SalusMedix runs clinics, pharmacies and franchises: the consultation, what was dispensed, what was paid and what is claimed are the same visit. Sema answers patients on WhatsApp, and Datacare Docs holds the paper file.
Nairobi-based support team. Call us on 0784 155 752
One patient record from the front desk to the dispensary to the claim, with M-Pesa at checkout.
These are not small inconveniences. Each one is a compliance risk, an operational drag, or a patient safety issue waiting to surface.
Patient files are physical folders that get lost or damaged
SHIF/NHIF claim documents take days to compile
Lab results are shared on personal WhatsApp, a KDPA 2019 violation
There is no audit trail when patient records are accessed
Your data is on a local server that nobody has backed up
Datacare Docs is a document management platform designed for the Kenyan market. For healthcare providers, it gives you structured, secure, and searchable patient record management, without the complexity of a full EMR system you don't need.
Indicative Pricing
for up to 30 users: clinics, wards and admin combined
Enterprise pricing available for multi-branch hospitals. Contact us for a custom quote.
These are not theoretical features. They solve the exact problems Kenyan healthcare providers face with physical records and WhatsApp-based workflows.
Replace physical folders with secure, searchable digital records. Role-based access means nurses, doctors, and admin staff each see only what they need, with a full log of every access.
Stop spending days compiling claim files. Tag documents by patient and claim batch, then export a complete, audit-ready file in minutes, reducing rejections caused by missing paperwork.
Lab results sent on personal WhatsApp accounts is a KDPA 2019 violation. Deliver results securely to authorised clinical staff only, with read receipts and a full audit trail.
Automatic audit trails on every record access, data residency within Kenya, and DPO-ready reports. Be ready for an Office of the Data Protection Commissioner inspection at any time.
Approval chains for prescriptions, referrals, and discharge notes. Documents move between staff digitally: no physical forms, no lost paperwork, no unsigned discharges.
Manage supplier contracts, medical equipment service agreements, and insurance MoUs, with automatic expiry alerts before coverage lapses.
The Kenya Data Protection Act 2019 applies to any organisation that processes personal data, and patient health data is among the most sensitive categories. Non-compliance can result in fines of up to KES 5 million or 1% of annual turnover. More critically, a breach could end patient trust overnight.
Lawful basis for processing
Patient data must be collected and processed with consent or a clear lawful basis, documented and retrievable.
Data minimisation
Staff should only access data relevant to their role. Role-based access controls enforce this automatically.
Right to erasure & portability
Patients can request their records. Your system must be able to produce or delete data on request.
Breach notification (72 hours)
If a breach occurs, you must notify the ODPC within 72 hours. Audit logs make incident reporting possible.
Data residency
Patient data should not leave Kenya without explicit consent. Datacare Docs keeps your documents on infrastructure in Kenya.
DPO appointment
Hospitals processing large volumes of patient data may need a Data Protection Officer. We help you prepare the documentation.
Document management is the foundation. These solutions work alongside it to cover your full IT environment.
Patient data is irreplaceable. Nightly, encrypted and off-site, installed by an engineer who tests a restore in front of you.
See SimbaBackupClinic email on a professional domain, Teams for ward communication, and SharePoint for departmental document libraries, replacing fragmented personal accounts.
Explore Microsoft 365A structured review of your current data handling against KDPA 2019 requirements, identifying gaps before the Data Protection Commissioner does.
Book a KDPA AssessmentWe review your current document workflows, identify KDPA 2019 gaps, and give you a clear, prioritised action plan, at no cost. Most audits take 60 minutes.
No pressure, no commitment. We are based in Nairobi and understand the Kenyan healthcare context, not a foreign template applied to your facility.