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We help healthcare professionals focus on remote patient care, increase revenue, and decrease overhead and privacy breaches.

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Loved by 55,000+ users in clinics, hospitals, and universities in 73 countries

Case Studies

"I have been using ShareSmart as a vital part of my Dermatology practice over the last four years. Dermatology is a visual specialty and documenting patients presentations with photographs has become a standard of practice. Before adopting ShareSmart into my clinical practice I was using my personal smartphone to take clinical photos. I love the convenience of taking photos of my patients instantly using my own device in a secure manner."

Dr. Angela Law, MD, FRCPC, FAAD
Board-certified Dermatologist
Saskatoon, SK, Canada

"I would definitely recommend using ShareSmart. The legal risks of practicing medicine can be detrimental. ShareSmart helps reduce those risks by providing detailed audit trails when discussing patient cases."

Dr. Babitha Tharayil, MBBS DPMR
Calgary, AB, Canada

"Really appreciate being able to connect with allied health professionals on a secure platform. It can be difficult otherwise to communicate and share important information in a timely fashion."

Dr. Paige Manyi Demong, MD, CCFP (Sports Medicine)
University of Calgary, Sport Medicine Centre

“Easy to use, and beneficial to patient care to be able to communicate quickly and securely with other health care providers regarding cases.”

Dr. Miles C. Cook, MD, FRCPS, DABR – Musculoskeletal Radiology and Intervention, Alberta Health Services – Calgary Zone, Clinical Assistant Professor, Faculty of Medicine, University of Calgary

"I find it very helpful to have a secure place to store photos of my patient's with clinically visible lesions to track their progress before, during and after radiation treatment (without having to search back through months of photos on my camera roll / risk people inappropriately seeing the photos)."

Dr. Allison Ye, MD
Prince George, BC, Canada

"We tend to think that in healthcare unless you’re in a direct care-provider role then you can’t be held liable, but that’s not true. It’s about putting the shoe on the other foot and doing the right thing. There needs to be human aspect to the measures we’re taking. How would you feel if it was you in these photos be it be in the dentist chair or on an operating table?"

Jill Carlson
Dental Sales & Marketing Lead
Edmonton, AB, Canada

"I tell every doctor I know to start using ShareSmart. There is simply no reason to make the mistake of showing your cat photos to a friend and seeing a bloody wound as you flip through your photos.  We have a duty to be professional in medicine and doctors know this, now they have no reason not to support a good clinical software that was designed to make their lives easier and protect them."

Dr. Andrea Burbank, MD
General Surgery Resident
San Antonio, Texas, USA

"With the increasing need for online security, ShareSmart provides the extra peace of mind for myself and my patients. I feel comfortable knowing that my patients' privacy will be protected."

Dr. Ashley Ko, MD FRCSC
Pediatric Ophthalmology and Adult Strabismus
Surrey, BC, Canada

"ShareSmart is an EXTREMELY time-saving tool for my colleagues and I.  As I’m sure everyone is aware, a lot of patient information is collected to ensure each patient receives the best health care for their particular health concerns.  ShareSmart provides great impact on the way the health care professionals share patient information.  In addition, it cuts down on the amount of patient information to sift through."

Filsan Abdi, BScN
Western University
London, ON, Canada

"The team reported improved efficiency and ease of communication. Staff were able to ask for and receive assistance with patient files much quicker. Patient data and attachments sent between users were clearly and securely labeled within the application, which was an important improvement that provided greater clarity over simply using email. The team was relieved that they could finally send quick and secure messages instead of having to stop what they were doing to take phone calls. Some labeled this method of communication as “familiar and comfortable”, as it is similar to how they communicate outside of work. Since staff were able to receive answers quicker over ShareSmart (e.g., when confirming medication order details, reviewing an X-ray), patients were able to receive care sooner which increased overall satisfaction."

Tejinder Sandhu Director of IT and Biomedical Engineering, West Park Healthcare Center
York, Ontario

"One particularly crucial aspect of this app is the privacy it gives to each individual patient and medical practitioner. Doctors, nurse practitioners, etc. are easily, safely and confidentially able to collaborate on each unique patient case."

Nicole Strange
University of Calgary
Bachelor of Nursing

"ShareSmart is a highly effective and secure, organizational app which has allowed me to communicate effectively with peers and individuals in my lab. Overall, I have found this app extremely useful and would definitely recommend it to anyone looking for a secure way to share information and photos."

Kaiden Jobin
University of Calgary
Undergraduate Student in the BHSc program and Research Associate

"The app is a secure and safe space to share confidential information between patients and other disciplines.  I really like the security that's been built-in and how it comes with its own photo album, camera, and recording feature to keep patient media safe within the app instead of having to use the phone’s regular camera roll"

Ma. Veronica Dominguez
Bachelor of Nursing candidate
University of Calgary

"ShareSmart is an excellent example of a way that health professionals can ensure confidentiality of patients in a way that is both effortless and effective. The solution promotes privacy through a user-friendly interface, making communication both simple and discrete for everyone. I am very excited to be using this tool as a learner in nursing and in my eventual practice as a nurse."

Faith Moghaddami
University of Calgary
Bachelor of Nursing

"ShareSmart is an easier and secure way of getting a hold of your contacts and patients. Although no one is 100% safe on the web, ShareSmart provides added protections for medical professionals and the patients. "

Phoebe de Manuel
University of Calgary
Bachelor of Nursing

Benefits

Increase Health
Service Revenue

Experience up to a 34% increase in revenue, 23% increase in productivity and a 19% increase in referrals.

Secure Sensitive
Information

The last thing you need is a privacy breach fiasco taking your health service practice down. Simplify compliance.

Get Privacy
Compliant

Collaborate using patient information and photos to elevate patient outcomes on best-in-class infrastructure.

Features

Collaborate with colleagues and be compensated for it.

“It was straightforward getting paid for e-consults. No billings were held or returned.”

Medical Office Assistant
14 years working in Dermatology, 3 years working for an ENT
Toronto, ON, Canada

Access patient photos on your desktop and get them into your EMR.

"I used to email myself the photos I took on my phone. I know it's not legal but I had no alternative. I've stopped doing this since I got ShareSmart but I'm reminded I used to do this because I somehow STILL see patient photos that I took many years ago and thought I had deleted, still synced to my cloud-based storage."

