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Security and GDPR

Your patients' data, well kept and always under your control.

Oclivo keeps every clinic apart, gives each person only what their job needs and records every access and every change. We tell you what it already does and what is still on its way, with no seals or promises we cannot keep.

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Open sessionsSample

Second factor verified on all of them

  • Dr. Alba FerrerDentist · 2 min agoActive
  • Lucía PrietoReception · 5 min agoActive
  • Carla NúñezHygienist · 14 min agoSession closed

Audit log

Session closed by managementVerified

Who, what and when, in a chain with no gaps.

Every clinic and every person in their place

Your clinic, apart from the rest; and each person, with what they need.

Each clinic works in its own space: what you keep in Oclivo is seen by nobody from another clinic. Inside yours, each person signs in with a position and sees only what that position needs. Roles combine: whoever runs the clinic and also treats patients gets both.

  • One clinic never sees anotherEvery request is checked more than once: who you are, which clinic you belong to and which permission you hold. The AI tools also work inside your clinic, and the database adds its own filter.
  • Four positions that combineManagement, dentist, hygienist and reception. Management sees the accounts, the team and the log, but not the clinical notes, unless they also hold a professional role.
  • Your own roles, with a ceilingBuild tailor-made roles by putting permission blocks together. Nobody can give more permissions than they have: an administrator does not manage an owner.
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Who sees whatSample
Access level of each position to each area
AreaManagementDentistHygienistReception
Clinical notesNo accessFullFullNo access
Payments and cashFullLimitedNo accessFull
AgendaFullFullLimitedFull
Financial reportsFullNo accessNo accessNo access
Audit logFullNo accessNo accessNo access
  • Full
  • Limited
  • No access

Data of another clinic

No access

Asking for it returns nothing: it is the same as if it did not exist.

Audit log

Every access and every change on record; and any tampering is detected.

Oclivo records who did what and when: access to the record, changes, voids and the AI actions you confirm. Each entry is linked to the one before it, so an altered or missing entry shows when the log is verified. Only management can consult it.

  • Who, what and whenEach entry keeps the person, the action, the time and the session. We record which fields change, not their values, so the log does not repeat patient data.
  • Verification in one clickCheck whenever you want that the chain is intact: verification points out altered entries, gaps and starts that are not valid.
  • Encrypted export, also recordedDownload the log as an encrypted file. Consulting it, verifying it and exporting it are recorded in the log too.
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Audit logSample
  • 10:42Payment voided, with a reasonMarta Vidal · ManagementNotice
  • 10:31Clinical note viewedDr. Alba Ferrer · DentistInfo
  • 10:17Signed inCarla Núñez · HygienistInfo
  • 10:02Payment recordedLucía Prieto · ReceptionInfo

Log verification

Intact

Every entry fits the one before it: no gaps and no alterations.

Second factor and shared workstation

Sign in with a second factor and switch person at the front desk without signing out.

The whole team signs in with a second verification. At a shared front desk the screen locks and each person comes back with their PIN, without leaving the software open to whoever walks by.

  • A second factor for everyoneA code app or a passkey. Without that second verification, nobody reaches the clinic's data.
  • PIN at the front deskThe workstation locks and shows nothing of the clinic. Each person picks their name and types their PIN; after several wrong tries in a row they must sign in again with every verification.
  • Sessions under controlSet after how many idle minutes a session closes, see who has signed in and close sessions remotely. Those changes ask you to confirm your identity again.
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Front desk workstationSample

Lucía Prieto's session is open

Each person works with their own session and permissions.

Second factor at sign-in

  • Code appSupported
  • PasskeySupported

Encrypted sensitive fields

Sensitive fields, encrypted; and your whole clinic, always yours.

Clinical notes, transcriptions, medical alerts, identity documents and signed consents are stored encrypted inside the database, on top of being protected by permissions. And you can take your whole clinic with you whenever you want, as an encrypted file.

  • Stored unreadableWhoever looks at the database without the key sees unreadable data, not the text of a note or an alert.
  • Your whole clinic, whenever you wantManagement exports the whole clinic as an encrypted file with a one-time password. It asks to confirm your identity again, expires after 24 hours and only whoever created it can download it.
  • Who took what outManagement sees the history of exports: who made them, when and how many records went out.
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Patient recordSample

What you see

How it is stored

Medical alert

Penicillin allergy

Encrypted

Clinical note

Check tooth 36 in six months

Encrypted

Identity document

00000000T

Encrypted

Export the whole clinic

Encrypted file
  • One-time password
  • Expires after 24 hours
  • Asks to confirm your identity again
  • Recorded in the audit log

The AI and your data

The data that identifies the patient does not reach the AI, and it only proposes.

