Privacy checklist for clinics
If you handle health information, the software you choose is part of your privacy posture. Use this checklist to pressure-test any platform before you trust it with patient data.
Know where your data lives
Ask where records are stored. For Canadian clinics, data residency matters — knowing your patient records are hosted in Canada is a meaningful part of meeting your obligations.
Control who can see what
Not everyone on your team needs access to everything. Look for role-based access with least privilege, so front-desk staff, practitioners, and owners each see only what they should.
Keep an audit trail
You should be able to see who accessed a record and when. An access log turns “we think only the right people saw this” into something you can actually demonstrate.
Protect records at rest and in transit
Records should be encrypted in transit and at rest. For especially sensitive data, an encrypted records vault adds another layer between a breach and your patients’ information.
Have a retention and deletion plan
Health records carry retention obligations — you can’t simply delete them on a whim, and you also shouldn’t keep everything forever. Make sure your software supports a deliberate retention and deletion policy.
Make sure you can get your data out
Data ownership isn’t real if you can’t export. Confirm you can take your records with you, in a usable format, whenever you need to.
This checklist is general guidance, not legal advice. Confirm your specific obligations with a qualified advisor in your province or state.
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