August Edition of Stay Connected

August Edition of Stay Connected

The August Edition of Stay Connected is now available. In this issue we share information to help to help add value to you. Articles include “How to Master the Art of Keeping Patients Happy”, the role of our Medical PA’s, plus Partner Spotlight and much more….

 

Navigating the GDPR labyrinth

Navigating the GDPR labyrinth

In the April issue of the Independent Practitioner Today Jane Braithwaite and Karen Heaton discuss GDPR and reveal medical practices did not properly understand whether they were required to ask patients for their consent for certain processing activities or how to do so.

Consent and GDPR

In the medical sense, ‘consent’ is very clear. But in the latest EU General Data Protections Regul­ations (GDPR), the question of consent has been one of the most confusing and frustrating issues to come to terms with.

How many emails did you receive in the run­ up to the GDPR deadline about ‘opt­ ins’ for mar­keting or just ‘opt­ ins’ in general?

Our experience is that medical practices and businesses in general really did not properly understand whether or not they were required to ask patients or clients for their consent for certain processing activities or how to do so.

On a personal level, it was a very useful opportunity to clear out unwanted junk email and compel organisations to take unsubscribe requests seriously. This had clearly not been the case in the past.

But were all these emails about consent necessary?

Well, that depends on a number of factors:

  • The lawful basis you have for processing an individual’s data;
  • How you received an individu­al’s data;
  • What you have told individuals – patients, clients or employees – about how your practice handles their personal data.

For medical practices who act as data controllers, there is the potential for non­trivial reputational damage and large fines from Information Commissioner’s Office (ICO) investigations regard­ ing poor consent practises.

So, to answer this question, let’s look at:

a) Your lawful basis for using that data;
b) The data you process and how it is processed.

 

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Designated Medical are GDPR Ready!

Designated Medical are GDPR Ready!

Our commitment to GDPR

Introduction

The European Union has taken a monumental step in protecting the fundamental right to privacy for every EU resident with the General Data Protection Regulation (GDPR) which will be effective from May 25, 2018. Simply put, EU residents will now have greater say over what, how, why, where, and when their personal data is used, processed, or disposed. This rule clarifies how the EU personal data laws apply even beyond the borders of the EU. Any organisation that works with EU residents’ personal data in any manner, irrespective of location, has obligations to protect the data. Designated Group, including Designated Medical is well aware of its role in providing the right tools and processes to support its users and customers meet their GDPR mandates.

Designated Medical’s Commitment

At Designated Medical, we have always given our clients and contacts’ the right to data privacy and protection. We have never relied on advertising as a means to generate business and we have never sent direct advertising to our contact database, and never will.  This means that we have no necessity to collect and process our contact database’s personal information beyond what is required for the delivery of our services and to ensure we optimise how we can help and support them.

Over the years, we have demonstrated our commitment to data privacy and protection by meeting the industry standards for data protection. All client sensitive data is saved in an encrypted storage facility which is tightly regulated.  We have also made significant investment into our IT infrastructure and we recognise that the GDPR will help us move towards the highest standards of operations in protecting customer data.

How is Designated Medical preparing for GDPR?

We have reviewed all our data and touch points where we collect data and have ensured that we are fully compliant by the time the regulation comes into effect.  Designated Medical also understands its obligation to help clients and contacts get ready for the big day and has published useful information to assist them in the process.

We have thoroughly reviewed GDPR requirements and have put in place a dedicated internal team to drive our company to meet them. Some of our ongoing initiatives are:

  • Identifying personal data – All our data is categorised and integrated with our marketing systems to ensure consent and accessibility.  We  have invested in systems to ensuring accuracy and control of data across all systems.
  • Providing visibility and transparency – The most important aspect of GDPR is how the collected data is used. Designated Medical’s key role is to provide our clients and contacts (the data subjects) with the access to effectively manage and protect their user data. Designated PA has contacted each and every contact allowing them access to opt in and out and update their personal information.
  • Enhancing data integrity and security – Data privacy and data security are two sides of the same coin. As our clients tighten their data security measures, Designated Medical would like to extend a helping hand and have a team of marketing experts who can assist with GDPR compliance.  We have invested heavily in our IT infrastructure to ensure we maintain a high level of security and integrity.
  • Portability and transferability of data – GDPR gives data subjects the right to either receive all the data provided and processed by the data controller or transfer it to another controller depending on technical feasibility. With this new right in mind, Designated PA is able to export data at an individual level as required.

