Q. We have two computer screens at our reception area. We use a single log on for these and the practice secretarial staff use the computers as they need. Is this OK?

A. No. When you log onto a computer with your username and password, the computer knows what access rights you have, related to your role as doctor, nurse or medical secretary and gives you permission to do or not to do certain tasks. The audit trail also keeps track of what you do on the computer: what prescriptions you printed; what appointment you created; and what information you added or changed.

Because of these functions, it is vital that users do not share a common log on. With a common log on you have no idea who does what. This is dangerous from a medicolegal perspective and also breaches Data Protection Legislation.

Everyone should have their own username and password, passwords should be kept private, and users should log off when they finish at a computer terminal.