Purpose

This article outlines the recommended controls and monthly review
process for monitoring report exports and protecting confidential
patient and clinic data in Clinicea.

1. Restrict Report Export Permissions

Report export access should be granted only to staff members who
genuinely need it for their role.

Recommended actions: - Review the roles and users that have access
to Reports. - Enable Export Data out only for authorised,
trusted staff. - Remove export permission when it is no longer
required. - Review permissions whenever a staff member changes roles or
leaves the organisation.

In the Permissions settings, select the relevant role and open
Reports. Check the Export Data out permission before saving the
changes.

The export permission allows users to download report data to their
devices. Treat it as a sensitive permission because exported data may
be moved outside the clinic system.

2. Configure IP Address Restrictions

Set up the clinic's approved IP address or addresses on the Security
page, where this feature is available.

Recommended actions: - Confirm the clinic's approved public IP
address with the network administrator or internet service provider. -
Add the approved IP address in the Security settings. - Test access
after saving the configuration. - Update the approved address if the
clinic's internet connection or public IP changes.

Before enforcing an IP restriction, confirm that authorised staff can
still access the system from the intended locations. Follow the
organisation's approved access procedure for remote staff.

3. Enforce Strong Passwords

All users should have strong, unique passwords.

Recommended actions: - Require passwords that are difficult to guess
and are not reused across other services. - Avoid names, birthdays,
clinic names, common words, or predictable patterns. - Use a password
manager where permitted. - Change a password immediately if it may have
been exposed or compromised. - Never share login credentials between
staff members.

4. Enable Two-Factor Authentication (2FA)

Enable two-factor authentication in the Security settings for user
accounts, wherever supported.

2FA adds a verification step in addition to the password and helps
reduce the risk of unauthorised access if a password is compromised.

Recommended actions: - Enable 2FA for all eligible users. - Follow
the approved setup process and securely retain any recovery options. -
Verify that users can complete sign-in after enabling 2FA. - Review and
revoke access for lost devices or compromised accounts according to the
clinic's security procedure.

5. Enable Report Data Masking

Enable the Mask Guest Phone Number and Email address permission for
roles that should not see full contact details in reports.

This setting masks parts of a guest's phone number and email address to
help protect personal information.

Recommended actions: - Review which roles need to see full contact
details. - Turn on report masking for roles that do not require
unrestricted access. - Save the permission changes. - Test a report with
an authorised test account to confirm the expected masking behaviour.

The example shown in the permissions screen indicates that the phone
number is masked except for the last four digits, and the email address
is partially masked.

6. Enable App-Level Masking

Enable the applicable masking permission in the relevant application
permissions or security settings so personal information is protected
outside reports as well.

Recommended actions: - Review the available app-level masking
control for each relevant role. - Enable masking for roles that do not
need to view full personal contact details. - Save the changes and test
the result using an appropriate test account. - Confirm that the
permission meets the clinic's privacy and operational requirements.

Important: Report masking and app-level masking are separate
controls. Enabling one should not be assumed to enable the other. Verify
both settings independently.

7. Monitor Export Logs Monthly

Review the export log at least once every month to identify unusual or
unauthorised data exports.

Monthly review checklist:

• Open the available export log or audit log.
• Review the date and time of each export.
• Identify the user account associated with each export.
• Check the report or data exported, where the log records this information.
• Confirm that the export was required and authorised.
• Investigate unexpected activity, unusually frequent exports, or exports outside normal working patterns.
• Record the review date, reviewer, findings, and follow-up actions.
• Escalate suspected unauthorised access or data disclosure through the clinic's incident-reporting process.

If the system's log does not include a particular detail, record that
limitation rather than assuming the information is available.

Suggested Monitoring Record

Responsibilities and Review Frequency

Final Reminder

Use the principle of least privilege: each user should have only the
access needed to perform their job. Save permission changes, test them
with an appropriate account, and retain a record of monthly export-log
reviews. If a suspicious export is identified, investigate promptly and
follow the clinic's data-protection and incident-response procedures.

Updated on: 22/10/2026