Board Certified Respirologist
7 years working in Ottawa, ON, Canada

Don’t become another privacy breach statistic (and avoid hefty fines and preserve your reputation).

“I highly recommend ShareSmart to any care provider that takes patient photographs and collaborates with other colleagues. I regularly hear stories about privacy breaches in healthcare and it frightens me. The peace-of-mind that ShareSmart has given me is invaluable.” 

Dr. Angela Law, MD, FRCPC, FAAD
Board-certified Dermatologist
Skinsense Dermatology
Saskatoon, SK, Canada

Stop apologizing for bad software. Preserve your sanity with best-in-class connectivity.

"Welps, I learned during a crisis that our communication service couldn't handle lots of users simultaneously. Even before the Covid-19 pandemic was full-blown, my emails weren't sending and I had to spend an ENTIRE day with my office partner dentist and administrative staff sending apologetic emails and smartphone notices were not sending for DAYS!"

Board-certified Dentist
Private Dental Practice
Kelowna, BC, Canada

Supercharge the way you prepare for manuscripts, presentations and reports.

“In the past, I would lose track of whom I had actually photographed. Whenever it came time to writing up my research, I couldn't include certain photos because I didn't have sufficient details to re-obtain informed consent from the patient for use of their photo in a publication. With ShareSmart, I stay organized. I have the photos organized along with patient profiles along with all of the consent they've ever provided.”

Internal Medicine Physician
NYU Langone, New York, NY, USA

Expand your pipeline of referrals for public and private services.

“I used ShareSmart to initially expand my e-consult network. And then, followed ShareSmart’s advice on  requesting for referrals and that has driven up demand for both my public and private practice services.”

Plastic & Reconstructive SurgeonHalifax, NS, Canada

Increase your practice efficiency and decrease your overhead.

“I work at a teaching hospital... I usually have residents on service that’ll see patients and they’re not always the best at describing the situation. For some cases, photos are super helpful in making an assessment remotely. It helps me decide how urgently and non-urgently a patient needs to be seen. It’s saved me many unnecessary trips to the hospital.”

Radiation Oncologist
University General Hospital
Texas City, TX, USA

Step up your academic teaching game.

“...I make albums in ShareSmart so I can pull up real patient photos to help with teaching. The medical students love it. The residents love it. The fellows love it. And even my peers love it. I felt sketchy doing this in the past when I had patient photos stored in my regular photo gallery on my phone. I never got in trouble, but still…. Happy to be on ShareSmart now.”

Gastroenterologist
Queen Mary University of London St. Thomas’ Hospital
London, ENG, UK

Pricing

$10.95 ~ 79.95 / month
✓ Encrypted Mobile Messaging
✓ Clinical Photography
✓ Desktop Management
✓ User Access & Productivity Audits
✓ End-to-End Encrypted Data Storage
✓ Privacy Impact Support - $900 value
✓ E-consultation Invitation Templates
✓ Referral Request Templates
✓ Billing Cheat Sheets
✓ Team Training - $1,500 value
✓ 30-day Money-Back Guarantee
✓ 15-day Free Trial

Get a Price / Start for Free

The Team

Business professional with experience teaching medical ethics and health policy for UBC Medicine. Also led strategy and teams for a Fortune 500 (Mitsui & Co.) with M&A and project management for major energy investments. Oversees business development and strategy development for the company.

Justin is a board-certified Plastic Surgeon who provides academic rigor to corporate strategy and leads design thinking for product development. Justin is also a subject matter expert in health information privacy standards, digital professionalism and integrative technologies for medicine.

Demetrios is a board-certified, francophone plastic surgeon that oversees adoption of ShareSmart in Europe and eastern Canada.

Veronica lends years of experience working for enterprise. For ShareSmart, she leads health information privacy strategy, enterprise licensing, and business development in eastern Canada and Europe.

Andy leads ShareSmart's sales and marketing team, leveraging his deep experience in medical and dental equipment and technology sales to develop relationships with healthcare procurement leaders.

Finance professional who leads budgeting, auditing, reporting, and technology licensing leveraging past experience working for Deloitte and other technology companies.

Ron is an expert-level developer and entrepreneur. He has 15+ years of development expertise in building large scale enterprise systems, with 10+ years in web-based systems.

Demetrios Rizis, MD, FRCSC
Clinical Advisor

Veronica Atsaidis, JD
Special Counsel

Andy Thiessen
VP Marketing

Robert is a celebrated legal professional having successfully assisted both private and public companies navigate capital markets, securities and health information privacy legislation. Called to the bar in NY and in BC, he advises on the key legal aspects of running a software development company that deals with sensitive health information.

Rena Tabata
CEO

Ronald Domes
CTO

Justin Yeung, MD, FRCSC
Clinical Director

Robert Jung, JD
Director & Corporate Secretary

Elaine Wang, CA
VP Finance

Jonathan Chan
Customer Success Lead

Samson Chan, JD
Global Privacy Advisor

Heba Khalil
Marketing Coordinator

Jonathan is an experienced educator who provides product and account support to institutional partners. Jonathan also serves as the business and technical team liaison for product development and HR projects.

Samson shares his knowledge in global tech privacy expertise, informing enterprise cybersecurity strategy, privacy literacy advocacy, and stakeholder engagement.

Makenzie Branch
Business Development Leader

Heba leads the execution of marketing, sales and customer engagement strategy.

Makenzie has a background in advocacy and policy development and is skilled at converging healthcare, technology, and business. She creates long-term value for ShareSmart though strategic initiatives and partnerships.  

Questions & Answers

ShareSmart

Who is ShareSmart?

ShareSmart is a trusted leader in secure clinical communication. We provide privacy legislation compliant mobile photo and message-sharing services for all healthcare providers.

Who uses ShareSmart?

Healthcare professionals who engage in the exchange of sensitive information use ShareSmart. Current users include nurses, physicians, dentists, specialists, allied health professionals, medical laboratory testing facilities, healthcare programme students, public health professionals, health institution administrators and researchers.

What is secure messaging?

Secure messaging is a server-based approach to protect sensitive data when sent beyond the corporate borders and provides compliance with industry regulations such as HIPAA, PIPEDA, PHIPA, and GDPR.

What if I'm not technical? Would I still be able to make full use of ShareSmart?

