Privacy Policy – EPGI Referral Management System

East Point Hospital, Bengaluru, respects the privacy and confidentiality of information processed through the EPGI Referral Management System.

This Privacy Policy explains how information is collected, used, processed, stored and protected when authorized doctors and hospital personnel use the EPGI Referral Management System through WhatsApp and associated hospital systems.

Purpose of the System

The EPGI Referral Management System is an internal hospital referral-management system intended to facilitate referrals from authorized doctors to East Point Hospital and its relevant departments and specialists.

The system enables authorized doctors to create referrals, communicate referral information, and allows authorized hospital personnel to verify and manage those referrals.

Information We Collect

Depending on the referral transaction, the system may process the following information:

• Doctor’s name
• Doctor’s registered WhatsApp/mobile number
• Doctor’s department and professional identification
• Patient’s name
• Patient’s age
• Patient’s WhatsApp/mobile number
• Referral type
• Referral remarks or referral-related information
• Referral identification number
• Referral creation date and time
• Referral status and verification information
• Administrative and audit information associated with the referral

The system collects only information reasonably required for the referral-management and hospital-administration purposes for which the system is intended.

WhatsApp Information

The EPGI Referral Management System uses the WhatsApp Business Platform provided by Meta Platforms, Inc. for authorized communications.

A registered doctor’s WhatsApp number is used as part of the system’s doctor-identification and authentication process.

The system is designed so that the doctor identity is derived from the registered WhatsApp number rather than allowing a user to manually select or impersonate another registered doctor.

How We Use the Information

Information processed through the system may be used for:

• Creating and managing patient referrals
• Identifying the authorized referring doctor
• Communicating referral information
• Sending referral confirmations
• Communicating relevant referral information to patients
• Referral verification by authorized hospital personnel
• Preventing duplicate, fraudulent or unauthorized referrals
• Maintaining referral records
• Maintaining system audit trails
• Generating operational and administrative reports
• Improving the reliability and security of the referral-management system

Information will not be used for unrelated advertising purposes.

Referral Verification

Each referral generated through the system may be assigned a unique referral identification number and associated server-generated date and time.

Referral eligibility and verification are determined by the hospital’s referral-management system and applicable hospital procedures.

Only authorized hospital personnel may access administrative referral information.

Data Storage and Security

Referral information is stored in systems operated or authorized by East Point Hospital.

The EPGI Referral Management System uses a private PostgreSQL database for storing referral and associated application information.

Reasonable technical and organizational safeguards are implemented to protect information against unauthorized access, alteration, disclosure, loss or misuse.

Access to administrative functions is restricted according to authorized roles and permissions.

Security measures may include authentication, role-based access control, audit logging, secure API communication and other appropriate technical safeguards.

Information Sharing and Third-Party Services

Patient and referral information is not sold or provided to third parties for advertising purposes.

Information may be processed or transmitted through service providers that are necessary to operate the system and provide authorized communications.

This includes the Meta/WhatsApp Business Platform, which is used for WhatsApp-based communication.

Such processing is subject to the applicable terms and policies of the respective service providers.

Data Retention

Referral and related audit information may be retained for as long as reasonably necessary for:

• Hospital operations
• Referral verification
• Patient-service requirements
• Security and fraud prevention
• Administrative purposes
• Legal and regulatory requirements
• Record-keeping requirements

Retention periods may vary depending on the type and purpose of the information.

Access to Information

Access to referral and administrative information is restricted to authorized personnel based on their assigned responsibilities and access permissions.

The hospital may maintain audit records relating to access, creation, modification, verification and other relevant activities within the system.

Patient and User Requests

Individuals who have questions or requests concerning personal information processed through the EPGI Referral Management System may contact East Point Hospital using the contact information provided below.

Requests may be subject to appropriate identity verification and applicable hospital procedures.

Children’s Information

The system may process information relating to patients who are minors when such information is required for legitimate hospital referral and healthcare administration purposes.

Such information will be handled in accordance with applicable hospital policies and legal requirements.

Changes to This Privacy Policy

East Point Hospital may update this Privacy Policy from time to time to reflect changes in the referral-management system, technology, operational practices or applicable requirements.

The latest version will be made available on this webpage.

Contact Us

East Point Hospital
Jnana Prabha, East Point Campus,
Bidarahalli, Virgo Nagar Post,
Off Old Madras Road,
Bengaluru – 560049, Karnataka, India

Phone: +91 78 6691 1911
Email:info@eastpointhospital.in