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How to Trial

What type of trial would you like to undertake?

Select Your Deployment Goal

As discussed in detail on the hospitals home page, there are two significant issues hospitals face.

1 How do we securely share clinical photos?

Intuitively, this is the most pressing issue. Current standard practice (using the default camera app or the camera withing messaging apps) is insecure and violates patient privacy legislation. PicSafe can be trailed or deployed within a hospital almost instantly to help combat this threat.

We suggest you download and test the PicSafe App before conducting a "Compliant Sharing Trial".

2 How do we securely store clinical photos?

Like any other form of a report created during the treatment of a patient, one should include clinical photos in the medical record. PicSafe provides cloud storage integrations with Box and Dropbox so you can use them a "data warehouse". PicSafe also has an easy-to-use API that makes it easy for IT departments to integrate into medical record systems.

A "Cloud Storage" deployment will satisfy the requirements for many hospitals. Otherwise, full "Medical Record Integrations" are available.

Have a question? We can help you start a trial or deploy PicSafe.

Test the PicSafe App

Test the PicSafe App

This one is easy. Download the app and have a play!

The PicSafe app is available from the App Store and the Google Play Store. You will see the "free" version of PicSafe when you first run the app. PicSafe PRO can be purchased online or through the app (iOS only). PicSafe PRO will give you the same features and benefits as if a user were to access PicSafe through a PicSafe Enterprise account.

Download PicSafe® Now FREE

There is a paid version with advanced features although the free version will suit most people.

Cover Your Backside

And help the backsides of other doctors and patients.

Encouraging doctors to use PicSafe rather than the default camera app, or the camera within messaging apps, facilitate better care and helps mitigates the risk of legal action and fines based on non-compliance of privacy regulations.

+61 3 9005 6334

support@picsafe.com

Female
Sharing Trial

Sharing Trial

Allow doctors to comply with privacy regulations when sharing photos.

Goal

Provide a means for doctors to share clinical photos without violating privacy regulations.

How It Works

Doctors take clinical photos with PicSafe, they enter their details, get consent, and then chose how to send (email, text or WhatsApp). The app removes metadata from the photo, generates a PDF with the relevant details, and encrypts the data before sending/uploading the "report". When a recipient receives the email/message, they must be logged in to before the app decrypts the "report" and they can view it.

Requirements

  • IT department: None.
  • Legal: None.
  • Staff: Any phone or tablet running iOS 10+ or Android 4.4+ (most will have this already).

Cost

None. The basic version of PicSafe allows users to capture, share and view photos video and audio for free. When you want to integrate with storage services that staff will need either PicSafe PRO or to be part of a PicSafe Enterprise account.

What You Get

  • Peace of mind. You have systems in place that encourage doctors to deliver to the standard of care, thereby mitigating the risk of legal action should a situation arise where a photo might have changed the outcome of care provided to a patient.
  • Privacy Regulation Compliance. The knowledge that you have provided a way for staff to securely capture and transmit clinical photos while complying with privacy regulations thereby mitigating your risk of massive fines.
  • Accelerated access to specialist care. Without the worry of breaching privacy regulations, doctors will be more inclined to take clinical photos.
  • Enhanced education for trainees. As above, doctors will be more inclined to take clinical photos and share them with those training.
  • More efficient triaging of patients. Here massive savings can be achieved. Please see the use case for just some examples.

Suggested Steps to Conduct a Trial

  1. Email all staff informing them the risk of violating privacy regulations and suggest they download PicSafe from the App Store or Google Play.
  2. Implement a policy on use of smartphones for clinical photography within the hospital.
  3. Post notices around the hospital (notice boards, back of bathroom doors, etc.)
  4. Follow up emails after two weeks and two months.

Steps to Implement

Same as steps to trial.

Please contact us for help.

Forgive

"It's easier to ask forgiveness than it is to get permission."

This certainly does not apply when it comes to asking for patient consent, but it may when adopting new tools like PicSafe. Do you need permission from your IT department to conduct a trial? Did doctors ask for permission before they started sending photos via email, text message or WhatsApp? We'll let you decide!

If your only goal is to do a "Share Deployment", your IT department does not need to do anything to facilitate PicSafe.

Female tablet
Cloud Storage Trial

Cloud Storage Trial

Use cloud storage providers Box and Dropbox as a "Data Warehouse" for clinical photos.