ShareSmart has been built with the foremost experts in app design from both a security and usability perspective. The app has been designed such that both new smartphone users and experienced smartphone users can begin ShareSmart right out of the gate. We have a full library of support material that can walk you through the various features and how you can use them to elevate your health practice, whether it is to realize operational efficiencies, increase revenue, or enhance patient outcomes.

Where did you get the idea to offer this solution?

When a Calgary-based plastic surgeon became aware of the "WhatsApp Problem" he went looking for a secure communication solution to use. When he couldn't find one, he decided to make his own!

Which devices can ShareSmart be used on?

The app works on iOS (Apple) and Android smartphones and smart devices (iWatches, smart watches, iPads, tablets). Monocle, which is a desktop extension of ShareSmart, works on computers.

What happens if I wait?

You won't get paid for e-consults and you will not reduce your administrative overhead related to consultations, coordination, and follow-up. You may get implicated in a privacy breach while you wait, and that could result in thousands to millions in monetary fines, depending on your jurisdiction of practice.

How does this differ from other social messaging apps?

ShareSmart is different because it is a purpose built tool for health professionals.  In other apps, the data belongs to the individual users and is stored on their devices. The hospital has no visibility or control. There is nothing (other than code of conduct) to prevent users from sharing data with unauthorised people. In the event the device is lost, the regulator deems patient data has been lost and/or exposed, and you will be subject to the protocols stipulated by the local privacy commissioner, which may involve the requirement to contact each of your patients, your partners, your colleagues and employees; pay punitive monetary fines; undergo disciplinary action, etc.

What results will I actually get from this?

Increase in practice/clinic revenue (from e-consult billing codes or through increase in efficiency); enhanced staff morale (the platform is easy to use and elevates the importance of patient privacy, helping staff "feel good" that they are doing the right thing; facilitate compliance with applicable health/personal information privacy legislation.

There are lots of messaging systems around, why is it so different to what is being used today?

ShareSmart facilitates secure, evidentiary chain of custody level precision messaging for interaction between colleagues and high definition images.

Is ShareSmart only for clinical staff?

ShareSmart was created to empower health teams to be able to focus on patient care. A health team includes other professionals such as, but not limited to, administrative professionals, billing clerks, change management professionals, information officers and privacy officers. Clinicians are not the only people who deal with  patient identifiable information. Many healthcare teams have found that bringing their extended team onto ShareSmart has improved communications and patient care.

Does ShareSmart require a data connection?

ShareSmart can be used offline/in offline mode. When the app reconnects to a data network, all records will be updates with the new information.

Clinicians already have access to images in hospitals - why do they need to have a remote system?

Frequently the front-line clinician (e.g. in A&E, nurses, orthopaedics, medical students) needs a second opinion from a colleague who is remote. ShareSmart gives the ability to contact, review and discuss images in real time with minimal disruption.

How do breaches happen?

Breaches can happen in many ways such mistakingly sending identifiable patient information to the wrong colleague or can be due to a snoopy employee accessing patient records without reason. Surprisingly enough, the majority of breaches happen from within the organization.

What other benefits does ShareSmart provide?

ShareSmart's team of dedicated professionals specialising in health, law and tech know their stuff. We can help you prepare a PIA for your clinic and can offer privacy consulting services.

What other ways can I protect my clinic?

Being proactive is essential. All healthcare practices require a Privacy Impact Assessment (PIA). Unfortunately, in reality many practices do not have one in place. A PIA will help identify and mitigate privacy risks that notifies the public: What personally identifiable Information (PII) is being collected; why the PII is being collected; and how the PII will be collected, used, accessed, shared, safeguarded and stored (https://www.priv.gc.ca/en/privacy-topics/privacy-impact-assessments/).

If a hospital adopts ShareSmart, what difference will it make to patient care?

ShareSmart will be transformational in the way clinicians communicate which will allow quicker decision-making and patient intervention. The patient clinical media (photos, videos, consent) and access to patient records will be available for review by the hospital for medical or legal review if needed.

How do I know your solution will work for me? Who hasn't it worked for?

ShareSmart is for healthcare professionals that collaborate with colleagues, whether it be with peers of the same discipline, learners, administrators, office managers, researchers or people in other specialties. If you absolutely currently do not and will not in the future, use your smartphone device to chat or have phone/video conferences with colleagues, you will not benefit from ShareSmart. ShareSmart enables you to mitigate your privacy breach risk that you will be entirely exposed to should you use standard text messaging or other unauthorized social networking apps to discuss patient care, coordinate with colleagues, etc.

What languages is ShareSmart available in?

ShareSmart is currently available in English, Canadian French, and Japanese.

Can I use ShareSmart to connect to colleagues who are not currently on ShareSmart?

To connect, collaborate and benefit from the security and privacy that ShareSmart offers, communication needs to be within the ShareSmart app. Inviting contacts to your network is so easy and will have you collaborating with your team in no time.

I trust my team, why would I need ShareSmart?

That's great! But, mistakes do happen. ShareSmart will help mitigate/eliminate the risk of a privacy breach by ensuring communication is exchanged in a secure manner to give you peace of mind.

Dentistry

How do dentists use ShareSmart?

Dentists use the app as an assessment tool for diagnosis, treatment planning and monitoring. It is an effective adjunct in communicating with patients or with the dental lab and in collaborating with other dental colleagues. The result of better communication is improved compliance and enhanced patient satisfaction. Clear communication among the dental care team results in better patient care.

How do dental hygienists use ShareSmart?

Dental hygienists use ShareSmart to educate patients, encourage compliance with oral hygiene instructions, and to monitor the health of periodontal tissues over time. Taking photos before and after cleaning visits provides dental hygienists with invaluable documentation, which is securely stored. Attention to detail does not go unnoticed by patients, and compliance with solutions such as ShareSmart is proven to drive patient loyalty and the admiration of colleagues. Hygienists are also able to use the platform to obtain a second opinion about lesions, potential oral cancers or any other conditions their patients present with. Through use of ShareSmart, dental hygienists can partake in teledentistry in accordance with their college guidelines.

How do community dental education experts use ShareSmart?

Whether it is in demonstrating after the application of disclosing tablets or explaining dental crowding in children, dental education works best with 'show-and-tell'. Beyond this, the app supports dental community efforts by making collaboration easier. This means a second (or third) opinion can be sought on field and on the spot referrals can be made.