What does this mean for our clients?

We understand that meeting the GDPR requirements will take a lot of time and effort. And as your partner, we want to help you make your process as seamless as possible, so that you don’t have to worry about compliance and can focus more on running your business.  If you need assistance with implementing processes that are GDPR compliant, get in touch and our team of marketing experts can assist.  The Information Commissioner’s Office (ICO) have a self assessment tool for businesses which is definitely worth a read.

What should you do to be GDPR-ready?

If you are just getting started with GDPR compliance in your business, here’s a quick to-do list to keep in mind.  The ICO have also produced a 12 step process to preparing for the regulation here.

  • Create a data privacy team to oversee GDPR activities and raise awareness
  • Review current security and privacy processes in place & where applicable, revise your contracts with third parties & customers to meet the requirements of the GDPR
  • Identify the Personally Identifiable Information (PII)/Personal data that is being collected
  • Analyse how this information is being processed, stored, retained and deleted
  • Assess the third parties with whom you disclose data if
  • Establish procedures to respond to data subjects when they exercise their rights
  • Establish & conduct Privacy Impact Assessment (PIA)
  • Create processes for data breach notification activities
  • Continuous employee awareness is vital to ensure continual compliance to the GDPR

Are you GDPR ready?

Useful Information:

12 Steps to take now

Guide to General Data Protection Regulation

Data Protection Self Assessment Toolkit

What is a bookkeeper?  and why you should hire one.

What is a bookkeeper? and why you should hire one.

That pile of receipts and invoices is getting bigger AND you haven’t updated your cash flow spreadsheet in 2 months!  You know roughly where you are financially with your business but how do you get a clearer, accurate and more up-to-date picture? Most SME’s live and die by their cash flow so employing effective bookkeeping and accountants is invaluable to the overall growth and stability of your business. What is the difference between a bookkeeper and an accountant and which one is the right one for you?

Accountant vs Bookkeeper

An accountant will generally look at your ‘books’ on a quarterly basis and advise on VAT, Corporation Tax owed and other such legal requirements for your business.  As well as classifying, reporting and summarising financial data. A bookkeeper will work on day-by-day basis recording financial transactions chronologically and advise on any cashflow problems or late payment invoices and in some cases, can help with classification and financial reporting.

Most business will really need both services, but often they only engage an accountant largely because they feel they can handle the day to day activity themselves but also to help reduce costs. But is this a sensible decision?

Business owners are so busy running their business, that the task of recording of financial transactions and performing a reconciliation get left to the end of the quarter when the VAT return is due. That also means that for much of the time their view of their company’s finances is several weeks out of date. Some business owners get so behind that their accountant is brought into clear the backlog and this can be a significant expense as it’s not the core business of an accountant to handle this type of work.

At Designated Bookkeeping, we would strongly recommend that all business owners employ a highly trained bookkeeper as soon as they are able to afford to do so. A good bookkeeper brings two distinct advantages: –

  1. Relieves the pressure on the business owner to manage the day to day finances freeing him/ her up to grow their business
  2. Ensures financial control with accurate up to date data.

For more information on our bookkeeping services please visit: designatedbookkeeping.com/ or call us on 02079521460.

Engage. Share. Connect. The Elixir June 2017

Engage. Share. Connect. The Elixir June 2017

The Elixir June 2017 is out NOW!  … read our latest interview with Andrew Vallance-Owen, Chairman of PHIN, check out our new online health checks and social media services, not forgetting all the latest events to add to your diary and news from the DMed Blog.

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