A database per clinic
Each clinic's records live in a dedicated database of their own, reached only through that clinic's address and sign-in. No query, report or export ever spans two clinics.
Security
Built for protected health information from the first line.
The tracker holds names, insurance details, authorizations and treatment records. These are the safeguards it uses, for every clinic, on every plan.
Two-factor sign-in, always
Every user signs in with a passphrase of at least 12 characters plus an authenticator app code. Repeated failures lock the account. Sessions belong to one clinic and end after a period of inactivity the practice chooses; the screen is covered first.
Least privilege
Five roles — Administrator, Coordinator, Provider, Billing, Auditor — decide what each person can do, and staff can be limited to the treatment programs they work in. Full insurance identifiers are shown only to roles that need them.
An audit trail that cannot be edited
Every change is recorded with who, when and what changed, in a log the application can only append to. Viewing full insurance identifiers and every export are recorded too.
Nothing disappears quietly
Records are never deleted automatically. Treatments entered in error are marked, not removed. Permanent deletion of inventory records is a separate permission no role carries, needs a written reason, keeps a full snapshot and notifies every Administrator.
Credentials kept secret
Passwords for connected services such as your fax account or EMR are stored encrypted and are never shown again, logged or exported. All traffic to the tracker is encrypted in transit.
No patient data where it does not belong
No patient information in application logs, in browser storage, or in web addresses beyond opaque record numbers. Uploaded documents are stored outside the web server's public files, and VOB text recognition runs on our own server.
Your data, exportable
Administrators can download every record of the clinic at any time, as spreadsheets and as FHIR files, including after a subscription ends.
A business associate agreement
Every clinic accepts our business associate agreement at sign-up, before any patient information is entered. Our support staff can access a clinic only to support it, and their actions are in the same audit trail.
Questions from your compliance officer are welcome at support@orgdatasolutions.com.