My dental colleagues who provide Botox and fillers as a service told me about ShareSmart. How do they use it for this?

Those who offer facial botox and filler procedures often have a set of photography guidelines and recommended views that they follow. The ShareSmart app is designed to help you precisely capture, instantly file and seamlessly store any of these views that you require. This means that you can easily monitor treatment results in your patient and make required clarifications if any questions arise.

Does ShareSmart replace the professional camera, intraoral camera or intraoral scanner?

A properly set up professional system is the gold standard for dental photography records, particularly for a patient's first visit. Similarly, by design, a smartphone does not capture the inside of the mouth the way an intraoral camera would. And if you require a digital impression for the lab, then you need a digital scanner. However, by implementing protocols such as proper patient positioning and proper cheek/lip retraction, you can achieve great dental photography and consistent documentation. With ShareSmart, your smartphone becomes an privacy law compliant instrument that enhances your practice in many ways!

How do dental professionals collaborate with professionals outside of dentistry using ShareSmart?

With ShareSmart, you can have direct access to internists, ENT surgeons, plastic surgeons, dermatologists, psychiatrists, gynaecologists and other specialists that you would like to have a quick consult with regarding a specific patient. It also works the other way, allowing for a network of specialists who would be willing to send e-consults to you. Such collaboration enriches your knowledge and practice, while improving patient satisfaction and rapport.

Can I send PACS/DICOM images through the app?

Picture archiving and communication system (PACS), Digital Imaging and Communications in Medicine (DICOM) and other large image format types cannot be sent through ShareSmart at this time. Current healthcare (including dentistry) users will at times takes photos of images for the purpose of immediate, real-time collaboration with peers as access to PACS/DICOM require special authorization and technical set-up and the challenging access at times can impede timely clinical decision-making.

Do I need to purchase extra equipment?

No you do not. We do not require you to purchase any scanbox, lenses, flashes, special retractors or any other equipment to use ShareSmart. All you need is to download the app on to the smartphone you already own (iOS/Android)!

Medical/Dental Outreach Missions

Why should our organization use ShareSmart during our medical/dental outreaches?

We understand the extra sensitivity required when reaching out to underserved communities. In order to prevent exploitation of patients, healthcare professionals must respect the rights and dignity of each patient, including minors, the critically ill/injured, mentally disabled, and other vulnerable patients. Beyond having proof of the amazing work that you have done in the field, ShareSmart provides accurate and secure documentation that protects you, your organization, and each patient. Photography facilitates continuity of care, should there be a need for another healthcare professional to follow up with a patient you may have served.

Does ShareSmart meet legal requirements outside the developed world?

ShareSmart meets the most stringent healthcare information privacy laws globally. You may however want to find out about any local laws prohibiting taking certain photographs.

The place I'm going to doesn't have privacy laws. Why should I care to use ShareSmart for the transmission of patient photos and information?

Regardless of geographic location, every patient is entitled to the right to privacy and confidentiality. The ShareSmart app helps you safely obtain and secure patients' health information on the go, and these records can be easily retrieved if they ever request for them.

Can ShareSmart help me communicate with colleagues when I am on a medical trip in a different time zone or country?

Absolutely! With the patient's consent, you can take photographs and videos and utilize them as a point of discussion with colleagues, wherever they may be in the world.

Features

Can I send photos on ShareSmart?

Yes! You can send photos to your colleagues through end-to-end encrypted messaging.

How do I invite colleagues onto ShareSmart?

Through the "Peoples" tab, search for colleagues and add colleagues who are existing ShareSmart users by selecting the "+". If your contact does not have a ShareSmart account, you can send an invitation to via email or text message.

How do I setup a patient profile?

Go to the "Peoples" tab and select "Add Patient" to set-up a new patient profile. The app will also prompt you to create a patient profile in the event you launch the camera, follow the consent prompts and reach the point you need to assign the clinical media to a patient and you can opt to attach it to an existing patient profile or attach it to a new patient profile.

How do I take a patient photo or video?

Find the camera icon (bottom, center) and launch it by selecting it. Follow the prompts to take your patient photo or video.

How do I view patient photos?

From the main navigation panel (bottom of app), select "Photos" and you can view patient photos in "Gallery" (chronological order) and "Album" (created through the assignment of key words to photos) format. You can additionally access patient photos by going to the "Peoples" tab and accessing patient profiles which will contain media pertaining to each patient.

How do I create albums?

From the main navigation panel (bottom of app), select "Photos" and toggle to the "Albums" tab. Select "New Album" and select a name from the album > Save > and select photos to include in the album by tapping on the photos and select "Add". You can also go to the Gallery, select a photo, select "info", and in the area where it shows "Keywords" or "Tags", select "Add New" to type in keywords. After each new keyword, hit "enter". A new album for each keyword you add will be generated.

How do I change my profile?

You can change ShareSmart profile by accessing "Settings" from the main navigation panel. Select "Edit Profile" and go from there. You can change your user profile, name, mobile and pager numbers, etc. We recommend using your actual name and professional details so that your colleagues can identify you.

How do I change my hospital on ShareSmart?

If you are an individual user on ShareSmart, you can change your facility/organization by going to "Settings", accessed through the main navigation panel. Select "Edit Profile" and go from there. If you are trying to disassociate yourself from an enterprise account that you were invited to join (e.g. by a hospital or university), contact the administrator who initially invited you to discuss your options.

What do I do if I forget my PIN?

Access the app by using facial recognition (if this has been set-up) or select "Forgot Password" and follow the prompts provided.

What happens if I lose my phone?

You can re-access your ShareSmart account and restore your account from a new device. The app is end-to-end-encrypted and requires passwords/passcodes and two-factor authentication to access, accordingly, a loss of a smartphone device with ShareSmart installed, is not deemed a loss of patient information. However, should you have other applications installed on your smartphone that may have been used to transmit patient information, you need to get in touch with a lawyer whom is well versed in privacy law and contact your regulatory organization to understand your obligations.

I've ignored warnings on ShareSmart regarding prompts to add storage capacity. Is this alright?

Do not ignore prompts and warnings provided in the app. There are prompts to ensure compliance with privacy gold-standards that we recommend you following to maintain your status as a professional in good standing. There are separate system warnings such as an account reaching and exceeding storage capacity. Should you not heed these warnings and proceed to continue using the app, you can lose patient information, including, but not limited to photos, videos, patient records, consents and clinical notes.

