Data Protection

Built-in safeguards

• Least-privilege access: every staff member holds explicit permissions. A receptionist cannot open clinical notes, and finance is visible only to the roles that handle it.
• Audit trail: sign-ins, record views and changes are logged with the user, time and device. Administrators can review the log under Audit.
• Account security: optional mandatory two-factor authentication, session timeouts, password expiry and immediate deactivation of staff who leave.
• Separation between clinics: each clinic's records are isolated, and every request is checked against the signed-in user's organization.
• Encryption in transit: all traffic to Medisphere uses TLS.

Patient consent

Each patient profile has a Consent section where reception records the patient's decisions: processing of health data for care, appointment and result messages, and sharing with the insurer for claims. A withdrawal is recorded as a new entry, so the full history of what the patient agreed to, and when, is kept. For a child, staff record who consented on the child's behalf.

What your clinic is responsible for

• Registering with the National Cyber Security Authority (NCSA) as a data controller, as Law No. 058/2021 requires.
• Telling patients how their data is used, for example with a privacy notice at reception.
• Granting staff only the permissions their job needs, and removing access when they leave.
• Handling patient requests to access, correct or erase their data.
• Reporting personal data breaches to the NCSA within 48 hours of becoming aware of them.

Security incidents

If we become aware of a breach affecting a clinic's data, we notify the clinic within 24 hours with the facts we know, the likely impact and the steps taken, as set out in the Data Processing Agreement.

Reporting a concern

If you believe patient data has been accessed inappropriately, tell your clinic's administrator, who can review the audit log, or contact us at security@medisphere.com. To report a vulnerability, write to the same address. Please don't test against live clinic accounts.