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Ensuring Business Continuity in Emergency Situations

Business continuity planning is essential for protecting your practice in unforeseen circumstances, such as the death of a practitioner. This article outlines two approaches to safeguard your practice and ensure seamless management of responsibilities.

In this article:

Option 1: Establish a Practice Will

A Practice Will is a formal document that specifies what should happen to the practice if a practitioner passes away. It identifies a responsible person to take over management. To facilitate access for the designated individual, follow these steps:

  1. Obtain the following documents:

    • A copy of the Practice Will provided by the executor.
    • The practitioner’s death certificate.
    • Proof of identity (ID) of the person named in the Practice Will.

  2. Submit these documents to Zanda support to grant access to the named individual.

This approach ensures a smooth transition by pre-defining responsibilities and access rights.

Option 2: Utilize Zanda Access Management Features

Zanda offers in-built access management tools to enable practitioners to prepare for emergencies. Here’s how you can set up restricted access securely:

  1. Create a Restricted User Account:

    • Navigate to User Menu > Account Settings > Team > User Management in Zanda.
    • Create a new user profile with limited access to specific features.

  2. Enable Two-Factor Authentication (2FA):

    • Go to User Menu > Account Settings > Team > User Management and enable 2FA for the restricted user account.
    • This ensures an additional layer of security for login attempts.

  3. Prepare for Emergency Access:

    • Share the username and password of the restricted account with a trusted executor.
    • Assign the 2FA device (e.g., smartphone with an authenticator app) to a second trusted person.

  4. Implement Segregation of Duties:

    • To log in, the executor and the individual with the 2FA device must work together.
    • This ensures the account is accessed only under exceptional circumstances, such as emergencies.

This approach aligns with Information Security principles, particularly segregation of duties, which prevents unauthorized activities and minimizes risks.

Which Option to Choose?

  • Use Option 1 (Practice Will) if you prefer a formal, legal framework for business continuity.
  • Use Option 2 (Access Management) if you want to leverage Zanda features for added security and control.

By planning proactively, you can ensure the continuity and protection of your practice in any situation.

Frequently Asked Questions

❓ Where can I store a Therapeutic Will, Clinical Will, or continuity instructions in Zanda?

For practice-wide instructions, such as what should happen to client care if you become incapacitated, ill, or unable to manage the practice, add the information to your Practice Manual. The Practice Manual is designed for practice policies and procedures, and users with Setup and Configure Zanda permission can create sections, add articles, save drafts, publish completed content, and make the manual available to all users in read-only mode.

To add continuity instructions to the Practice Manual:

  1. Go to User Menu > Account Settings > Practice > Practice Manual.
  2. Enable the Practice Manual if it is not already enabled.
  3. Add a section or article for your continuity plan, Therapeutic Will, or Clinical Will instructions.
  4. Save the article as a draft while you are preparing it, or click Publish Now when it is complete.
  5. When the content is ready for your team, turn on Show for All Users so other account users can access the manual in read-only mode.

Use Records > Files or Admin > Admin Files only when the document belongs on a specific client profile. These file areas store documents against an individual client record; they are not the best place for practice-wide continuity instructions.

For a formal legal Practice Will, keep following the process in Option 1 above so the executor can provide the required documents to Zanda support if access is needed later.

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