How do I take informed consent from a patient who is unable to read or write?

Seeking consent should be no challenge, as you would have already found a way around the communication barrier during your interaction with the patient. The app simply prompts you to take consent and allows the patient or their representative/proxy/advocate provide verbal or signed consent before photos are captured

I work out of multiple locations/offices/clinics, do I need a separate account for each?

No you don't! ShareSmart and Monocle allows you to view all your data in one place. You have the ability to segregate information pertaining to each profile you create.

How do I know your solution will work for me? Who hasn't it worked for?

ShareSmart is for healthcare professionals that collaborate with colleagues, whether it be with peers of the same discipline, learners, administrators, office managers, researchers or people in other specialties. If you absolutely currently do not and will not in the future, use your smartphone device to chat or have phone/video conferences with colleagues, you will not benefit from ShareSmart. ShareSmart enables you to mitigate your privacy breach risk that you will be entirely exposed to should you use standard text messaging or other unauthorized social networking apps to discuss patient care, coordinate with colleagues, etc. Monocle works with ShareSmart on a desktop basis, so if you will not benefit from ShareSmart, you will not benefit from Monocle. For those that can benefit from ShareSmart, Monocle is a very power desktop solution that enables you to organize patient media, review patient cases, and sync patient clinical media with your electronic medical record system such that you can maintain comprehensive patient records and in some jurisdictions, be compensated for the e-consultations you do on the ShareSmart app.

What does it integrate with?

Monocle, the enterprise dashboard works on desktop computers and enables easy transfer of patient media files into electronic medical record/practice management systems. Direct integrations are also available. For this, contact info@sharesmart.ca for further information.

Can I share patient identifiable information?

ShareSmart has been designed so that you may exchange patient identifiable information with colleagues on an as-needed basis in alignment with the type of consent each patient has provided. ShareSmart is intended to facilitate meaningful collaboration to optimize patient outcomes. Accordingly, both written and photographic details that are pertinent to patient care can be exchanged through ShareSmart.

What’s included in the training call?

Our team members are happy to facilitate an onboarding telephone conference or a video conference to ensure your team is equipped to use our solution to enhance your approach to safeguarding patient information and increase revenue for your practice.

The app logged me out. Why?

We recommend using the latest version of ShareSmart to optimize utility and security of the data contained within it. Some updates may be deemed necessary and the app may prompt re-login with full two-factor authentication to complete system updates. The app will also prompt users to re-login with two-factor authentication after a period of in-use to ensure the security of the system. The system may also detect anomalous use or irregularities on your smartphone and may prompt re-login with two-factor authentication.

Monocle

What is Monocle?

Monocle is a web-based platform that allows you to manage your ShareSmart users and data. It allows you to view patient media on a desktop and transfer to EMR/hospital records. Monocle is a great auditing tool allowing you to see who has accessed what information. It allows you to revoke access if there ever were a breach. New features continue to be added all the time.

Who uses Monocle? And how can it help me?

Anyone who has data in the ShareSmart app can use Monocle....  All care providers can benefit from the use of Monocle. It's the easiest way to transfer patient data to the EMR. Advanced auditing features allows you to see who has access to what media and information to ensure only authorized eyes can access patient data, mitigating risk of a potential breach.

I work out of multiple locations/offices/clinics, do I need a separate account for each?

No you don't! ShareSmart and Monocle allows you to view all your data in one place. You have the ability to segregate information pertaining to each profile you create.

I am an office manager/medical office administrator/billing clerk. How do I use the system?

Every organization is different in terms of what roles office managers and other administrative professionals fill. Monocle can be accessed to ensure complete patient records, to review clinical notes, access encounter details for billing purposes, to review dates for optimal recall exams/appointments and to conduct user access or medical procedure audits in the event of a health information access or patient care irregularity, such as a patient information breach or medico-legal situation.

How does Monocle work for a dental practice?

Think of Monocle as the place to organize all your patient media. It shows what type of consent was obtained from each patient and when, allowing you to review their cases, even in their absence.

Who in my dental practice should have access to Monocle?

Monocle is for the dentist(s) in your facility as well as other clinical staff and administrative staff who have reason to access patient records. Each stored image has a secure trail of views, downloads, and shares with timestamps, which can be accessed with a master account. This enables you know who accessed what, how, when, and with whom it was shared.

How is having Monocle in addition to my Practice Management system helpful?

With Monocle, you can review many cases with only a few clicks. Plus, it allows you switch between accounts to have access to your patients in another facility, even if they do not use the same practice management software.

How much does it cost?

Monocle is set-up so that it best suits your organization's workflow. This means that there are enterprise packages for organizations big and small. Monthly subscription begins at $10.95/user for a basic account. For the "Pro" version, Monocle is priced at $29.99/mo to $99.99/mo. Contact ShareSmart to discuss your needs and we'd be happy to spec Monocle out for you.

How do I remove former colleagues from my Monocle account?

An administrator with full privileges on Monocle has the ability to change the account status of individual users attached to the organizational account. Depending on your enterprise set-up, this includes, but not limited to deleting, archiving, freezing, suspending and transferring accounts.

How do learners benefit from Monocle?

Learners, such as medical and nursing (NP, RN, LPN, etc.) students and researchers can use Monocle to log their clinical experience and to begin building up a portfolio of work that can be referenced for professional development. Many students also use Monocle as an interface to organize clinical photos for eventual inclusion of the photos into presentations or manuscripts as Monocle also enables users to review that type of consent patients had provided during the clinical encounter.

How do I add new people to my Monocle account?

An administrator can add new users to Monocle from going to the "Users" or "People" tab.

How do I know your solution will work for me? Who hasn't it worked for?

Monocle works on the desktop in conjunction with ShareSmart. If you do not use ShareSmart or do not benefit from the same, you will not benefit from Monocle. Monocle is a very power desktop solution that enables you to organize patient media, review patient cases, and sync patient clinical media with your electronic medical record system such that you can maintain comprehensive patient records and in some jurisdictions, be compensated for the e-consultations you do on the ShareSmart app.

What does it integrate with?

Monocle, the enterprise dashboard works on desktop computers and enables easy transfer of patient media files into electronic medical record/practice management systems. Direct integrations are also available. For this, contact info@sharesmart.ca for further information.

What happens if I lose my computer?

