Are you ready for confidence in your documentation?

According to POPIA, an organisation is responsible for complying with all data protection principles and is also responsible for demonstrating compliance. Attendees to our webinar series will receive –

  1. a set of POPIA-compliant templates to help demonstrate accountability, some of which have to be mandatorily put in place;
  2. a POPIA Awareness certificate of attendance.

Webinar Content:

  1. Introduction
  2. Appointment Scheduling Process – Legal Principles
    1. Legal basis for collecting personal information – POPIA section 11.
    2. Documentation of processing activities – POPIA section 17.
    3. Notification to the patient when collecting personal information – POPIA section 18.
    4. What do the legislation and ethical guidelines say about ‘no-shows’, late patients and cancellations?
    5. Key compliance points for consideration
    6. POPIA-compliant form templates
      1. POPIA section 17 Record of Processing Activities (Patient Appointment Scheduling)
      2. POPIA section 18 Privacy Notification
      3. POPIA compliant Cancellation & No-show policy
  3. Patient registration process – Legal Principles
    1. Principles applicable when creating a patient information sheet –
      1. Always collect personal information directly from the data subject (person to whom the information relates).
      2. When will collecting personal information from another source (for example other healthcare providers, hospitals, insurance companies, etc) be justified?
      3. Only collect necessary information – minimality principle.
      4. Collect information by lawful and reasonable means.
      5. Identification of the parties on the patient information sheet.
      6. Who can sign the patient information sheet?
    2. Principles applicable when creating the “Terms & Conditions of Visiting the Practice and Receiving Healthcare Service”.
    3. Key complaint points for consideration
    4. POPIA-compliant form templates
      1. POPIA section 17 Record of Processing Activities (Patient Registration)
      2. Personal Information Sheet
      3. Payment Policy, Terms & Conditions of Visiting the Practice and Receiving Healthcare Service
      4. POPIA section 18 Privacy Notification + poster for the reception area
      5. Authorisation for Release of Personal Information
      6. Patient Consent To Use Electronic Communications
  4. Q&A


The Logistics:

  1. Webinars can be attended either online or by obtaining recordings.
  2. Online webinars take place in the mornings from 10h00-11h00.
  3. When opting for recordings, follow the instructions in your registration confirmation email to request access to view recordings online. Recordings can be viewed at any time once you’ve received login details. Recordings are only available for a limited time, please refer to your registration confirmation letter for more information.
  4. Each presentation is accompanied by a comprehensive reference manual PLUS POPIA-compliant templates in MSWord format.
  5. Manuals are sent electronically in PDF format.
  6. All the webinars will be presented in English.


Why is this webinar important?

For years, the healthcare industry, driven by medical scheme requirements, has been focused on capturing as much clinical patient data at the time of care as possible. Now, we are seeing a rise in the high self-payment gap (SPG) where patients are more financially responsible for their health expenses.

And with the rise in patient responsibility comes a decrease in patient collection rates, an increasingly large source of practice revenue. With that in mind, collecting patient financial information is just as critical to practice operations as collecting a patient’s clinical data is to their overall health and recovery.

The process of registering a patient is, seemingly, self-explanatory. It is the need to capture the patient’s demographics, medical scheme information, and health history to provide patient care.

However, it is more complicated than a “check the box” process. Many nuances go into patient registration in healthcare practices that are outside of the clinical purview. Fundamentally, the patient registration process is not only the beginning of patient care at the practice, but it is also the beginning of the revenue cycle for the facility, and they are subject to strict privacy compliance laws.

Staff awareness is not an option anymore, it is now a legal requirement.


Part 1: Tuesday, 8 November 2022

Part 2: Friday, 11 November 2022


10h00 – 11h00

This session is an opportunity for you to also ask any questions.

What do you need?

All you need is:

  • A computer running either Windows or Mac OS X;
  • Internet access that is 1mbps or better (just about any 3G or ADSL link will be just fine);
  • A microphone headset, no matter how cheap, will greatly enhance your experience.


Online attendance: R 450.00 (VAT Inclusive) – Part 1 & 2 included

Recordings: R 450.00 (VAT Inclusive) – Part 1 & 2 included

10% discount when you register for two or more webinars simultaneously
10% discount on each of the above price levels for the 2nd, 3rd and 4th delegates from the same practice or firm.  For five or more delegates, contact for a quote.

All fees are VAT inclusive.


This course was developed by adv. Frikkie Marais. The course is presented by adv Marais, with 26 years of experience in healthcare compliance roles, including POPIA.

What are you waiting for?