Short answer: only the people you authorize. Each staff member signs in with their own account, a password and a one-time code on each new device, and sees only what their role allows. Every time someone opens a conversation, call note or request, it's written to your clinic's audit log: who, which record, when, and from where. You can export it any time. ZeroMiss staff can't open a live clinic's patient information without a stated reason and a time-limited grant that shows up in that same log.
The access controls
- Unique logins. No shared front-desk password. Every action is tied to a named person.
- Multi-factor sign-in. A one-time code at sign-in on each new device; a device can be remembered for up to 15 days.
- Role-based access. Owners manage the clinic and see the audit log; staff work the inbox, calls and requests.
- Session limits. Automatic sign-out after 30 idle minutes and after 12 hours at most. Repeated wrong passwords lock the account.
- Vendor access is the exception. ZeroMiss support access to a live clinic requires a written reason, expires on its own, is logged in your audit log, and alerts us internally.
The audit log
The log records sign-ins and every view or change of patient information: opening a conversation, reading a call transcript, updating a request. It records the record's ID, never its contents, so the log itself doesn't become a second copy of patient data. It's kept for two years and can be exported as a spreadsheet for your own review or an auditor.
Alerts for unusual access
Opening an unusually large number of conversations in a short time triggers an alert. Security events such as repeated failed sign-ins are flagged too.
Frequently Asked Questions
Can our staff see conversations from other clinics?
No. Each clinic's data is separated on the server, and access is scoped to your clinic only.
Can we see who looked at a specific patient's conversation?
Yes. Search the audit log for that record, or export it and filter it in a spreadsheet.
What do patients' texts look like in the dashboard?
Staff see the conversation. Details a patient entered in the secure chat's protected fields appear only as a secure-form marker; the booking itself is in your EMR.
Can we remove a staff member's access immediately?
Yes. The owner removes the user and their access ends.
Bottom Line
Access control isn't a feature list, it's an answer to "who saw this patient's information?" With ZeroMiss you can answer that from the audit log in seconds and export it when someone asks.