About the business
I own a dental clinic with 14 staff, a records room and a supply room.
The problem
All staff shared a couple of keys. Temporary staff and cleaners could get into the records room. If something was moved, I had no way of knowing who'd been in.
But I also didn't want a heavy system that slowed down a busy clinic.
What we did
We listed every room and every role on a single page:
- Front desk and the practice manager: records room.
- Clinicians: treatment rooms and the supply room.
- Cleaners: a time window outside clinic hours, and no records room.
Everyone got their own card, and every entry is logged. The records room is the only door with a second step.
We also asked a lawyer about our patient privacy duties. We didn't assume the door system covered them, because it doesn't.
The result
Everyone's access matches their job. A lost card gets cancelled in a minute. And I can answer who went into the records room, and when.
The system supports our privacy duties. It doesn't replace our privacy policy.
The second step on the records room was its own decision. Here's how one lab chose card plus PIN.
Shared keys and a records room anyone can reach? Send us your rooms and roles. We'll map who should open what, without slowing your clinic down.
Free door-by-door access review
Send us your door list, or just tell us what's behind each door. We'll reply with the weak spots and what to fix first, cheapest first.
- Free
- Reply within 24 hours
- No obligation