How patient data is protected

Clinics hold some of the most sensitive data there is. This article explains the safeguards Clinicify applies, and the settings your clinic controls.

Encryption

• In transit: every connection to Clinicify, for staff and patients, uses encrypted HTTPS. Browsers are told never to connect without it.
• At rest: the most sensitive content is encrypted field by field before it’s stored. That includes clinical notes, medical notes and allergies, lab result values, patient questions and answers, governance reports, staff appraisal and 1-2-1 forms, and survey comments.
• Per-clinic keys: each clinic’s patient data is encrypted with its own key, so one clinic’s key can’t unlock another clinic’s data.

Clinics are kept separate

Every record belongs to one clinic, and every request is checked against the clinic you’re signed in to. A team member of one clinic can’t see another clinic’s patients.

Access by role

What someone can see and do depends on their role: owner, practitioner or receptionist. Commercial figures, clinic settings, billing, data exports and archived records are owner-only. See Owners, practitioners and receptionists: who can do what.

Signing in

• Two-step verification: team members can add a code sent by text message to their sign-in. See Set up two-step verification.
• Clinic-wide rules: owners can require two-step verification for everyone, and turn off “always trust this device” for shared computers. See Clinic security settings.
• Sessions: each team member can see their active sessions and sign-in history, and sign out of other devices, under Security in their own settings.

The audit trail

Clinicify records who did what to patient records: viewing and changing records, deleting and restoring, refunds, exports and erasure requests. The audit trail is kept even when the records it refers to are deleted. Owners can review an individual’s activity; see See a team member’s activity.

Deletion is controlled

Clinical records aren’t destroyed the moment someone selects delete. They’re archived and kept for their retention period, and owners can restore them until then. See How long records are kept.

Clinicify’s AI

Where your clinic uses AI to help draft answers to patient questions, the AI provider doesn’t keep patient data, and patient data isn’t used to train AI models. Answers to personal clinical questions are drafted for a clinician and never sent without their approval. See Patient questions: privacy and safety.

What your clinic is responsible for

Your clinic is the data controller for its patient data, and Clinicify processes it on your behalf. You decide who joins your team and in which role, remove people who leave, and set your retention periods. The formal commitments on both sides are in our data processing agreement. See also UK GDPR and your data processing agreement.