Goal

Provide a means for doctors to store clinical photos securely. Any integration that does this will also get all the benefits listed in the "Sharing Trial" - it provides a means for doctors to share clinical photos without violating privacy regulations.

How It Works

PicSafe has been built to enable easy integration with various third-party storage services, including both Box and Dropbox.

To set up, Doctors merely have to go to the settings screen and log in to the Box or Dropbox account to "link" it. Once linked, when a doctor goes to submit a clinical photo, there will be an option to send it to either Box or Dropbox. Once a report is submitted, it the app removes metadata from the photo, generates both a PDF and XML file with the relevant details, and sends/uploads the "report" to a Box/Dropbox via HTTPS (secure). Within the Box or Dropbox account, one can use the search to search for any of the information included in the "report" (e.g. patients name).

Please see a discussion on the use of Box and Dropbox and security and data sovereignty issues discussed in the "How do we securely store clinical photos?" FAQ. Both Box and Dropbox offer HIPAA-compliant secure storage options. While HIPAA is a US-based standard for protecting patient privacy, it is viewed by many around the world as the gold standard in patient privacy regulation.

Requirements

  • IT department: Usually none. They may need to help Admin setup Box and Dropbox accounts (discussed below).
  • Legal: While we believe PicSafe provides a system to allow doctors and hospitals comply with various privacy and medical record requirements, you should consult your legal department. Please note, too often we have seen excessive demands placed on processes to the point that they become impractical. Should impractical requirements be set on doctors, we have seen them revert to insecure practices using the default camera app (or the camera within consumer-grade messaging apps). We need to avoid this!
  • Admin: Set up either a Box or Dropbox account. If you are doing a trial without using actual patient data you can use any Box or Dropbox plan (including free). If you are using actual patient data, you will need to set up either:
    • A Box Enterprise account (required for Box's HIPAA-compliant secure storage) and use "Box Zones". The Box website asks that you contact them to get a quote. Expect to pay around US$35 per month for this service, but prices vary depending on how much storage you need. As a rule of thumb, allow 5MB per photo you want to store. You should be able to start off with the smallest plan.
    • An "Advanced" Dropbox Business account (required for Dropbox's HIPAA-compliant secure storage). An "Advanced" account costs $20 per month per user (with a minimum of 3 users). Depending on how you want to structure it, you can use one account per PicSafe user, or share the one Dropbox account among numerous users. A "Standard" account would work, but it only gives you 2GB of storage. As a rule of thumb, allow 5MB per photo you want to store so on a "Standard" plan that is only 400 photos. An "Advanced" account gives you "as much space as needed".
  • Staff: Any phone or tablet running iOS 10+ or Android 4.4+ (most will have this already).

Cost

PicSafe. No setup fee. To submit reports to Box or Dropbox users will then need to purchase access to PicSafe PRO or to be part of a PicSafe Enterprise account. Please contact us for more information.

Box. Free if you are testing without using actual patient data. If using actual patient data, you will need a Box Enterprise or Elite account. The Box website asks that you contact them to get a quote. Expect to pay around US$35 per month. Prices vary depending on how much storage you need.

Dropbox. Free if you are testing without using actual patient data. If using actual patient data, you will need an "Advanced" Dropbox Business account (Around US$20 per month per user - with a minimum of 3 users).

What You Get

  • Peace-of-mind. You are putting a system in place that encourages doctors to deliver to the standard of care, thereby mitigating the risk of legal action in a situation where a photo might have changed an adverse outcome.
  • Privacy Regulation Compliance. You're providing a way for staff to securely capture and transmit clinical photos while complying with privacy regulations and thereby mitigating your risk of massive fines.
  • Medical Record Regulation Compliance. By providing the ability to store clinical photos taken on your smartphone, you can comply with medical record regulations. Without this, many images are taken, but they don't make their way into the medical record.
  • Accelerated access to specialist care. Without the worry of breaching privacy regulations, doctors will be more inclined to take clinical photos.
  • Enhanced education for trainees. As above, doctors will be more inclined to take clinical photos and share them with those training.
  • More efficient triaging of patients. Here massive savings can be achieved. Please see the use case for just some examples.

Suggested Steps to Conduct a Trial

  1. Email all staff informing them the risk of violating privacy regulations and suggest they download PicSafe from the App Store or Google Play.
  2. Implement a policy on use of smartphones for clinical photography within the hospital.
  3. Post notices around the hospital (notice boards, back of bathroom doors, etc.)
  4. Follow up emails after two weeks and two months.

