What we do with your documents, in plain language.
Setting up a practice means handing over identity documents, licence records, tax filings and bank details. Here is how those are handled, and what we will not claim.
Everything you send us, whether through the client portal or a link we email you, travels over an encrypted connection. Nothing sensitive is ever requested by plain email attachment.
Documents are stored encrypted on disk. Someone who obtained the underlying storage would still not be able to read them.
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Every staff account requires a password and a short numeric code from a second device. Accounts are individual; nobody shares a login.
document handling
A team member is given access to the specific documents their task needs, and nothing more. Access is removed when the task closes, not when someone remembers.
We keep a dated record of who opened, changed or downloaded each document, so we can answer precisely who saw what and when.
Staff training
Everyone who touches client files is trained on handling patient and practice information before they are given access, and again each year. Training covers what not to send, and what to do if something is sent in error.
Signed
Before we handle records on your behalf we sign a written agreement that binds us to protect that information, and we hold the same agreement with any vendor we rely on.
We keep documents only as long as the work and the law require. After that they are deleted on a schedule, and you can ask us in writing to return or delete your files sooner.
Breach response
If we ever believed your information had been exposed, we would tell you directly and in writing, with what we know and what we are doing, rather than waiting for certainty.
What we ask of you
- Send documents through the client portal rather than by email attachment.
- Use your own account. Do not share a sign-in with your staff.
- Tell us within one business day when a staff member leaves so we can remove access.
- Never send patient records to us. We do not need them, and we do not want them.
Ready to open, or ready to stop waiting?
Tell us what kind of practice you are opening. We will tell you plainly what it takes, how long it should take, and what it costs.