Who sees the medical data

Each colleague sees the patient’s data according to the role the clinic administrator gave them. The whole team sees the administrative data; only the medical team sees the medical data. Roles add up: the doctor has everything the medical assistant has, and the medical coordinator everything the doctor has.

What the whole team sees

Reception, the medical assistant, the doctor, the medical coordinator and the clinic administrator see:

the agenda, with every patient’s appointments;
the patient’s file: their identity, CNP included, contact details, address, emergency contact, legal representative and the agreements for GDPR, SMS and email;
the treatment plans and the treatments, without their notes;
the administrative documents, that is the financial agreements and the signed estimates, which they can also add;
the notes written under the file, with Log note. That is why medical information goes in the file’s Notes section, not there.

Reception

Issues the patient’s invoices. Does not see the consultations, the odontogram, the clinical documents (X-rays, informed consents, medical letters, lab results, referrals, prescriptions), the file’s Notes section or the notes of plans and treatments. The patient’s screen opens on the File tab.

The medical assistant

Sees all the patient’s medical data: the consultations, the odontogram, the clinical documents, the Notes section and the notes of plans and treatments. Reads the consultations, but does not write them. Notes findings on the odontogram and prepares the planned treatments. Adds clinical documents and can void them, like the findings, only on the day they added them. Does not see the invoices.

The doctor

Has everything the medical assistant has and, besides, writes the consultations, performs the treatments and issues the invoices. Finishes, rectifies and voids their own consultations, treatments, findings and documents. Reads another doctor’s, but cannot change them.

The medical coordinator

Has everything the doctor has and, besides, finishes, rectifies and voids any doctor’s consultations, treatments, findings and documents. Reads the audit log in full, including the old and new values of each change. Is told when a colleague is given the doctor or medical coordinator role.

The clinic administrator

Has everything reception has and, besides, reads the audit log without the values of the changes: sees who opened or changed a patient’s data and when, but not what they wrote. Sees the medical data only by taking a medical role; when it is the doctor or medical coordinator role, the medical coordinators are told, and the change stays in the audit log.

Several practices

The patient’s file is read from any practice of the firm. Consultations, documents and performed treatments change only in the practices you are working in at the time.

What is kept about consents

The file’s agreements, for GDPR, SMS and email, are seen and ticked by the whole team. Each tick or untick, like the date the GDPR agreement was signed, stays under the file, with the colleague’s name and the time, and in the audit log.
Signed informed consents are medical documents: only the medical assistant, the doctor and the medical coordinator see and add them.
A consent once added is never deleted, and its file no longer changes. A wrong one is voided, with its reason: it leaves the file, but stays in Digiodent.
Each opening or download of a consent stays in the audit log, with the colleague’s name and the time.

Nothing is deleted

Consultations, performed treatments, findings and documents are never deleted. A finished consultation is rectified, and any of them can be voided, with its reason, and stays in the history.

The lines of the audit log do not change either: they are kept for five years, as a rule, and every day Digiodent seals those of the day before, so that any later change can be found out.