Legal

Legal is where your clinic keeps its agreements with Bettar Platforms, Inc., the company behind ClinikEHR. Each agreement shows the version, who accepted it and when, and you can read the full wording, compare it with an earlier version, and download a PDF record.

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What the page shows

Staff who are not an owner or manager see the agreements and your Notice of Privacy Practices to read. They do not see the accept buttons, the PDFs or the feature agreements. Developer, IT admin and CTO roles open the same read-only view.

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What a row says

• Accepted date by name (owner or manager), version x. This is the record of the acceptance.
• Agreed at sign-up on date (version not recorded). Clinics that signed up before acceptances were recorded show this. It states the day the account was created. It is not a recorded acceptance, and you can accept the current version at any time to create one.
• Important update or Minor update. A newer version has been published since the version you accepted.

An acceptance is a record. It cannot be withdrawn. Ending the agreements means closing the account, which you do from Account settings.

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Read, compare and accept an agreement

Accepting the same version twice changes nothing. If a newer version is published while the panel is open, you are asked to reload so you read the one you accept.

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Download a record

Download PDF, beside an agreement, gives you that agreement’s full wording with an acceptance record at the top: your clinic, who accepted it, their role, the date and time with the time zone, how it was accepted and the version. It also carries a fingerprint of the exact wording, so the PDF can be matched to the version. Download all gives one PDF with every current agreement and your clinic’s acceptance history. These PDFs are a record of acceptance. They are not a countersigned copy. The footer says so. Every download is recorded in your audit log.

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When we update an agreement

All updates arrive the same way: one small notice at the bottom right of the screen, above the help button. It never blocks your work.

• It appears a few seconds after you open ClinikEHR, and only inside your clinic’s pages and your own home dashboard. It does not appear on public pages, in a telehealth room or at the pharmacy till.
• Several updates share one notice: We’ve updated 2 documents.
• Select Review to open the updated documents. Each has its summary, Compare with the version you accepted, the full wording and its own Accept. Accept all turns on once you have opened each document.
• Not now hides the notice. For a Minor update it does not come back. For an Important update it returns the next time you open ClinikEHR, until the update is accepted.
• Remind me tomorrow hides an Important update for 24 hours. It is offered until 7 days before the date the update is required. In the last 7 days, and after that date, the notice shows every time you open ClinikEHR and cannot be postponed.
• An Important update has a date from which it is required, at least 30 days after it is published. After that date the notice can no longer be hidden, but it never stops you working. Nothing in ClinikEHR is blocked.
• On a phone the notice is one short line above the bottom menu, such as Terms of Service updated, with Review. Select Review and the same panel opens.
• Reading the whole text is never forced. The panel opens on the plain summary, and Read the full text is one tap away. ClinikEHR records whether you opened the full text when you accepted, as part of the record.
• Owners and managers see the notice for the clinic’s agreements. Everyone sees it for their own Terms of Service and Privacy Policy.
• For an Important update, owners and managers also receive an email when it is published and a reminder 7 days before the required date. Your clinic’s email switch and system notification setting apply. The email never contains patient details.

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Your Notice of Privacy Practices

The Notice of Privacy Practices card is where you publish the notice your patients see. Three switches decide where patients and visitors see the notice. All three are on by default, and each one works as soon as it is set:

• Show in the client portal (below).
• Link it in the booking page footer. Your public booking page shows a Notice of Privacy Practices link under the page. It opens your current notice in a new tab. It appears only once you have published a notice.
• Offer it in intake forms. Your public intake forms show the same link beneath the form, so the person filling it in can read it first.

Switching one off removes the link from that place within a few minutes. The other places are not affected. In the client portal, patients also find a standing Notice of Privacy Practices link in the menu, where they can read your current notice and download it as a PDF on your letterhead. It follows the same Show in the client portal switch. Download PDF appears for your current notice and, in the version list, for every earlier version. The PDF is on your clinic’s own letterhead, with your clinic’s name, and prints exactly what you published (or the link to it, if you published only a link). Any member of the clinic can download it. Show in the client portal is on by default. When it is on, patients are asked to acknowledge your current notice the first time they sign in to the client portal, and again whenever you publish a new version. They can choose Later: the portal is never blocked. When it is off, patients are not asked. Patient acknowledgments, for owners and managers, shows how many patients acknowledged each version and the most recent acknowledgments, with the patient’s name. Viewing it is recorded in your audit log. If your clinic requires two-factor authentication, you must have completed it to see the names. If a person who accepted an agreement for your clinic later leaves or deletes their account, the acceptance stays on the record with the name and role they had when they accepted. An acceptance is evidence of what the clinic agreed to, so it is not erased or anonymised.

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Security: what we say about audits

The Security document and the Privacy Policy say that a SOC 2 Type II audit of our security controls is in progress and that we do not yet hold a SOC 2 report. An earlier version said the controls were already audited. This was corrected and is shown as a minor update: a quiet notice, nothing you are required to accept. The controls the document describes did not change.

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Your own agreements

Your personal settings have a Legal tab. It shows the Terms of Service and Privacy Policy versions you accepted as a user, with Read, and Agreements you accepted for a clinic. Each of those has Open Legal, which goes to that clinic’s Legal page. If you joined a clinic by invitation, setting your first password also records your agreement to the Terms of Service and Privacy Policy, and the page above the Set password button names both.

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Check it worked

• The row reads Accepted, with your name, your role, today’s date and the version.
• Download PDF shows the same acceptance in its record at the top.
• The update notice no longer appears for that document.
• Your acceptance appears in the audit log as an admin change to the clinic.