1. Introduction
MedSmart Hospital Assistant is a hospital management information system (HMIS) developed by Maxson Group Inc. This policy plan defines the operational, security, support, and compliance frameworks that guide the responsible development, implementation, and usage of MedSmart within healthcare institutions.
2. Objectives
To ensure secure, efficient, and reliable use of MedSmart HA.
To define responsibilities for users, administrators, and developers.
To ensure compliance with healthcare standards and data protection laws.
To promote continuous improvement and system sustainability.
3. Scope
This policy applies to:
All healthcare institutions using MedSmart HA
Staff members interacting with the system
Maxson Group Inc. personnel involved in development, deployment, or support
4. System Use Policy
MedSmart shall be used solely for hospital operations and healthcare management.
Authorized access shall be granted based on user roles (e.g., doctor, nurse, admin).
Users must not share login credentials or misuse access rights.
5. Data Security & Privacy Policy
Patient data will be stored securely using encryption and access control protocols.
Regular backups shall be enforced to prevent data loss.
The system shall comply with applicable data protection regulations (e.g., HIPAA, Data Protection Act 2019 - Kenya).
All data entered into MedSmart remains the property of the healthcare institution.
6. Customization and Configuration Policy
MedSmart can be customized to meet the specific needs of each facility.
Customizations must not alter the core security or structural integrity of the system.
All customization requests must be documented and approved by Maxson Group Inc.
7. Software Update Policy
System updates, including bug fixes and feature enhancements, will be released periodically.
Updates will be tested before deployment and communicated in advance.
Critical security patches may be applied immediately without prior notice.
8. Training and Support Policy
Maxson Group Inc. shall provide initial user training upon system deployment.
Ongoing support shall be available via email, phone, or helpdesk during business hours.
Clients may request on-site training or advanced support at agreed rates.
9. Compliance and Audit Policy
Healthcare institutions using MedSmart are responsible for internal audits and compliance with local regulations.
Maxson Group Inc. will cooperate with audits relating to data protection and system security when required.
10. Third-Party Integration Policy
MedSmart supports integration with external systems (e.g., NHIF, lab equipment, accounting software).
All third-party integrations must be vetted and approved by Maxson Group Inc. to ensure compatibility and security.
11. Licensing and Intellectual Property Policy
MedSmart is licensed software. Unauthorized duplication or distribution is strictly prohibited.
All intellectual property rights related to the system remain the sole property of Maxson Group Inc.
12. Termination of Service Policy
A client may terminate use of MedSmart with prior written notice and agreement.
Upon termination, Maxson Group Inc. will assist with secure data export as per the client’s request.
Any outstanding dues or license fees must be cleared before termination.
13. Review and Amendments
This policy plan is subject to periodic review.
Maxson Group Inc. reserves the right to amend policies to reflect new regulations, technologies, or operational practices.
Clients will be notified in writing of any major policy changes.
14. Contact Information
Maxson Group Inc.
Email: maxson@maxson.co.ke
Phone: +254 724 578 879
Address: Nairobi, Nakuru, Nyeri
Website: www.maxson.co.ke