Patient records and security, in plain words
What Stator does to keep patient records safe, without the jargon: who sees what, what happens when someone leaves, the record of changes and the backups.
When a clinic owner asks "is it safe?", they usually mean a few specific things. Can another clinic see my patients? Can a physio who left still get in? If someone changes a record, will I know? If the server fails, do we lose everything?
Here's how Stator answers each one today.
Can another clinic see my patients?
No. Every patient, note, appointment and bill belongs to one clinic. The database itself checks each read and each change against the clinic the person signed in to, on top of the app's own checks.
Who at my clinic sees what?
Everyone signs in as themselves, with one role: admin, head physio, physio, front desk or accountant. The role decides what they see.
Physios never see prices. A patient's home address shows only to the desk, the admin (owner), the head physio and the physio booked for that visit.
What happens when someone leaves?
The admin locks their account. Their access stops straight away, and they're signed out on every phone and computer they used. Resetting the password doesn't reopen it.
Their notes and the record of what they did stay, because the patient's history shouldn't leave with them.
Will I know if a record is changed?
Yes. Changes to patients, notes, appointments, invoices, payments and HMO claims go into an audit trail, with who made each change and when. Opening a patient's chart and printing a PDF are recorded too.
The app can add to that trail, but it can't edit or delete anything in it. A billing mistake is voided with a reason, never deleted.
What if the server fails?
The database is backed up every night. Each backup is encrypted before it's written, and encrypted copies are kept for 90 days.
What about the patient app and WhatsApp?
A patient gets into their app only when the clinic invites them. By default, the app shows no clinical notes.
A receipt shared on WhatsApp carries the amounts paid, never the treatment. If the clinic switches on patient messaging, the email telling a patient they have a reply never carries the message itself.
The clinic's part
Some of this is the clinic's job. Give each person their own login, lock an account the day someone leaves, and keep patient details in Stator instead of WhatsApp chats and photos.
The security page has all of this in one place. If you want to go through any of it on a call, book a walkthrough and ask.