You can re-access your Monocle account and restore your account from a new desktop. The loss of your computer with Monocle installed, is not deemed a loss of patient information. However, should you have had other applications installed on your desktop that may have been used to transmit patient information and these systems are not sufficiently protected, you may need to get in touch with a lawyer whom is well versed in privacy law and contact your regulatory organization to understand your obligations.

What languages is Monocle available in?

Monocle (and ShareSmart) is currently available in English, Canadian French, and Japanese.

NorthCloud

What is NorthCloud?

NorthCloud is Think Tank Innovation's proprietary database security and storage service. Think Tank Innovations is the company that owns and operates ShareSmart and Monocle.

Privacy & Security

Why should I care about privacy?

The privacy and security of patient information should be an operational concern. Without proper safeguards, trust in your health services will evaporate, and you’ll lose business. A slip-up with information security can have other costs; HIPAA/GDPR/PIPEDA/etc. violations can result in millions of dollars in fines and lawsuits. In 2018 in the U.S., the Office for Civil Rights issued more than $25 million in penalties.

How is ShareSmart different from other social apps?

WhatsApp notified its users that the end-to-end encryption it offers for messages and media on its app, will not remain so if the data is stored as a backup on Google's servers. “Media and messages you back up aren't protected by WhatsApp end-to-end encryption while in Google Drive,” WhatsApp said in an update. ShareSmart has end-to-end encryption and all data that is stored within the system is also fully encrypted.

How do privacy breaches occur?

The majority of privacy violations come from human error. Installing safeguards through technology, such as encrypted messaging and video conferencing, is one way to combat this. However, privacy rules are complex; so it’s never a “one-and-done” or catchall solution. Understanding the regulations is the first step to creating the right solution.

Which privacy regulations does ShareSmart comply with?

ShareSmart meets global privacy laws and regulations, including GDPR, one of the most stringent set of rules out there.

What is PIPEDA? What is PIPA? Do you comply with these?

PIPEDA stands for the "Personal Information Protection and Electronic Documents Act". PIPEDA governs how private sector organizations in Canada collect, use and disclose personal information and became law on 13 April 2000. We are compliant with the British Columbia Personal Information Protection Act (BC PIPA), the Alberta Personal Information Protection Act (AB PIPA), and British Columbia Freedom of Information and Protection Privacy Act (FIPPA).

What is GDPR?

GDPR stands for the General Data Protection Regulation, which is a European-wide law that regulates how companies and organizations are allowed to handle the personal data of EU-residents. The GDPR came into effect on 25 May 2018.

What is HIPAA?

HIPAA stands for "Health Insurance and Portability and Accountability Act. HIPAA regulations are designed to protect the privacy of patient information (PHI). There are guidelines for the transfer and storage of data on digital channels. The guidelines include details about the use of data, encryption, servers, authentication, and audit trails.

What is meant by “personal data”?

Personal data is any information relating to an identifiable individual. It can identify you as an individual directly or indirectly (i.e. in combination with other information) and  can include name, identification number, location data, or other factors specific to the physical, genetic, mental, economic, cultural or social identity of the person.

How does ShareSmart handle my personal data? What type of security do you have?

In order to facilitate quality health services we collect personal data as described above. Access to data is restricted to the people providing the care. We safeguard personal data and the ShareSmart team works continuously to assure and refine the security of our systems. We do this by utilizing a combination of in-house experts, automatic and manual testing and regular audits.

What kind of personal data does ShareSmart and Monocle collect and process?

We handle basic contact details, such as name, address, personal identification numbers and phone numbers. We also process medical data, submitted by the healthcare professionals or patients.

Who can delete data, what can be deleted?

Individual account subscribers are deemed the Information Custodian of both user and patient data contained in the system. Individual users may delete information in accordance with applicable privacy legislation. Enterprise account owners and users may be deemed an Information Custodian or Information Manager in accordance with its business arrangement with Think Tank Innovations and may or may not delete data in accordance with its enterprise agreement and the access level assigned to each user through the system ACL (Access Control Level).

Where is the personal data stored? What is your data retention policy?

NorthCloud, our proprietary server security system stores the personal data in our purpose built secure system. This system is hosted on localized servers provided in accordance with the health service provider's data sovereignty settings. Enterprise clients may extract and remove personal information, patient information, analytics, reports, usage statistics, media and files at any time from our service. Data is retained in accordance with your enterprise agreement and local legislation. Non-medical personal data will only be kept as long as necessary in order for us to provide the services in a satisfactory manner to you, in accordance with applicable legislation.

What happens if I lose my computer?

You can re-access your Monocle account and restore your account from a new desktop. The loss of your computer with Monocle installed, is not deemed a loss of patient information. However, should you have had other applications installed on your desktop that may have been used to transmit patient information and these systems are not sufficiently protected, you may need to get in touch with a lawyer whom is well versed in privacy law and contact your regulatory organization to understand your obligations.

Do you share information with third parties?

No, we do not.

Who controls the data?

The account holder (i.e. the clinician or hospital) controls the data (i.e. is the Information Custodian). The encrypted data is managed by Think Tank Innovations (ShareSmart) on behalf of the customer. Data will not be used for any other purposes or exchanged with any third parties.

How do I prevent photos from the outreaches from being mistakenly being accessed or uploaded to social media?

Each photo taken with the ShareSmart app is segregated within the app, separate from your regular photo album, so it does not become mixed up with personal photos in the phone gallery. This prevents friends and family from stumbling upon such photos while viewing personal photos stored in your regular photo library. Only those with access can view or share photos and there is an audit trail for these types of access.

How do I obtain consent from a patient?

Launch the camera by selecting the icon located in the center of the bottom-most navigation bar. From there, take a photo and select either verbal or signed consent.

What forms of consent can I obtain from a patient through the app?

You can obtain verbal or signed (written) consent with the app. Patients can provide consent for themselves in accordance with regulations around age and capacity. Patient representatives/advocates/proxies such as guardians and power of attorneys can also provide consent through the app. The app is able to capture details for the patient representative/advocate/proxy to ensure complete records.

I don't have a Privacy Impact Assessment (PIA) in place for my organization/practice/clinic/business. Can you help me?

We are experienced with providing Privacy Impact Assessment support. Should you desire this, contact your account representative or send a note to info@sharesmart.ca.

Pricing

How much does it cost?

