Focus 2 is already GDPR compliant and, we have further enhanced it to assist with the new legislation

Over the last six months Ocuco have spent much time consulting with customers and Data Protection experts, understanding their interpretation of the new regulation and have created a version of Focus 2 that assists with the compliance process. Focus 2 now consolidates all information on communications, consent and data processing into one screen. Called the Data Processing tab, this screen is designed to ease the extra burden on staff and the business in compliance with the regulations.

The Data Processing Screen:

Traffic light display of consent making it easy to see status at a glance indicating consent as Agreed, To Be Completed/Expired or Rejected.

Print Data Processing Agreement for patient to Sign, scan and email to the patient OR capture electronic signature.

Record the details of the who might be giving consent on behalf of the patient.

Record date of consent and when it expires.

Communication Preferences:

This area allows the capture of consent based on each reason for communicating; Recall, Surveys and Marketing. Each area has configurable text which can be used to script the questions and ensure that staff are giving a clear and consistent message. It also includes the text to describe any third-party processing if applicable.

Communication Channel Preferences:

The patient can opt-in or out of each method of communication – Letter, Email or SMS. If they opt-in the mobile number and email address are alongside for quick validation or addition.

The preferred channel of communication for Recall and other activities can be recorded here also.

The preferred channel of communication for Recall and other activities can be recorded here also.

Configurability of the Data Processing Screen :

Focus 2 now provides the admin user with the ability to set up templates and texts required to comply. Having these built into the software is not a requirement but Ocuco have invested in this development in our continued commitment to continuous improvement and adding value.

Configuration covers the following topics all which are part of making compliance easier for the practice owner:

  • Minimum medical retention period
  • Age of Adulthood
  • Data Processing Policy templates
  • Data Processing Disclaimer Text
  • Remove Patient Disclaimer Text
  • Channel for Contact Preferences – configuration screen sets up the default or customised text or ‘script’ for asking patient for preferences for each channel of communication
  • Communication Reasons – the configuration screen provides an area to set up the text or script that will appear in the Data Processing Tab in Focus 2. This will aid staff who are asking the questions and make sure that the message is the same from all staff.

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The right to be forgotten

Deletion or removal from processing can be carried out by Ocuco Support.

The right to be informed

Should a patient request information on what data is stored and how it is used, the Focus 2 user can print or show patient on screen a Data Processing Agreement and can also capture written or electronic signature if required.

The right to access data

Should patients request access to the data stored on them, this can easily be provided in printed report format, PDF or an HTML file. Subject access request templates can be built into the letter templates in Focus 2.

The right to data accuracy

All data can be edited and mistakes / incomplete information rectified as needed. Focus 2 also has an audit trail which records all changes made to all records.

The right to restrict processing

Patients can easily be removed from recall or marketing so that they will not appear in any queries. For those who remain, it is also possible to choose which media channel they prefer, email, letter, SMS or phone call.

The right data portability

Should patients request access to the data stored on them, this can easily be provided in printed report format, PDF or an HTML file.

The right to object

The patients right to object can be upheld by removing them from all processing. Practice owners should review their legal basis for processing, i.e. ongoing legal case etc. and understand the circumstances under which they remove the patient from processing.

The right to object to automated processing

Focus 2 does not do any automated processing outside of Recalls. If you were making decisions based on profiling your patients, then the patient has the right to be excluded from this.

Management of Consent

When an eye exam is complete, the data being stored is relevant and necessary to the performance of the contract with the patient. Consent for non-contractual operations such as marketing can be recorded directly into the practice management system or documented and scanned into the patient records.

Secure by Design

Focus 2 has inbuilt security rules covering both patient records and application access, passwords and PIN authentication with use and role-based access to functions and screens. Focus 2 utilises Oracle database for its strength of security.

Database Encryption Available to order

Full audit trail of all changes made by any user to data. Automatic home Screen lock so patient data is not left visible on a screen. Automatic application timeout after a period of inactivity Files (referral letters, images, scans) held securely within the database

Back Up & Restore

Ocuco offer Secure validated Online Oracle Database Backups. This service not only backs up your Focus 2 database but also verifies that it is restorable in line with GDPR.

Focus 1 GDPR compliance not to the standard of Focus 2 or Acuitas 2

Acuitas 2 or Focus 2 have the enhanced GDPR compliancy features. Upgrading is easy – email Nathan.thomas@ocuco.com for more information on the costs and steps for upgrading.

Management of Consent

An enhancement has been implemented to allow a tick box for recording marketing consent. Consent can be recorded directly into a practice management system or documented and scanned into the patient records.

Data Subject Rights

Right to access data and portability – can be provided by the Ocuco helpdesk. Right to be forgotten – can be handled by the Ocuco helpdesk.

Security

Focus 1 database is password protected DB and operates on Microsoft Access 2000. User profiles give access to certain area of the application to specified users. It is recommended to review your infrastructure with your IT provider for database and server encryption. Focus 1 does not have a Patient Record Audit Trail.

Back Up & Restore

Focus 1 backups are provided but validation is not as thorough as the online backup solution for Focus 2 users.