Authorized Use
This private portal is operated by Healthcare Safety International (HSI) and is available only to authorized users acting within their assigned roles and permissions. Access only information necessary for your authorized work. Unauthorized access, use, alteration, downloading, or disclosure of information is prohibited and may result in suspension of access or legal action.
Account Security
Use only your assigned account. Do not share passwords or allow others to access the portal through your account. Protect your login credentials, secure downloaded records, and sign out when finished. Notify your agency administrator promptly if your account may have been compromised or your access permissions are incorrect.
Monitoring and Accountability
Portal activity may be logged and reviewed for security, troubleshooting, and accountability. Where implemented, these logs may include sign-ins, access to records, entries, changes, and downloads. Any monitoring and use of logs must comply with applicable privacy and security requirements.
Agency Recordkeeping Responsibilities
By signing in and using this portal, you acknowledge that your agency remains responsible for the accuracy, completeness, security, availability, and required retention of its records. Use of this portal does not replace your agency’s responsibility to maintain and securely save required records in its own internal recordkeeping system.
Follow your agency’s documentation procedures and verify that your entries have been successfully saved. Report missing, incomplete, or inaccurate records promptly. Make corrections through authorized procedures that preserve any required history of the original entry.
Exports, Backups, and Record Retention
Your agency must maintain a documented process for obtaining and securely preserving required copies of its records, using available export functions or coordinating with HSI when assistance is needed. Preserve records for the periods required by applicable laws, contracts, and agency policies.
Store exported records and backups in agency-approved locations with appropriate access restrictions. Your agency should verify that backup copies are complete, readable, and retrievable. These agency responsibilities do not replace HSI’s own applicable backup, security, or record preservation obligations.
Privacy and HIPAA Obligations
Portal information may include confidential personal information and protected health information. Access, use, and disclose this information only as authorized and permitted by applicable law. Apply the minimum necessary standard where required, and do not copy information to personal email accounts, unapproved applications, or unauthorized devices.
Your agency and HSI remain responsible for their respective obligations under applicable privacy and security laws, including HIPAA where applicable, and any applicable Business Associate Agreement. These obligations may include appropriate safeguards, incident response, required breach notifications, and contingency arrangements. This notice does not waive or transfer those obligations.
Internet Access and Service Availability
Access depends on internet connectivity, compatible equipment, and system availability. Interruptions may occur because of connection problems, maintenance, technical failures, or other circumstances. Continuous or uninterrupted access is not guaranteed.
Your agency must maintain procedures for continuing services and documenting required activities when the portal is unavailable. Follow those procedures during an outage and enter or reconcile records when access is restored, preserving the actual dates and times of services and avoiding duplicate entries.
Professional and Service Responsibilities
The portal supports documentation and agency operations. It does not replace professional judgment, required supervision, prescribed orders, agency policies, or your agency’s responsibility to deliver appropriate services. Do not assume that entering information in the portal completes a required notification, escalation, or follow-up.
Support and Incident Reporting
Promptly report access problems, missing records, suspected unauthorized activity, privacy concerns, or security incidents to your agency administrator. Your administrator should coordinate with HSI through the agency’s established contact channel when needed.
Do not include passwords or unnecessary confidential information in a support request. Follow your agency’s incident-reporting procedures and applicable notification requirements. For emergencies or urgent care needs, use the appropriate emergency or clinical response process; do not rely on portal entries or support requests for an immediate response.
Acknowledgment
By signing in and using this portal, you acknowledge this notice and your responsibility to follow the requirements applicable to your role. Your use of the portal does not authorize you to accept contractual obligations on behalf of your agency unless you have that authority. This notice does not replace applicable law, a service agreement, or a Business Associate Agreement.