ShareSmart is available on a subscription basis, there are some minimal set-up costs and then a monthly fee based on the number of people using the system. We are pleased to discuss individual needs.

Is ShareSmart free?

There will always be a free version of ShareSmart for the end-user who does need additional features such as data archiving, desktop access, etc. ShareSmart is free to download from the App store or Google Play. ShareSmart was established by a group of healthcare professionals who wanted to improve communication methods in healthcare so that health professionals can spend more time with their patients, doing the things that matter. Therefore, we will always have a no-cost option for users.

Can I get paid for e-consultations using ShareSmart?

Granted you have access to e-consultation fee/bill/insurance codes, you can claim for e-consultations in accordance with the rules of the codes and be compensated for your time collaborating with colleagues and patients.

Are there any long term contracts?

Longer term contracts are available and multi-year discounts are available.

Clinicians already share pictures for free. Why should they pay for ShareSmart?

Social platforms which are commonly are inadequate in the patient consent process, encryption, privacy certifications and crucially, lack the legal requirements of protecting patient confidentiality. ShareSmart allows transmission of patient clinical media within a secure encrypted platform.

Can I bill for e-consults via ShareSmart?

Definitely! The great thing about ShareSmart is that consults are documented within the app and meets..... making it easier for you to quickly bill for your e-consults.

I've been using the free version of ShareSmart and am continuing to use it beyond the free storage capacity. Is this alright?

The free version is intended so that the ShareSmart network is inclusive and accessible for entire health teams. Should you require additional capacity to store patient photos in accordance with your professional obligations above and beyond the generous free storage that is provided with free ShareSmart accounts, we recommend subscribing for additional storage. Once you reach your limit, the system WILL NOT store media (photos, videos, patient records, consents, etc.). Contact info@sharesmart.ca immediately if you have exceeded your storage allocation and have issues upgrading your account through your app store, in order to preserve the integrity of patient information.

What forms of payment do you accept?

All major credit cards, wires, bank transfers, cheques, and PayPal.

I am an office manager/medical office administrator/billing clerk. How do I use the system?

Every organization is different in terms of what roles office managers and other administrative professionals fill. Monocle can be accessed to ensure complete patient records, to review clinical notes, access encounter details for billing purposes, to review dates for optimal recall exams/appointments and to conduct user access or medical procedure audits in the event of a health information access or patient care irregularity, such as a patient information breach or medico-legal situation.

Telehealth

How does ShareSmart telehealth work?

ShareSmart telehealth facilitates communication between you and your patients, affording them quality care, despite the barrier of physical distance. It also allows for collaboration and photo sharing among medical teams via the internet. ShareSmart features secured messaging, encrypted phone and video conferencing, photo sharing and cloud storage of patient data.

How do I collect information for me or my staff to submit telehealth consult claims?

Each patient encounter is documented within the ShareSmart Telehealth app, enabling you or your administrative staff to easily complete necessary paperwork.

Can I use ShareSmart Telehealth while I'm travelling?

Yes, you can use the ShareSmart app when traveling. Telehealth is the most convenient way to keep your office running and earn money, even when you are on the move. We however advise that you find out about any legal or insurance implications that are applicable to your practice and that you only utilize secured internet networks during your trip.

How much does it cost to implement ShareSmart Telehealth?

ShareSmart Telehealth Pro is free to use for 30-days, then converts to a free, Basic plan. In light of Covid-19, all plans, including ShareSmart Telehealth Pro and Team is free until September 2020. The Professional plan for individual practitioners is $35/mo USD (and $47/mo CAD). The Team plan for multiple users begins at $50/mo USD (and $70/mo CAD).

What are the benefits of telehealth?

Telehealth provides an opportunity for remote consultations, second opinions, investigations review, education and monitoring that would have otherwise been restricted due to distance, time or access to specialty care.  Patients find it convenient, cost-effective, time-saving and they appreciate the prompt access to specialists. You also have more time time and energy to serve other patients, improving their overall satisfaction as well.

Who are the healthcare professionals that use ShareSmart telehealth?

All healthcare professionals can find telehealth useful. Apart from conducting patient consultations, physicians, dentists, specialists, nurses, pharmacists,  and other allied health professionals can screen or check-in on their patients remotely, prescribe medications and collaborate for learning.

How do I implement telehealth in my practice?

The extent to which you implement telehealth depends on your setup, clientele and end goal. Therefore while teleintervention for surgeries may involve an elaborate system, including robotics, your smartphone might be all you need for your teleconsultations. With SmartShare Telehealth, you can make encrypted video calls with your patient or colleague or securely exchange messages and photos enabling you to quickly make those critical clinical decisions.

What role does telehealth play during public health crises (e.g. Covid-19, Ebola, SARS)?

Remote triaging and teleconsultations are invaluable in reducing the burden on health facilities during public health crises or national disasters. In particular, patients with relatively minor illnesses do not need to physically visit the hospital while high risk patients and those in emergency conditions can be directed to the appropriate centres.

What do I need to implement telehealth in my practice?

You should review the available telehealth policy and payment guidelines by your association or board and be sure that you fully understand them. Some malpractice insurance policies do not cover telehealth, so you should check with your provider. On the technical side, ShareSmart Telehealth is easy and intuitive to use as it was designed with you in mind. This means that you can start to connect with your patients and colleagues right away.

Are there fee codes for telehealth? What are they?

A number of countries have billable codes for telehealth but many health professionals do not take advantage of them. You may need to check with the appropriate agencies for the payment policies that apply to your specific practice.

What regulatory considerations are applicable to telehealth?

Each country has its regulatory policies and guidelines on the delivery of telehealth services and these need to be followed in your practice. In North America, for example, healthcare professionals are required to be licensed by the relevant medical board in the state or province where the patient is located. Your patient/client is also expected to provide consent in order to participate in telehealth. The ShareSmart app automatically prompts you to do this.

Is telehealth a secure method of communication?

Telehealth is only as secure as the method that you adopt: phone calls can be listened in on, emails can be hacked, and any messages/media that is stored on your phone can be breached. This is why you need a HIPAA compliant platform like ShareSmart Telehealth, which meets every criteria to ensure that your patient's sensitive data remains protected and can only be viewed by those with designated access.

Can I customize my telehealth portal?

ShareSmart allows you customize your telehealth platform. You can also use your account across the multiple organizations that you work in, allowing you to segregate relevant data.

