> ## Knowledge Base Index
> Fetch the complete knowledge base index at: https://help.clinicea.com/sitemap.xml
> Use this file to discover available pages before exploring further.
> Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash).

# How to prevent staff from accessing Clinicea from outside the Clinic

###### How to Access Security Preferences
Log in to Clinicea with an account that has administrator access.
**Go to Tools** from the top menu.
Select **Organization Security**.
This section contains all the available login and **access security settings** for your organization.

![](https://storage.crisp.chat/users/helpdesk/website/-/f/c/5/7/fc576fc9d2f46000/image_a66vmc.png)
###### Step 1:  Login Credentials
This section allows you to define how users can **log in** to Clinicea.

**Login Type**
You can choose the authentication method your clinic wants to allow, such as:
**Email / Password**
Other supported login methods (if enabled for your organization)
Selected Login Credentials
Displays the currently active login methods for your clinic.

**Why it matters:**
This ensures your organization can standardize how staff access the system and reduce confusion around multiple login options.

![](https://storage.crisp.chat/users/helpdesk/website/-/f/c/5/7/fc576fc9d2f46000/image_9a3kr8.png)



###### Step 2:  Email / Password Enable 2FA
**Two-Factor Authentication (2FA)** adds an extra layer of protection by requiring users to verify their identity beyond just a password.
In Clinicea, **2FA** can be configured separately for:

**Administrators**
**All Other Staff**
**External Practitioners**

How it Works
**2FA** is triggered when a user logs in from outside the clinic network (outside the allowed **IP address range**, if configured).

**Recommended Best Practice**
Enable for Administrators at minimum
Enable for All Staff for higher security
Enable for External Practitioners if remote access is common

**Why it matters:**
Even if a password is compromised, unauthorized users cannot log in without the second verification step.
![](https://storage.crisp.chat/users/helpdesk/website/-/f/c/5/7/fc576fc9d2f46000/image_clijv1.png)

###### Step 3:  IP Access Restrictions

This feature allows your clinic to restrict logins only from approved **IP addresses.**
Example:
1.2.3.4

Or use wildcard format:
103.171.247.*

This is especially useful when your clinic wants staff to access Clinicea only from within the clinic premises.

**Benefits**
Prevents home/public network access
Reduces risk of unauthorized login attempts
Keeps patient data within clinic-controlled networks

**Important Note**
Users marked as Admin in Clinicea can still retain broader access depending on organization policy, so configure carefully.

![](https://storage.crisp.chat/users/helpdesk/website/-/f/c/5/7/fc576fc9d2f46000/image_1bbfg0u.png)

###### Sptep 4:  Advanced Security Settings
Enforce Strong Password for All Users
When enabled, all users must create **stronger passwords** that meet security requirements.

**Password Rules:**
**Minimum 8 characters**
**At least 1 uppercase letter**
**At least 1 lowercase letter**
**At least 1 number**
**At least 1 special character**

**Example Strong Password:**
Clinic@2026

**Why it matters:**
Weak passwords are one of the most common security risks. Strong password enforcement significantly reduces this threat.

![](https://storage.crisp.chat/users/helpdesk/website/-/f/c/5/7/fc576fc9d2f46000/image_1uku983.png)

###### Step 5:  Password Protect Attachments in Communication
When enabled, files shared in communication modules are **password protected** automatically.

**Default Password Logic**
The password will be the **Year of Birth** of the Patient

**Example:**
If patient DOB year = 1977, then attachment password = 1977

**Use Case**
When sending invoices, medical reports, prescriptions, or sensitive documents via email or communication channels, recipients must enter the password to open the file.

**Why it matters:**
Even if an email is forwarded or intercepted, the attachment remains protected.

![](https://storage.crisp.chat/users/helpdesk/website/-/f/c/5/7/fc576fc9d2f46000/image_1e9v1vx.png)

###### Step 6:  Logout All Users Across All Devices
This emergency security feature allows administrators to instantly **sign out** all users currently logged in to Clinicea.

**When to Use:**
Suspicious account activity detected
Shared device left unattended
Staff member leaves organization
Security policy updates applied
After password reset or breach concern

Action Button:
**Log-Out All Users**

**Why it matters:**
Immediate organization-wide logout helps contain security risks quickly.


![](https://storage.crisp.chat/users/helpdesk/website/-/f/c/5/7/fc576fc9d2f46000/image_f6iq96.png)