Procedures for a medical or dental office, without the patient data leaving the room
Front desk, billing, scheduling, the practice-management system: the tasks only one person knows how to do. Record one, get the manual, and keep every picture on your own computers.
Why a practice picks Sopycat
Nothing is uploaded
The recording, the pictures and the manual are files on your PC or your office's own drive. Sopycat has no server that holds them and no account to sign in to.
Patient details are caught
Anything typed into a date of birth, SSN, card or account box is left out as it is typed. Emails, phone, card and social-security numbers in the pictures can be blurred automatically, with a switch in Settings.
Training you can show
Who read which procedure and who completed it, with a name and a date, kept in the library folder and saved as a spreadsheet for the auditor.
Recording a task in a practice
- Before you record, open a test patient, not a real one.
- After you stop, press Private details on the bar. Every picture is read on the PC and anything after Patient, Date of birth, MRN, Member ID or Account number is listed with a box; tick and blur in one go.
- A blur is pixels in the picture and in every PDF, Word file and web page saved from it. Blurring by hand is in every step's menu.
- Give the manual a version, who approved it and the date it took effect; they print under the title on every copy.
- Ask staff to confirm they read a manual; the confirmation is a line in the records with a name and a date. Publish a changed manual again and everyone is asked again.
Regulated-office mode
A setting for every PC in the office: no sharing a manual as a web page, updates held until the office installs them, and a log in the library folder of every view, edit, export, redaction and record. Part of the Office plan.
The PDF tools, too
Consent forms, EOBs, referral letters: fill, sign and redact them in the same app. A redaction cuts the words from the page and the page is read again to check.
Straight answers
- Is Sopycat HIPAA compliant?
- HIPAA compliance is about how your office handles protected health information, so no software can be compliant on its own. What Sopycat does is keep every recording and every manual on your own computers and your own drive, upload nothing, keep no account, leave typed identifiers out, blur what it finds in pictures, and log what was done. The one-page security overview says exactly what the app sends over the network: a key check and an update check on their own, plus any download someone starts.
- Do we need a business associate agreement with Sopycat?
- A business associate is a vendor that creates, receives, maintains or transmits PHI on your behalf. Sopycat receives none of it: the app runs on your PC, and Sopycat the company never sees your recordings, pictures or manuals. There is nothing for a BAA to cover. Your compliance officer can confirm that from the security overview.
- What if a screenshot shows a patient's name?
- Record on a test patient where you can. Where you cannot, the private-details check reads every picture and lists what it finds, and blurring by hand covers anything it misses. A blur removes the pixels from the exported picture, so no export can bring the name back; the untouched original stays in the library so a blur can be redone, so keep the library folder where your rules allow.
- Can the whole office use one library?
- Yes. Put the library folder on your own OneDrive, Dropbox or network drive and point each PC at it. If two people save the same manual, the second save is stopped and nothing is lost, and the Office plan lists who edits and who reads.
Record the first procedure this week
14 days free, no account, no card. Nothing you record leaves the PC.