shown by the person's id |
Common actions
| Action | Plain meaning |
|---|---|
| dashboard.read | Opened the Dashboard |
| member.list / member.read | Opened the Members list / a patient's page |
| member.update / member.create | Changed / added a patient |
| member.merge | Merged two duplicate records |
| note.create / note.delete | Added / deleted a note |
| followup.create | Logged a follow-up call |
| order.create / order.stage / order.status.update / order.cancel | Opened / prepared / changed status of / cancelled an order |
| order.pharmacy.submit | Sent a prescription to the pharmacy |
| order.rx.pdf | Opened a prescription PDF |
| order.fax.send / order.fax.result | Faxed a prescription / the fax result |
| fax.inbox.read / fax.outbox.read | Opened the Fax Inbox / Sent list |
| fax.document.view | Opened a fax document |
| fax.send / fax.resend / fax.update / fax.delete | Sent / resent or forwarded / marked handled or linked / deleted a fax |
| fax.received / fax.ai.review / fax.ai.reread | A fax arrived / the AI read it / someone asked for a re-read |
| notification.list | Opened the Alerts page |
| settings.update | Changed settings |
| users.list / user.create / user.update / user.remove | Opened Users / invited / changed / removed a user |
| roles.update | Changed what a role may do |
| sync.run / sweep.run | Started Sync now / Re-run alert sweep |
| job.morning-run / job.hourly-sweep | The morning run / an hourly check finished |
| sync.zenoti (error) | The EMR pull failed during a run |
| audit.read | Opened the Audit log |
| session.create / session.signout / session.switch | Signed in / signed out / switched clinic |
| ai.brief.regenerate | Asked for a new AI brief |
Questions people ask
Q: Can I delete or change an audit entry?
A: No. Nobody can, not even Prescripta. Entries are kept for at least six years, and every night (1:15 AM Eastern) the previous day's entries are copied to locked storage that cannot be changed or deleted for seven years.
Q: I can't find something that happened last night.
A: The log groups entries by the world-standard (UTC) calendar day. That day starts at 8:00 PM Eastern in summer (7:00 PM in winter). So actions late in the evening show up when you pick the next day's date. For example, something done at 9:30 PM Eastern on 10/24/2026 is listed under 10/25/2026.
Q: What does "Prescripta support" next to an entry mean?
A: Prescripta support did that action while inside your clinic to help you.
Q: An entry says "denied". What happened?
A: Someone tried something their role does not allow. Nothing was changed.
Q: Why are there so many entries?
A: Every page that shows patient information is recorded each time it opens. That is required for privacy.
Q: Can a nurse see the audit log?
A: Not by default. The owner can give a role View the audit log in Admin → Roles.
Q: Is there an export?
A: No. Clinics cannot export the audit log. You can view it on this screen. If you need a copy for an audit, contact support.
Q: What if the portal cannot write to the audit log?
A: Then it refuses the action and shows The audit record could not be written. Please try again. Patient information is never shown without a record.