Dear Dietitian – How Do You As A Dietitian Ensure Your Data Is Safe & Legal?

Dear Dietitian – How Do You As A Dietitian Ensure Your Data Is Safe & Legal?

November 1, 2019 0 By William Morgan


How do you store your information relating
to clients?
What do you need to ensure you are safe and
legal?
Okay.
How do you store?
On the Cloud.
Yeah.
yeah, so, if you’re using paper files, scan
them all right now.
Like, stop watching this video, turn around
and scan them all into your system, because
it is a nightmare, hey, Peta?
So, I purchased my business and I inherited
a lot of paper files that were used in a practice
management system, but literally, they were
not completing notes in it.
So it was just stupid.
Basically, the reason why I went electronically,
because it’s much more accessible.
You can do backups of it, and it also takes
up no space.
If you’ve got files for five, six plus years,
you’ve got boxes and boxes and boxes, and
the longer you go, the more boxes you’re going
to have.
What are you looking at me for me funny?
Like, why?
Because … Paper.
Do I do it anymore?
Not anymore.
Since you met who now?
Why?
Why would I have done that in the first place,
though?
Why?
Why would I use paper files?
Because you didn’t have anything else.
Because you’re cheap.
Didn’t want to spend money.
No.
You’re just not organised when it started.
No.
It just was my thing.
Again, power of suggestion, that’s the way
that the dietitian that I started with started.
Well, yeah.
That’s what everyone used to do.
Yep.
Then, also, it was just me only, so I didn’t
need anyone to access or see my notes, but
as things changed and the business changed,
and obviously, I had to change along with
it as technology improved and we got really
good computer systems, software for actually
putting our notes in that didn’t cost us to
the wazoo, then, yeah, for sure, I jump on
board.
Yes, you had an influencing factor on that,
but these days, you all should be starting
with computer software.
No notes.
Not anymore.
Yeah.
No.
And if you’re doing consultations and you’re
writing down notes and transferring?
No.
Don’t do that.
Use a laptop.
So what about if I, as for the dietitian,
was working out of a medical centre and they
had their own practice software system that
I just put my notes into, is that okay?
Yes, yes.
I don’t need to have it on my personal-
No.
Okay.
You don’t.
Yep.
All right.
So I’m being legal if I’m doing that?
Yes.
You are.
You have to sign contracts in regards to all
of that, so make sure you sign contracts.
That’s that previous dietitian life chat that
we just had.
But yes, you can do that.
Make sure your stuff’s always password protected
and all of that, if you’re having it locally,
have backups, password protected, as well.
Only have access to it by certain people in
the organisation.
Well, I know in our organisation, we’ve got
certain files that are accessible to only
management admin, and then other files that
are accessible to practitioners.
And because we’ve got so many, that does get
confusing at times, but we’ve got a lot going
on, so that’s just part of the beast, but-
So the only downside is what happens when
we have a malfunction or a glitch in the system,
where then we can’t access our client notes
when we’re seeing them, if there’s a …
Then you go old-school.
Ultimately, it’s not going to change anything.
If you’re seeing a client you’ve seen previously,
you’re likely going to remember at least something,
and even not initially, just when they start
talking based on saying, “Oh, what did we
talk about last time?
What was the plan?
All right, sweet,” and then you’re on board
again.
If it’s a new person-
Yeah.
Got to be able to be flexible.
… just roll with it.
You can’t go crisis mode.
Yeah.
That was probably just one of my fears, as
well, at the start, it’s like, what if?
What if?
Everyone’s scared.
Everyone’s-
You know?
I don’t have access to the internet, and all
that.
That’s just such a … It’s a country bumpkin
thought process, though, because it’s just
like-
I’m just giving you perspective-
Od people thought process, because it’s like-
… because somebody else might actually-
… I don’t trust computers, I don’t trust
computers.
Somebody else might go, “Oh, yeah, I know,
right?
My computer died.”
Someone’s going to like it.
Like, yes, it can happen.
You can only put so many safeguards in place.
Put as many as you can in place, and then
roll with it.
You can read up on legislation around our
security and all of that.
Go for it.
It’s dry as hell.
Fun reading.
Yes.
That’s my weekend sorted.
I was going to say, you haven’t read it.
There’s no way you’ve read it.
Yeah, I-
I think … Yes, it’s rough, but you want
stuff hopefully stored on Australian servers
rather than overseas, because there are some
dark security measures around that.
You want to know where it’s stored, so try
and get Australian-based stuff if you can.
So what are we using?
Again, what, practice management software?
Mm-hmm (affirmative).
We’re using Healthcare, but previously used
MyPractice, which is now, I think, BP Ally,
because Best practice, who run GPs, use that.
Just been massive advertising.
Yeah, so I don’t know whether that’s going
to be a good one or not, because MyPractice
is a piece of crap and it constantly says
there’s going to be updates, but I was waiting
for an update and then it was 12 months on,
“Oh, it’s still coming in six months,” and
then waited that, and like, “Nah, still another
six months.”
So, we got it out.
There’s other ones like Cliniko, but that
got clunky issues as well.
There’s not a lot that do absolutely everything.
There’s one that’s run by a dietitian, what’s
that called?
It’s got a lot of PES statements already inbuilt
to look at quickly.
Yeah.
Sorry, if you’re watching.
But I’ve forgotten.
Feel free to comment below what your business
is and tag it.
Sorry.
Usually I remember that but yeah, I’ve pretty
much answered that question.
Sweet.
You’re just doing a quick Google.
Xyris, no, no, Xyris is by the … Oh, good,
we come up first for that.
Victus.
Is it Victus?
No.
It’s not.
It’s not Victus.
You need some help with your SEO though.
But I think she’s actually focusing more in
America.
I think she’s got a lot of work over there
now, so she’s decreased the amount of what
she’s doing with Australian practitioners.
Kalix?
Kalix?
Kalix.
Yeah.
That’s what it is.
Kalix.
Yep.
There we go.
We got there in the end.
There’s coreplus, and a bunch of other ones
that I’ve all tried.
I’ve trialled a couple of them, or maybe-
[YouJustAdmin 00:06:43]?
Never heard of it.
But yeah, anyway, Cloud security’s important,
make sure you got everything backed up so
if anything does happen you’ve always got
a backup anyway.
I think we’ve got four different lots based
on what I do, since I’m the IT person.
But, yeah.