At our facility, we prioritize the secure digital storage of all your medical records, ensuring that they are not only protected but also easily accessible whenever you need them. This user-friendly approach allows you to effortlessly track your health progress over time, giving you a clearer view of your wellness journey. Additionally, by digitalizing your records, any healthcare professional examining your case can quickly and effectively identify patterns or correlations from your medical history. This streamlined access to comprehensive information ultimately enhances the efficiency and accuracy of their assessments. leading to better-informed healthcare decisions and improved patient outcomes.
Electronic Health Records
EHR play a vital role in the functionality and effectiveness of virtual healthcare platforms like TeledoctorSA, serving as the digital backbone that supports high-quality, remote medical care. Through TeledoctorSA, EHRs allow doctors and patients to seamlessly access and update comprehensive medical histories in real time during virtual consultations.
This includes past diagnoses, current medications, allergies, test results, imaging, and treatment plans — all of which are essential for informed decision-making during online appointments. By integrating EHRs into its platform, TeledoctorSA enhances continuity of care, as each consultation—whether with a general practitioner or a specialist—is accurately recorded and made available for future reference, reducing redundancy and the risk of medical errors. The centralized nature of these records ensures that patients no longer need to carry physical files or repeat their medical history at every visit, which is particularly beneficial for individuals with chronic conditions or those requiring frequent follow-ups. Additionally, TeledoctorSA's use of EHRs supports secure communication between healthcare providers, enables digital prescriptions, facilitates referrals, and contributes to more efficient coordination of care. From the patient’s perspective, access to their own records via the TeledoctorSA platform empowers them to take an active role in managing their health. Ultimately, EHR integration within TeledoctorSA not only improves the quality and safety of virtual consultations but also demonstrates how digital health technologies can drive a more connected, patient-centered healthcare experience in South Africa and beyond.
Last Updated: October 16, 2025
This Legal Notice governs your use of the Medkulula EHR software platform, website, and related services (collectively, the “Service”)
Responsible Party Status: Medkulula EHR acts as the Operator (Data Processor) on behalf of our client healthcare practices, who are the Responsible Parties (Data Controllers) in terms of the Protection of Personal Information Act (POPIA) of South Africa. We process Personal Information and Special Personal Information (including health data) strictly on their written mandate
Intellectual Property: All software, design, code, graphical user interface (GUI), documentation, and content provided as part of the Service are the exclusive property of Medkulula EHR and are protected by South African and international intellectual property laws. Unauthorised reproduction, modification, or distribution is strictly prohibited
Accuracy and Reliance: While Medkulula EHR strives to provide accurate and reliable software, the ultimate responsibility for the accuracy of clinical entries, diagnostic codes, prescribed treatment, and compliance with the HPCSA's ethical guidelines rests solely with the registered healthcare practitioner/user
Disclaimer of Liability: Medkulula EHR shall not be liable for any direct, indirect, incidental, or consequential damages resulting from the use or inability to use the Service, including but not limited to, lost revenue, data loss, or medical errors arising from human input, technical failure (outside of Medkulula's direct control), or incorrect professional reliance on the software
Effective Date: October 16, 2025
This Privacy Policy explains how Medkulula EHR collects, uses, and protects the Personal Information (PI) of our direct clients (the healthcare practices and their staff—the EHR users). It does not cover the PI of patients, which is governed by the client’s own practice-patient privacy policy
POPIA Principle
Our Commitment as Operator/Responsible Party
Collection & Purpose
We collect your PI (Name, Practice Details, HPCSA number, Email, Billing Info) solely for the purpose of providing, maintaining, securing, and billing for the EHR Service
Security Safeguards
Access: Your EHR access credentials (username/password/MFA token) are stored securely using industry-standard encryption protocols
Encryption: All data, including clinical (patient) data and your operational PI, is encrypted both at rest and in transit
Data Subject Rights
As a Medkulula user, you have the right to access, correct, or request the destruction of your own personal information (e.g., your login details or billing history). Requests must be submitted to our Information Officer
Retention
We retain your PI only for as long as your service contract is active, or as required by South African law (e.g., for financial audit purposes)
Sharing (Operators)
We may share your PI with essential third-party service providers (e.g., secure cloud hosting partners, payment processors) who are under a strict written contract (Operator Agreement) to uphold POPIA compliance and use the data only for the defined Service purpose
Information Officer
Contact our designated Information Officer for any queries regarding this policy or the processing of your PI: [Email: IO@medkulula.co.za]
These Terms and Conditions constitute the entire agreement between Medkulula EHR (The Operator/Service Provider) and the Client (The Practice/Responsible Party)
Data Ownership: The Client retains full and exclusive ownership of all Patient Data (Personal Information and Special Personal Information) entered into the Medkulula EHR system. Medkulula EHR is granted a non-exclusive, revocable license to process this data solely for the provision of the EHR Service
Client Responsibility: The Client is responsible for:
Obtaining valid, written consent from all patients for the processing of their Personal Information in the EHR, as required by POPIA and HPCSA
Maintaining the confidentiality of all user login details and ensuring that all staff comply with the security policies set within the EHR
The accuracy, completeness, and lawful purpose of all patient data entered
Service Availability: Medkulula EHR commits to a minimum uptime of 99.9% (excluding scheduled maintenance). In the event of an unplanned outage, Medkulula will use all reasonable commercial efforts to restore service promptly
Termination and Data Transfer:
Upon termination of this Agreement, Medkulula EHR will provide the Client with a complete, encrypted copy of all Patient Data in a standard, interoperable format (e.g., CDA, PDF, CSV) within [30/60] days
Following data transfer and upon written instruction from the Client (Responsible Party), Medkulula EHR will permanently delete the Client’s Patient Data from its systems and notify the Client in writing that deletion is complete
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