Secure Document Management
Care Pathway Pro provides secure document storage that meets GDPR, UK DSPT (Data Security and Protection Toolkit), and CQC requirements.
Understanding Document Security
All documents uploaded to Care Pathway Pro are protected with enterprise-grade security measures including 256-bit encryption, role-based access controls, and comprehensive audit trails. Your organisation’s data is stored exclusively in UK-based data centres to ensure compliance with data sovereignty requirements.
Supported Document Types
- PDF documents (care plans, assessments, reports)
- Images (JPG, PNG, HEIC for photos and body maps)
- Microsoft Office documents (Word, Excel)
- Text files
- Maximum file size: 25MB per document
How to Upload Documents
- Navigate to the service user’s record
- Click the “Documents” tab
- Click “+ Upload Document”
- Select the document type (care plan, medical report, consent form, etc.)
- Add a descriptive title and any relevant notes
- Choose the file from your device
- Set visibility permissions (who can view this document)
- Click “Upload”
Organising Documents
Use folders to organise documents by category such as medical records, care plans, or correspondence. Add tags to documents for easy searching. Documents can be filtered by date, type, or staff member who uploaded them.
Document Security and Permissions
Set specific visibility levels for sensitive documents. Options include: all staff, care team only, management only, or restricted access. All document access is logged in the audit trail showing who viewed, downloaded, or modified each document.
Finding and Downloading Documents
Use the search function to find documents by title, content, or tags. Documents can be viewed online or downloaded to your device. All downloads are recorded in the system audit log for security and compliance purposes.
Document Retention
Documents are retained in accordance with UK record retention requirements. Care records must be kept for a minimum of 8 years after the service user leaves your care. The system automatically flags documents approaching their retention expiry date.
GDPR Compliance
All document handling complies with UK GDPR requirements including the right to access (subject access requests), right to rectification, and right to erasure. Service users or their representatives can request copies of their documents through the system.