Personal Health Records

- Safe, Secure and Always Available

- Access Anytime and Anywhere

- Trustworthy and Convenient

- Patent-pending Zencryption™

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Secure Personal Health Records

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Members who have elected to activate the ZenVault Medical service can create and maintain their Personal Health Records (PHR) securely and private in the ZenVault Personal Health Record system.

ZenVault Medical is a cloud based online PHR that is safe, secure and Always Available™.

It is an easy-to-use, private, and reliable way for you to store your medical records so they are available anytime anywhere, 24/7/365.

Members can access your PHR through any computer, smartphone, or tablet with Internet access

Service Overview

How you can benefit from ZenVault Medical

Trustworthy

ZenVault Medical is completely indepen- dent, is designed to meet or exceed HIPAA requirements, and is committed to your privacy and the safety of your data. We won’t share your personal information.

Affordable

The PREMIUM Membership is yours for a low monthly or yearly fee and gives you valuable benefits and features. The basic FREE plan costs you nothing.

Convenient

Away from home? Retrieve your health records and send them to a doctor from your smartphone or tablet computer, or anywhere you have Internet access.

Fast & Easy

Save time at every doctor visit. With one click, send your health form via our secure messaging system rather than filling out the doctor’s clipboard.

Life-Saving Knowledge

Allergic to some drugs? Got an existing medical condition? Your ICE page sums it up, helping doctors give you the best treatment possible.

Family Focused

Create and manage accounts for your whole family, or anyone else in your care. ZenVault Medical can help you with daily care and during medical emergencies.

Flexible

Upload and store records of any kind: lab results, X-rays, medications, notes, self-care instructions, MRI scans, herbal recipes, prescriptions, and more.

User-Friendly

ZenVault Medical is designed for ease of use. Our website makes it easy to upload, manage, and retrieve your information.

Alternative Medicine

ZenVault Medical is set up to accommodate medical treatments of all kinds: doctor visits, hospital stays, acupuncture, physical therapy, and more.

About ZenVault

What is ZenVault Medical?

ZenVault Medical is a cloud-based online Personal Health Record (PHR) that is safe, secure, and Always Available™.

It is an easy-to-use, private, and reliable way for you to store your confidential medical records online, so they are available anytime anywhere, 24/7/365.You can access ZenVault Medical on any computer, smartphone, or tablet computer with Internet access.

ZenVault Medical helps you manage your own healthcare, helps doctors with diagnosis and emergency treatment, and gives you control over your own confidential health records.

Why Use ZenVault Medical?

ZenVault Medical is easy to use and affordable, regardless of your income, insurance coverage, or health conditions. It makes your vital medical information available wherever you go, whenever you need it, and provides several key benefits:

  • Makes your life-saving medical information available during emergencies.
  • Helps you understand and track your medical conditions.
  • Saves you time and hassle in managing your medical records and medical care.
  • Helps you get better, safer, more consistent care from your doctors through instant access to your medical history.

How is ZenVault Medical Different?

Of all the PHR solutions out there, ZenVault Medical distinguishes itself by emphasizing privacy, security, and reliability.

Privacy

You control your medical records and you control who sees them. We won’t share your personal information with anyone, unlike some PHR providers. Our privacy policy prohibits us from selling, renting, or giving away your data unless required by law, so you can trust ZenVault Medical with your most sensitive medical records.

Security

Patent-pending military-grade Zencryption™ technology scrambles your data so only you will be able to read or edit it, using your own encryption key. Not even ZenVault staff can read your records. During upload and download, your data is protected by SSL (Secure Sockets Layer) encryption to prevent eavesdropping.

Reliability

ZenVault Medical uses patented Always Available™ technology and advanced “cloud computing” data hosting that provides virtually 100% safety from outages. We’ve built our systems to be highly resistant to disasters and other events that could knock out an ordinary online service so if you have Internet access your records are always just a few clicks away.

ZenVault Medical is very flexible and accommodating. Our medical record forms give you over 1,200 data fields and you can enter as much or as little of your medical information as you want. We add new features and capabilities regularly, to help you customize your record the way you need it.

