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.
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, their 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.
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:
Focus manages this request from within the application taking into account the type of data stored, the medical retention period, open balances, active direct, debits etc. The authority to perform this function can be assigned to certain users.
Should a patient request information on what data is stored and how it is used, the Focus 2 user can print or show the patient on-screen a Data Processing Agreement and can also capture written or electronic signature if required.
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.
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.
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.
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 patient's 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 cases, etc. and understand the circumstances under which they remove the patient from 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.
Compliance is also met in the following areas
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.
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. 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.
Enhancements to Compliance in Focus
Ocuco offers both on-premise and hosted implementations.
Hosting offers an extra layer of security and also means that a backup is not required on-premise as it is carried out at the data centre.
Fees depend on the number of users so please email firstname.lastname@example.org for more information.
Ocuco can offer on-premise customer an offsite backup option which also validates restoration. Why wait until disaster strikes to find out the backup is not going to give back the data. To purchase Online BackUp click here.
Ocuco can also offer database encryption that further enhances compliance.
Fees depend on the size of the database and if there are images, scans, etc. so please email email@example.com for more information.
We have made some changes to assist with compliance, but it is not to the standard of Focus 2 or Acuitas 2.
Acuitas 2 or Focus 2 have the enhanced GDPR compliance features.
Upgrading is easy – email Nathan.firstname.lastname@example.org for more information on the costs and steps for upgrading.
Right to access data and portability – can be provided by the Ocuco helpdesk. Right to be forgotten – can be handled by the Ocuco helpdesk.
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.
Focus 1 database a is password protected DB and operates on Microsoft Access 2000. User profiles give access to certain areas 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.
Focus 1 backups are provided, but validation is not as thorough as the online backup solution for Focus 2 users.
There are many reasons to upgrade to Focus 2. GDPR is the latest, and though we have made changes to Focus 1 for compliance, it does not benefit from the additional features of Focus 2.