Getting started
Demo, trial and production access
There are three ways to be in ArkCloud: looking at ArkCloud's demonstration, trying it in your own organisation, and running your clinic on it. Only the last may hold real patient information, and only after a Business Associate Agreement is signed.
Written for: Clinic owners and buyers · Clinic administrators · Anyone evaluating ArkCloud
The three kinds of access
| ArkCloud demonstration | Your trial organisation | Production | |
|---|---|---|---|
| Whose organisation | ArkCloud's, shared by everyone shown the demonstration. | Yours alone. Nobody else sees it. | Yours: the same organisation as your trial, continued. |
| Patient data | Synthetic only. Never real patients. | Fictional sample records, plus test records you type in. No real patients. | Real patients, once ArkCloud has recorded your signed BAA. |
| How you get in | A sign-in given to you by the ArkCloud team. It is never published. | Sign up; you become the organisation's administrator. | Your administrator creates each staff account. |
| Multi-factor | Organisations ArkCloud marks as demonstrations are exempt. | Required for administrators, including you as the founder. | Required for administrators; optionally for everyone. |
ArkCloud's demonstration
ArkCloud keeps a demonstration organisation filled with synthetic patients, so a clinic can see a working caseload before setting anything up. It is shared: other people shown the demonstration see the same records and anything you type.
Your trial organisation
Signing up creates a new organisation of your own with a 14-day trial of RCM, Rehab, Access, Care, Insights and Workforce. Clinical is opened by invitation and is not part of the trial. RCM and Rehab are subscribed through our team until online checkout opens; Access, Care, Insights and Workforce continue through our team.
Your organisation starts with a few fictional sample patients so the screens are not empty. Their names end in "Sample", they have no phone number, email or address, and nothing is ever sent from them to a patient or payer. An administrator can remove them in one step with Remove sample data on the sample-data banner.
When you sign up you confirm:
During the trial I will use sample or test data only, and will not enter real patient information until my organisation has signed a Business Associate Agreement with ArkCloud.
Until the agreement is recorded, every screen shows:
No Business Associate Agreement is on file for your organisation. Use sample or test data only - do not enter real patient information until it is signed. Imports, connections to other systems and online patient forms are off until it is signed.
Those paths are refused by the server, not just hidden: bulk imports and data migration, connections to other systems and electronic referrals, outside-record uploads, online patient forms, new-patient requests from the public booking page and patient portal invitations. Typing a record in by hand is not blocked, because software cannot tell a test patient from a real one; that is what the acknowledgement is for.
| Capability | Status | What that means here |
|---|---|---|
| 14-day trial by self sign-up | Available | Signing up creates a new organisation with you as its administrator and a 14-day trial of every product except Clinical. |
| Sample patients in a new organisation | Available | Each new organisation gets its own small set of clearly fictional sample records. Nothing is sent to a patient or payer from them, and an administrator can remove them in one step. |
| Real patient data paths closed until a BAA is signed | Available | Until ArkCloud records your signed Business Associate Agreement, imports, connections to other systems, online patient forms and portal invitations are refused, and every screen shows a notice to use sample or test data only. |
Moving to production
Production is the same organisation, not a new one. Nothing is copied or migrated; the steps below change what it may hold.
- Sign a Business Associate Agreement with ArkCloud. Contact the ArkCloud team. See Business Associate Agreement.
- ArkCloud records it on your organisation. From the next request, the notice disappears and imports, connections and online patient forms open.
- Remove the sample data, so sample patients do not mix with real ones in lists and reports.
- Continue the subscription for the products you use before the trial ends.
- Finish set-up with the clinic setup checklist, and arrange any outside connections you need (claims, eligibility, payments, reminders). See Start here: clinic administrator.
- Then enter or import real patients.