Healthcare networks see huge numbers of users and departments needing to access data. It’s highly sensitive – requiring advanced security controls – and data travels between multiple disparate systems. Many hours are spent duplicating between systems, which is not only time-intensive, but it exposes the data to human error and increased security risks at each touchpoint.
With increased patient numbers and a backlog from the COVID-19 pandemic, it has never been more important to secure and streamline data flows. The 2020 government data strategy is pushing healthcare organisations to review security controls, enable sharing between organisations, and provide a real-time view of data to allow data driven decision-making.
Secure managed file transfer (MFT) is used by healthcare institutions around the world to provide a single, simple solution that provides encryption, access control, activity tracking and workflow automation for all your file transfers. It increases security, simplifies compliance and helps the workforce operating much more efficiently.
Here you’ll see a range of use cases demonstrating how secure, managed file transfer, automation and integration support organisations to meet current challenges.
About Pro2col
Trusted independent experts serving healthcare organisations since 2004
Trusted by healthcare organisations
Independent experts for 16+ years, 800+ solutions delivered
G-Cloud 12 Digital Marketplace
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ISO 27001 and ISO 9001 certified
Trusted by healthcare organisations
Independent experts for 16+ years, 800+ solutions delivered
G-Cloud 12 Digital Marketplace
A Gartner business partner
FSQS registered
ISO 27001 and ISO 9001 certified
Healthcare solution stories
Here are some of the ways we could help youSecure managed file transfer protects sensitive data with advanced security controls, including: Encryption at rest (PGP, AES), encryption in transit (SFTP, FTPS, HTTPS), authentication and access control, and more. This will prevent information leaks, data sharing violations and security breaches.
The use of a gateway supports the external data flows with partners, and online forms allow customers to securely input data, with onwards processes automated.
Access control, makes sure files are only accessed by permitted users. This is essential when files are routinely transferred internally within the health-care setting or between hospitals, or patient information exchanged with external agencies such as private medical insurers.
It’s not uncommon for patients to be seen by two different health authorities. MFT facilitates the transfer of files in a secure, centralised environment. This is particularly useful in managing the flow of data between health authorities, private services, social services, insurance providers and more.
Being highly sensitive data, it requires the highest protection to comply with the GDPR and other legislation. Transferring medical records over email would be a security breach, as email does not use secure file transfer protocols.
Secure file sharing infrastructure allows you to share information with agencies / external bodies quickly, securely and efficiently. Depending on the process, this can done by secure email, onboarding partners to your infrastructure, or integrating with their infrastructure.
Compliance in healthcare requires balancing visibility and privacy. All files must have a “paper trail”, meaning access to files at rest and their movement must be carefully tracked. At the same time, the contents of these records, including personal identifiable information and sometimes sensitive financial information, must be kept private and only viewed by authorised personnel.
Reporting functionality will capture all transactions passing through the MFT platform and then configure views or reports. This process simplifies the task of compiling compliance reports for audits. Some solutions have specific modules to support compliance with the GDPR, for example.
Using the mobile option available on many MFT systems, health care providers can transfer medical notes between tablet devices and central records, enabling home visitors to update patient notes on site whilst working remotely.
MFT also enables the transfer of large files from scans or x-rays, between research partners of hospitals.
Most patients are digitally connected and expect to be able to interact with an organisation via mobile and carry out an element of self-service functionality, minimising face to face contact. Secure, bespoke online forms can integrate into your website to provide this functionality allowing patients to book appointment times, submit images in e-consultations and more.
Health authorities may employ remote health-care workers, who still need access to confidential data. MFT can provide a secure way for remote workers to upload and download data.
Access to sensitive files is only made available when a permitted user is logged in. And data wiping policies can be set. This ensures confidential information regarding health records are kept strictly per use in a remote setting.
Healthcare organisations need to integrate their systems, so patient data is accessible universally – not just by the department the patient is currently in. Solutions come with a number of pre-built connectors and APIs to connect systems. Not only does this improve efficiency, it also provides a single-pane-of-glass, real time view, enabling data-driven decision-making.
Integrating, for example, an HR system, a time and attendance system and a staffing system, enables the business to allocate the right number of staff, operating efficiently while providing quality care.
Downtime would mean patient admissions, medical records, and other data collection would need to be taken on paper, and then later scanned in or manually entered onto the system. Dealing with downtime could also mean medical professionals would not have access to their patients’ files when they need it.
MFT solutions will eliminate the risk of downtime, if deployed in high availability in an active-active configuration.
MFT can integrate with your stock control systems to automate processes that would otherwise be time-consuming. For example, stock lists of pharmaceutical products can be monitored. When the stock needs to be replenished, the stock order is automatically generated ready for an order to be placed.
We have also set up complex workflow automation to process incoming research data. All transfers are secure, protecting what is highly sensitive, and with strict access control, to make sure only those permitted to access the data can. Administrators can also monitor everything moving in and out of the research environment, to support compliance.
Use cases by department
Saving time and resource to improve efficiencySecure remote working is increasingly important post-COVID. Secure file transfer and collaboration functionality allows staff to have secure remote access to company files and work collaboratively on the same version. It also allows them to transfer files securely outside the organisations, without resorting to insecure, consumer grade apps to share files. All exchanges remaining in-line with the company security policy.
System-to-person automation can send and audit the secure distribution of HR documents, including contracts. In fact, HR departments can deliver the complete employee onboarding process with both front and back end system automation. This removes manual steps and improves accuracy. For example, the employee or HR contact can fill in a configurable web form, which includes e-signing and dating. Then this can automatically be exported as a pdf contract and stored in the repository. Next a fully automated user provisioning workflow can be executed, setting up access and logins for in systems like ActiveDirectory and ERP, emailing the user their login credentials.
Marketing teams regularly share large image or video files, which are too big for email. They often resorting to risky consumer grade, insecure file sharing apps. A controlled file sharing environment can easily integrate with existing email infrastructure, allowing users to share large files. There are additional security controls, administrative access and visibility of all transfers. Permissions can be set in line with data access policies so that staff only access the data they need in order to do their job.
As vendor-independent specialists in secure managed file transfer, workflow automation and system integration, we’re expertly placed to guide you to the right technology and vendor for your requirements.
We’ll share Pro2col’s ‘MFT Buyer’s Guide’ straight to your inbox. Then we’ll provide a scoping call to discuss how this technology supports your process requirements.