Steps to Implement

Same as a trial. If you have completed a trial where actual patient data was not used, and you used a standard Box or Dropbox plan, please see the notes above about setting up either a Box Enterprise or Elite account or an "Advanced" Dropbox Business account.

Please contact us for details.

Call Us For Help

Have a question? We can help you start a trial or deploy PicSafe.

+61 3 9005 6334

support@picsafe.com

Male
Medical Record Integration

Medical Record Integration

Get Photos into the Medical Record and store securely.

Goal

Provide a means for doctors to store clinical photos securely. Any integration that does this will also get all the benefits listed in the "Sharing Trial" - it provides a means for doctors to share clinical photos without violating privacy regulations.

How It Works

PicSafe has been built to enable easy integration with various third-party storage services and medical record systems. PicSafe provides many methods for integrating into medical record systems.

Once implemented, doctors take clinical photos with PicSafe, they enter the patient's details, and get consent. The app removes metadata from the photo, generates both a PDF and XML file with the relevant details, and encrypts the data before sending/uploading the "report" to an "endpoint". The endpoint will depend on the integration.

Which integration method is best for me?

Please note this is just a guide. There are many more factors that might lead to a different method being suitable for your purpose.

Requirements

  • IT department: Level of involvement will depend on the integration type. In general, it takes two to tango. PicSafe can send "reports" to medical record systems, but medical record systems need to let in the reports! IT departments are, understandably, often reluctant open their firewall. One technique that we have found surprisingly useful is to create a catch-all email address, have reports sent to it, and then create a simple little program that opens the emails, extracts the attached report, decrypts it, and slots it into the medical record.
  • Legal: While we believe PicSafe provides a system to allow doctors and hospitals comply with various privacy and medical record requirements, you should consult your legal department. Please note, too often we have seen excessive demands placed on processes to the point that they become impractical. Should impractical requirements be set on doctors, we have seen them revert to insecure practices using the default camera app (or the camera within consumer-grade messaging apps). We need to avoid this!
  • Staff: A phone or tablet running iOS 10+ or Android 4.4+ (most will have this already).

Cost

Varies depending on the type of integration and number of users. Depending on the kind of integration, there is commonly a setup fee. All users that use the integration will then need to purchase access to PicSafe PRO or to be part of a PicSafe Enterprise account. Please contact us for more information.

What You Get

  • Peace-of-mind. You are putting a system in place that encourages doctors to deliver to the standard of care, thereby mitigating the risk of legal action in a situation where a photo might have changed an adverse outcome.
  • Privacy Regulation Compliance. You're providing a way for staff to securely capture and transmit clinical photos while complying with privacy regulations and thereby mitigating your risk of massive fines.
  • Medical Record Regulation Compliance. By providing the ability to store clinical photos taken on your smartphone, you can comply with medical record regulations. Without this, many images are taken, but they don't make their way into the medical record.
  • Accelerated access to specialist care. Without the worry of breaching privacy regulations, doctors will be more inclined to take clinical photos.
  • Enhanced education for trainees. As above, doctors will be more inclined to take clinical photos and share them with those training.
  • More efficient triaging of patients. Here massive savings can be achieved. Please see the use case for just some examples.
  • Better medical history. This can help in the treatment of patients in many situations.

Suggested Steps to Conduct a Trial

  1. Email all staff informing them the risk of violating privacy regulations and suggest they download PicSafe from the App Store or Google Play.
  2. Implement a policy on use of smartphones for clinical photography within the hospital.
  3. Post notices around the hospital (notice boards, back of bathroom doors, etc.)
  4. Follow up emails after two weeks and two months.

Steps to Implement

Same as steps to trial.

Please contact us for details.

Stakeholder Compromise

Collectively we all have to be “reasonable” in formulating a solution. The priority of patient care aside, inherently and stereotypically ...

Legal

Legal wants long consent forms signed multiple times.

Administration

Administration wants patient information to be verified/cross-referenced.

Management

Management wants to limit costs and maximise efficiency.

IT

IT wants a super secure system and to limit the number systems they manage.

Doctors

Doctors want a system that is super easy-to-use so they can focus on patients.

We firmly believe PicSafe delivers the best and most balanced solution for all (with no compromise for patient well-being).

+61 3 9005 6334

support@picsafe.com