Profile Cloud: Frequently Asked Questions
What is Profile Cloud?
Historically databases have been stored on a server at the practice. As systems and infrastructure have become more complex there has become a need to move the burden of this complexity away from practices and for Intrahealth to provide a “software as a service” model. Profile Cloud moves the customers database from the local premises into IT environments that have larger IT infrastructure, are secured, monitored, backed up and routinely upgraded.
The Cloud solution sees you retain the same fully functional Profile software on your computers but without the need to worry about a server, server maintenance, security monitoring and backups at the practice. Profile Cloud also gives you access to features that would not otherwise be available, such as a Patient Portal and mobility.
Where is the data located?
Intrahealth uses the Datacom datacentre located in Hamilton, New Zealand to host our databases.
Why would I move to the ProfileCloud?
There are a number of benefits to moving to the cloud and the following are just a few;
- Access to your data from anywhere
- No need to worry about backups
- Server maintenance including upgrades isa thing of the past
- You get the latest server infrastructure without having to think about it
- Industry experts monitoring and managing the infrastructure that historically would be too expensive to do for a single practice
- Features and functions available in the cloud such as patient portals
Is my data secure?
Intrahealth has a team of experts and tools that are continuously monitoring for security threats. We undertake threat risk assessments and auditing to ensure we make the environment as secure as possible.
Who owns the data?
The customer owns the data. Intrahealth is merely a custodian of the data.
Can I get my data back?
Yes. Your data can be sent back to you. This will be via an export in an industry standard format. We may choose to charge a fee to cover our costs to deliver this service.
How long does it take to transfer my on-premises data to Profile Cloud?
Generally, we will do a test run first to understand how long it will take. There are two aspects to the time it takes. Firstly, encrypting and transferring from your premise to our cloud environment. This is typically determined by the speed of your internet. For most practices this is between 2-4 hours. The second part to this is converting to the Cloud database. This typically take 1 hour per clinician (e.g. 4 clinicians will take approximately 4 hours to convert).
Do I lose any data in transitioning to the Cloud?
No
Do I lose any functionality by going to Profile Cloud?
No, the Profile application is the same fully featured application that you are familiar with. In fact, you will gain functionality such as a patient portal and future features that will only be made available in future Cloud versions.
Can anybody else see my data?
No. Only those that you provide a username and password can get access to your data. Even Intrahealth needs you to log on in order to access your data.
Do I need to change hardware?
No. The Profile client application is the same and resides on your computers.
How different is Profile Cloud to what I have now?
There are a few minor differences in functionality to support two factor authentication, the patient portal and a new SMS provider, but other than that you will find the application the same as you did before. In the future you will notice additional functionality that can only be made available in the Cloud version (such as Xero integration).
Do I need fast internet?
Yes. Fast and reliable internet is a prerequisite to using Profile Cloud.
Is Profile delivered over a browser?
Yes and No. It is an installed application that is downloaded through a link supplied from Intrahealth. There are a number of benefits to having an installed app (including speed and the ability to utilise the operating system functionality). With that being said, we also supply a Provider portal that supports access to information from anywhere or anytime.
What happens if my Internet goes down?
If the Internet goes down, you will need an alternate internet connection in order to access your data (such as a 4G or 5G mobile network). Like most Cloud solutions, there is no offline capability. Fortunately, the Internet is now stable in most areas of New Zealand.
How much does ProfileCloud cost?
Speak to the friendly Intrahealth team to get a proposal. There is a small transition fee and then a monthly subscription fee based on a “concurrent user” licensing model.
What is a “Concurrent” user license model?
Intrahealth uses the number of active (concurrent) users on the system at the same time to work out the licensing fee that you pay. You can have as many named users as you would like in the system, but we only charge for how many are using the system at any one time. For example, you may have a practice with 30 staff but only 5 team members use the system at any one time. Intrahealth just charges you for the 5.
How long is the subscription period?
The subscription agreement periods start from 1 year through to 5 years. The most common and most cost effective is a 3 year subscription agreement
Can I test Profile Cloud first?
Once you sign a Subscription Agreement, we will undertake a test transfer of your data in order to provide you and your team with reassurance. If for some reason you decide not to proceed there will be a one-off charge of $1,200
Who does the Profile upgrades?
The friendly Intrahealth technical operations team members will. You will be notified that the update has occurred, and your application will automatically upgrade.
Do I still need HealthLink installed in my practice?
Yes. We are hoping in the future that this will change but for now you will still need HealthLink (including the HMSClient) installed at your practice in order to send and receive labs and referrals along with utilising the HealthLink Smartforms functionality.
Are there features that are available in the cloud that are not available in the hosted version?
Yes, the patient portal, provider portal and app and new SMS provider for a start. In the future there will be some other features such as Xero integration, that will only be available in the cloud version
Is SMS available in the Cloud?
Yes. Intrahealth has made a change to our supplier for the Cloud version. This gives us more development options in the future. It also means that SMS prices are cheaper.
Is there a mobile app for providers?
Intrahealth is currently working on an app for Providers. We expect it to be released mid 2023
Do I still need ConnectedHealth?
For the moment the ConnectedHealth Service is required for HealthOne and eSpecial Authorities. Intrahealth is in discussions with the New Zealand Ministry of Health and Pegasus for these services to be independent of ConnectedHealth. We are hoping that by the end of 2023 that ConnectedHealth will no longer be required
What is the Process for moving from my on-premise Profile to the Cloud?
We’ve made the process easy and Intrahealth does most of the work for you.
Once you sign the Subscription Agreement we’ll arrange a time to transfer your data to our data centre (this is generally done after hours). From there we’ll send through the link for a new Profile client and credentials for you to test. We’ll provide some ideas on how to test. Once you’re happy that it works for you we’ll arrange a time to obtain your up to date data. We’ll transfer this and let you know when it’s ready. Generally the Cloud service will be ready for you to use the following morning. You will then need to enter your teams e-mail addresses and/or mobile numbers to support two factor logons.
Do I need to give my staff training on the new Profile Cloud if I already have Profile?
The only additional piece of information staff will need is how to logon. Formal training isn’t required for this and Intrahealth will provide a topic sheet to support the new information such as patient portal and access to web sites.
Who is responsible for backing up data
Intrahealth backs up your data nightly. If there is ever a failure we will have a conversation with you and restore your database.
How is data secured
Intrahealth goes to great lengths to ensure our customers data is secure. The data is physically located at the Datacom Cloud facility and secured by both physical and virtual mechanisms. Only the Intrahealth “TechOps” team have access to this environment and all access attempts are logged. The environments are monitored continuously. Intrahealth also undertakes third party auditing, threat risk assessments and penetration testing annually.
