Best Practice Guidelines: Healthcare Practice Management & POPIA Compliance Framework

Best Practice Guidelines: Healthcare Practice Management

POPIA Compliance Framework




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6. Debtors & Patients: Roles & Purpose

Responsible Roles

Ensure that all information is checked by Reception. Double-check that all patients have electronic files. Ensure there are knowledgeable personnel available at reception to open files on a daily basis.

Open electronic files of Debtors and Patients, upload all required documents and ensure the correct demographic details of debtors and patients. Do validations and benefit checks prior to the consultation. Double-check the demographic information. When dependants pass away or get their own medical aid, they must be marked inactive and moved to their own electronic file.


Patients are connected to the Medical Practice via the MyGrandCentral website/app. The patient will complete and upload all the necessary information and documents to activate his or her myGC profile.

Compliance continuity - Confidentiality measures:
  • Adhere to the clean desk policy - no unmanned papers with PI/screens with PI so that PI is accessible to unauthorised persons.



Purpose of Debtors & Patients

It is essential that the correct information for medical debtors (the person responsible for the medical account, eg main members of medical aids or guardians of minors) and their dependents are captured so that claim processing and follow up will be successful.