Where does the software run?

The software runs locally on your clinic Windows computer (front desk or admin PC). It is not a cloud dashboard and does not require a third-party server.

Does the software store patient data?

No. The software is designed not to store patient data. It does not build a patient database and does not store patient history inside the software.

Do you require integration access to our clinic system?

No. No integration is required. The system is designed to work without connecting to your EMR/EHR or scheduling software.

Who can access the software?

Only people who have access to your clinic computer can access the software. This is an intentional security design: access is controlled by the clinic’s own computer and user permissions.

Can remote staff access it from outside the clinic?

By default, no. The software is installed locally on the clinic computer. If a clinic uses remote desktop tools, remote access depends on the clinic’s internal IT policies.

Does the system expose PHI to third-party cloud servers?

The software itself is designed to avoid storing patient data in external cloud dashboards. Clinics control what is sent in reminders. Most clinics send simple reminders (date/time) and avoid sending sensitive clinical details in messages.

What about WhatsApp messages — are they secure?

WhatsApp is widely used globally for private communication and is protected by end-to-end encryption between devices. Clinics should still follow best practice and avoid sending sensitive medical details in reminders.

Can we restrict usage to certain staff?

Yes. The easiest control is Windows user permissions on the clinic computer: only authorized clinic staff should have access to the reminders computer and software.

What happens if the clinic computer is turned off?

For the bot to respond automatically, the clinic computer must be ON and the software must be OPEN. If the computer is off, automation pauses until it is running again.

Should we keep the software running all day?

Most clinics keep the software open during working hours so WhatsApp confirmations and keyword replies work automatically.

Do we need to back up the software?

The software does not store patient data. Most clinics back up only their clinic computer as part of regular clinic IT maintenance. If you want to preserve clinic configuration (templates, schedules), you can include that in your regular computer backup plan.

What backup practice do you recommend?

Follow standard clinic IT best practice:

• Enable Windows updates
• Use antivirus / endpoint protection
• Use strong Windows login passwords
• Back up clinic computers routinely (external drive or secure backup method)
• Restrict access to authorized staff only

What if the computer is replaced or upgraded?

If the clinic computer is replaced, the software can be installed again on the new clinic computer. (Licensing rules apply: 1 license = 1 computer.)

Is this HIPAA-compliant?

The system is built with a privacy-first approach: local operation, no integrations, and no patient database stored inside the software. Clinics should still ensure their workflow follows internal HIPAA policies, especially regarding message content.

What support do you provide if we have security questions?

Clinics can contact support by email with any security questions. Clear documentation and video tutorials are included.