Before every call to the AI, the server swaps the name, phone numbers, email, address, ID document and record number for markers, and the date of birth for the age. What reaches it is the clinical content the task needs, not who the patient is. And the AI only proposes: nothing changes until you confirm it.

  • Markers instead of dataThe server makes the swap before sending anything and puts the real data back when it shows you the answer. The correspondence never leaves the server.
  • It only proposesEvery change the AI suggests arrives as a draft. You review it, edit it and confirm it with your own permissions, and it is recorded in the log.
  • No training on your dataOclivo does not use your patients' data or your clinic's data to train or improve AI models, its own or anyone else's.
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What the AI receivesSample
Data
What you write
What the AI receives
Name
Marta Ibáñez
[PACIENTE_1]
Phone
600 000 000
[TEL_1]
Birth
12/03/1991
35 years old
Reason
Pain when chewing at tooth 36
Pain when chewing at tooth 36

The clinical content the task needs is sent; who the patient is, is not.

The AI proposes

Confirmed

Task: call Marta Ibáñez to book a check-up.

Confirmed by you and recorded in the audit log.

GDPR and patient rights

Your patients' rights, handled from their record and on time.

Access, rectification, erasure, restriction, portability and objection: log each request with its one-month term and handle it from the record. Consents are asked by channel and purpose, with unticked boxes, and kept with their date, the version of the text and who recorded them.

  • Six rights, with a termLog the request, see when it is due and answer it. For access and portability you export the patient's record; for restriction, you block it with its reason.
  • The clinical record is not deletedWhat is clinical or paid is voided or corrected with a reason, never deleted. Erasure reaches what is not clinical, and anonymization respects the retention period you set.
  • Consents and texts up to dateWithout a consent on record nothing is sent, and opting out takes one click. Your clinic's legal texts are versioned: each patient keeps the version they accepted.
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Patient rightsSample
  • AccessHandled

    Received 6 Oct · answer before 6 Nov

  • RectificationHandled

    Received 22 Sep

What is clinical or paid is not deleted: it is voided or corrected with a reason.

Communications

  • Email · careText v2 · signed on a tabletGranted
  • Email · marketingNothing is sentNo consent
  • SMS · marketingOpted out with one clickWithdrawn

Everything it includes

The features of this area that exist today in the application, with sample data.

  • Isolation between clinics

    Your clinic never sees the data of another, and it is checked on every request.

  • Roles and permissions

    Four positions that combine: each person sees only what their position needs.

  • Your own roles

    Build tailor-made roles from permission blocks, without giving more than you hold.

  • Second factor

    The whole team signs in with a code app or a passkey.

  • Sessions and access history

    See who has signed in, set the idle timeout and close sessions remotely.

  • Lock and PIN at the front desk

    Lock the screen and switch person with a PIN, without signing out.

  • Audit log

    Every access and every change is recorded, and any tampering is detected.

  • Verify and export the log

    Check the chain of the log and download it as an encrypted file.

  • Encrypted sensitive fields

    Partial

    Notes, transcriptions, alerts, identity documents and consents are encrypted in the database. We are still finishing it before handling real data.

  • Export of the whole clinic

    Take your clinic with you as an encrypted file, with a one-time password.

  • Pseudonymization before the AI

    The server swaps the data that identifies the patient for markers before every call.

  • The AI proposes, you decide

    Nothing changes without your confirmation, and every confirmation is recorded in the log.

  • Patient GDPR rights

    Access, rectification, erasure, restriction, portability and objection, each with its term.

  • Communication consents

    By channel and purpose, with no pre-ticked boxes and one-click opt-out.

  • Signed informed consents

    Signed on a tablet or by link, with a check that they have not been altered. The starter templates are drafts awaiting legal review.

  • The clinical record is not deleted

    What is clinical or paid is voided or corrected with a reason, never deleted.

  • Sterilisation log

    Autoclaves, cycles released with a PIN, pouches with label and expiry date, and which pouch was used with each patient and appointment.

  • Your clinic's privacy texts

    Versioned: each patient keeps the one they read.

  • Legal documents with acceptance

    Partial

    Data processing agreement, terms and privacy policy, with your acceptance on record. The texts are drafts pending legal review.

Frequently asked questions

What clinics usually ask about this area.

Other areas

More Oclivo features, explained in depth.

Next step

Oclivo thinks of everything. You think of your patients.

Request a demo and go through your schedule, your odontogram and your payments with us, with sample data. No commitment and no lock-in contract.

Before, during and after the demo, there are real people on the other end.

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