Caredove treats a patient’s Personal Health Information (PHI) with great care to keep it secure.
Typically, after the agency receiving the referral starts the client on service (or decides not to) there is no need for Caredove to continue to store the patient's information in our system. The referral process is complete!.
When does Caredove delete personal health information (PHI) from our systems?
The default setting for deletion is:
7 days after the booked appointment date.
if no booked appointment, 7 days after referral is downloaded.
if the referral is not downloaded, 60 days after initial submission date, or 7 days after appointment date, whichever comes last
This default 7-day setting is part of the no charge Essentials subscription. Caredove personnel can shorten this retention period upon request.
Caredove users with the Organizational Administrator role, who are on paid Advanced Subscription, can extend the retention period to a maximum of 90 days. Longer periods will be considered upon special request by your organization's privacy officer.
To view your current file retention period navigate to Settings in the top menu and select the Referrals tab. Notice the File Retention Rule section.
Note: We don’t delete everything about the referral, just the PHI. The registrant's initials always stay connected with the referral.
This is an initial deletion of PHI when the users of Caredove can no longer see the PHI.
Note: PHI data can be recovered up until 120 days after the data was initially deleted, above, after which time the data is permanently deleted. Such data recovery is by written request to Caredove personnel via chat support. Permanently deleted data can not be recovered.
Additional Information about PHI's Automatic Deletion.