Can multiple healthcare providers be set-up on our telehealth portal?

ShareSmart allows you customize your telehealth platform. You can also use your account across the multiple organizations that you work in, allowing you to segregate relevant data.

Support

What support is available during enterprise deployment and Go-Live?

Organizations that have an enterprise agreement with Think Tank Innovations will receive support through both the regular (9:00am – 5:00pm MDT) and after-hours support desk (hours outside of regular business hours). Service level varies between enterprise contract through unique SLAs (Service Level Agreement).

What’s included in the training call?

Our team members are happy to facilitate an onboarding telephone conference or video conference to ensure your team is equipped to use our solution to enhance your approach to safeguarding patient information and increase revenue for your practice.

What are your business hours?

Monday through Friday, 9:00am-5:00pm MDT (Mountain Standard Time). Certain enterprise organizations are provided a dedicated line for after-hours/emergency support.

The implementation process for enterprise (hospitals, clinics, academia, etc.), what does it look like?

The implementation plan will be set in accordance with the organization's preferences, resources, reporting structure, infrastructure, applicable laws and local policies. A typical implementation process includes an 1) introductory meeting involving stakeholders to communicate reporting structure, access control levels, coordination strategy, set-up, training (virtual and/or in-person) on ShareSmart, Monocle, and ShareSmart Telemedicine; followed by an 2) establishment of communication process (who will coordinate support, who will conduct user access audits, who will distribute resources); 3) a discovery of hardware support (bring-your-own-device (BYOD)/hardware procurement/set-up) needs, if any; 4) establishing orientation and training timelines and 6) coordinating a privacy impact assessment filing.

ShareSmart - General

Who is ShareSmart?

ShareSmart is a trusted leader in secure clinical communication. We provide privacy legislation compliant mobile photo and message-sharing services for healthcare organizations and providers. A healthcare organization or provider that utilizes ShareSmart is one that is committed to safeguard you and your family's sensitive health information.

What does ShareSmart do?

ShareSmart provides a secure messaging platform for healthcare professions. It allows for collaboration and photo sharing among teams. The public app enables patients to communicate with their healthcare professionals.

Which healthcare professionals use ShareSmart?

Healthcare professionals who engage in the exchange of sensitive information use ShareSmart. Current users include nurses, physicians, dentists, specialists, allied health professionals, medical laboratory testing facilities, healthcare programme students, public health professionals, health institution administrators and researchers.

What is secure messaging?

Secure messaging is a server-based approach to protect sensitive data when sent beyond the corporate borders and provides compliance with industry regulations such as HIPAA, PIPEDA, GDPR.

What if I'm not technical? Would I still be able to use it?

ShareSmart has been built with the foremost experts in app design from both a security and usability perspective. The app has been designed such that both new smartphone users and experienced smartphone users can begin ShareSmart right out of the gate. We have a full library of support material that will walk you through the various features.

Which devices can ShareSmart be used on?

The app works on iOS (Apple) and Android smartphones and smart devices (iWatches, smart watches, iPads, tablets).

There are lots of messaging systems around, how is ShareSmart different?

ShareSmart facilitates secure, evidentiary chain of custody level precision messaging and best-in-class encryption and security transmission, storage, and archiving of media.

How does this differ from other social messaging apps?

ShareSmart is different because it is a purpose built to transmit health information and other personal data. In other apps, the data belongs to the individual users and is stored on their devices. When healthcare professionals use any old app to discuss patient care, often, the hospital/clinic/service centre has no visibility or control of your information. There is nothing (other than code of conduct) to prevent your health professional  from sharing data with unauthorised people. In the event the device is lost, a regulator may deem your information as lost and/or exposed, and you may be contacted regarding potential exposure of your sensitive information, per protocols stipulated by the local privacy commissioner. When you use ShareSmart to connect with healthcare professionals, the same gold-standard encryption and security is applied to your communication pipeline, and in the event your devices is lost or stolen, you will not have compromised your own health information.

Is ShareSmart free?

We'll always have a free version of ShareSmart. Your account can be upgraded with additional data archiving and access to a desktop dashboard. ShareSmart is free to download from the App store or Google Play store.

When a hospital adopts ShareSmart what difference does it make to patient care?

ShareSmart will be transformational in the way clinicians communicate which will allow quicker decision-making and patient intervention. The patient clinical media (photos, videos, consent) and access to patient records will be available for review by the hospital for medical or legal review if needed.

ShareSmart - Dentistry

How do dentists use ShareSmart?

Dentists use the app as an assessment tool for diagnosis, treatment planning and monitoring. It is an effective adjunct in communicating with patients or with the dental lab and in collaborating with other dental colleagues. The result of better communication is improved compliance and enhanced patient satisfaction. Clear communication among the dental care team results in better patient care.

Do dental hygienists use ShareSmart?

Dental hygienists use ShareSmart to educate patients, encourage compliance with oral hygiene instructions, and to monitor the health of periodontal tissues over time. Taking photos before and after cleaning visits provides dental hygienists with invaluable documentation, which is securely stored.

How do community dental education experts use ShareSmart?

Whether it is in demonstrating after the application of disclosing tablets or explaining dental crowding in children, dental education works best with 'show-and-tell' so it is not surprise that it is commonly used among dental education experts. Beyond this, the app supports dental community efforts by making collaboration easier. This means a second (or third) opinion can be sought on field for you immediately.

How do dental professionals collaborate with professionals outside of dentistry using ShareSmart?

With ShareSmart, dental professionals have direct access to internists, ENT surgeons, plastic surgeons, dermatologists, psychiatrists, gynaecologists and other specialists that they need to discuss your care with.

Does ShareSmart require a data connection?

ShareSmart can be used in both offline and online. When the app reconnects to a data network, all records will be updates with the new information. We recommend that you verify that any clinical media (photos and video) are synced before you close or exit the application so as not to lose any information.

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ShareSmart

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Dentistry

Healthcare Sales

Research

Defence



About Think Tank Innovations
Think Tank Innovations is the leading provider of communication, Operations and Practice Management and Electronic Record solutions for healthcare and defence. Our mission is to provide you with intuitive and practical tools for your organization. This is not a part of the Facebook website or Facebook Inc. Additionally, this site is not endorsed by Facebook in any way. Facebook is a trademark of Facebook Inc.

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