...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
| Live Search | ||||
|---|---|---|---|---|
|
Dental practices need to cater to increasingly strict rules around patient data collection and management, as formulated in the following regulations:
UK, Ireland and Netherlands: the EU-driven General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679)
Australia: The Spam Act 2003.
New Zealand: The Unsolicited Electronic Messages Act 2007.
The topics below cover ways in which EXACT facilitates practice compliance with these regulations.
| Table of Contents | ||
|---|---|---|
|
Contact Preferences Audit
This is viewable by Administrator-level users only.
Many countries have regulations around direct marketing, so it is important that EXACT can track changes to patient permissions that may potentially cause patient dissatisfaction.
For this purpose the Preferences to Contact Patient window features a Contact Preferences Audit tab, accessible only to Administrator-level users:
...
EXACT tracks practitioner Contact Preferences actions in this audit trail.
Audit actions are only recorded for checkbox changes (ticked or un-ticked), so if practitioners opt to ignore the prompt for action, or if practitioners simply Cancel out of the Contact Preferences window without clicking anything, they will incur no audit record.
Clinipad "Contact Consent" automatically ticks all checkboxes in the Preferences to Contact Patient window, so these changes are also tracked in the Contact Preferences Audit.
...
To facilitate dental practice regulatory compliance for business communications, including marketing activities, EXACT can record, track and report on recorded patient contact preferences and consent for communications.
Patient contact preference recorded statuses
...
EXACT has the means for practitioners to record three states of patient Preferences that can be applied to communications.
...
These three states are variables for creating Contact Consent Queries and Contact Lists for marketing campaigns.
Record contact consent preferences from multiple points in the appointment workflow
Patient preferences and consent for receiving business communications can be recorded by multiple means:
...
:
See also: Using the Arrival Tasks List
...
Appointment Workflow Departure Task List:
...
Departure Task List
...
:
See also: Using Clinipad with Contact Consent
...
NOTE: When patients sign for Contact Consent they automatically check (tick) all Opt-Ins on the Permission to Contact Patient screen.
Recording, tracking and reporting Contact Preferences
Practitioner actions around Contact Preferences are tracked in the Appointment Workflow Compliance Report
See The Appointment Workflow Compliance Report for the Collect Contact Consent line.
...
Contact Preferences prompt for Receptionists
When Receptionists deal with with New Patient details, EXACT prompts them to complete any missing information that the practice views as important. The prompts can be either:
Mandatory (Receptionists must type this information into the fields), or
Optional (Receptionists must check but do not have to complete the optional fields).
Both mandatory and optional prompts are configured in the Mandatory Fields window.
...
...
This is the default configuration, where EXACT will prompt Receptionists.
However, if your practice finds that the prompt is intrusive and a nuisance, you can disable it by un-checking the setting in the Mandatory Fields window.
Opting Out / Unsubscribing from business communications
Patients can request that practitioners unsubscribe them from any or all business communications that require their preference Opt-in.
Patient Campaign Email unsubscribe:
When Patients receive automated campaign emails, they can click the Unsubscribe hyperlink in the Email to unsubscribe from that ommunication Type:
Product & Service Information of Promotion
Newsletters
Important Notifications
Integration in the Appointment Workflow
Contact Consent is integrated into the Appointment Workflow, where Receptionists can be prompted to collect Contact Consent at two points:
Arrivals Task List:
...
To include "patients without recorded consent" in marketing communications
Ensure that this checkbox in Configure > Practice Settings is checked:
...
"Without recorded consent" refers to settings for which the patient has made no explicit choice.
To stop sending communications to patients "without recorded consent"
Go to Configure > Practice Settings and uncheck the Market to patients without recorded consent checkbox, then click OK:
...