Who Should Use ZenVault Medical?

You don’t need your doctor’s permission. ZenVault Medical was designed for anyone to use, including:

  • Parents with young children
  • Senior Citizens who want to maintain health and independence
  • Anyone who travels
  • Anyone caring for elderly or disabled family members
  • And anyone who just needs somewhere safe and accessible to keep their medical history and records.

Frequently Asked Questions

PRIVACY AND SECURITY

How do I know my records are safe with ZenVault?

  • First, you have the ZenVault promise that we will not share your data with anyone you do not approve.
  • Second, ZenVault uses Always Available™ technology that was created to protect sensitive computer systems for leading financial companies, the military, and medical companies. Always Available enables us to store your data in multiple places in private hosting environments and in the “cloud” so it is constantly backed up. Always Available also maintains the integrity of your data and prevents service outages or “downtime”, ensuring that your data is available virtually 100% of the time. No other provider can make that claim.
  • Third, ZenVault uses patent-pending, military grade Zencryption™ technology to make your data unreadable to anyone but you. Zencryption™ scrambles your data so even if it is stolen, no one will be able to read it.
  • Finally, ZenVault uses industry-leading security measures and top-quality highly secure data hosting to reduce the likelihood of unauthorized people stealing your data, or “hacking” it.

Why should I trust ZenVault?
ZenVault was created specifically to provide consumers with an independent, highly secure, private online place to store their most important and sensitive documents. Like you, we each have our own personal medical records that we want kept private. We understand your needs, and our goal is to meet them. Our privacy policy prohibits us from sharing your personal information with anyone without your consent. We know that if we violate that trust we will be out of business, so it is in our interest to protect the documents you store with us.

Who owns ZenVault?
ZenVault is a fully independent technology company. ZenVault is not owned by, affiliated with, or controlled by any insurance company, medical group, pharmaceutical company, governmental agency or other party. This means that ZenVault is responsible only to you, our customer.

Will you share my personal information with anyone?
No. That would violate our privacy policy. Unlike some big-name Personal Health Record (PHR) service providers who claim to respect your privacy, we do not share personal information with insurance companies, medical practitioners, medical interest groups, governmental agencies, marketers, or any other entity. Also, your data is protected by patent-pending military-grade Zencryption™ technology so only you will be able to read or decrypt it, using your own encryption key. So even if we did share data, no one would be able to read it because of this encryption. Even ZenVault administrators cannot decrypt your data. You can choose to send your medical information to a doctor, or to give your encryption key to a trusted relative, friend, or doctor so they can have access to your records. The only time we might reveal private information is if ZenVault is required by law or judicial action to do so.

Will you sell or give my email address to other marketers?
No. Your email is private information and we won’t release it.

Does the Government have access to my information?
No. The only way they will be able to get personal information is through legislation or judicial action. ZenVault may release aggregated, impersonal, bulk data but, no information will be released that can link you with your medical information. Your privacy remains intact.

Are you going to send me unwanted promotional email or SPAM?
No. Although we will most likely send out promotional emails you will have the opportunity to refuse them or to “opt out”. Once you opt out we won’t send any more to you. Note that we will continue sending you occasional emails that are directly related to account activities, customer service issues, and other important administrative announcements.

How do I know when someone has accessed my account?
ZenVault will send you an email alert every time a doctor, emergency room, or other healthcare practitioner accesses your account. That email will show what organization accessed your account, what they did, how long they spent in your account, and other details. That way, if there is unauthorized access, ZenVault will be able to track what happened and when.

What prevents anyone from logging in and getting my information?
Each ZenVault customer has his or her own unique login name, password, and encryption key. Someone would need all three to impersonate you and read, edit, download, or delete your information. This multi-layer security system is very effective at preventing unauthorized access, and is designed to meet or exceed HIPAA requirements for protection of private medical information. If an unauthorized person manages to sign in and read your records anyway, ZenVault keeps a detailed log that will show who accessed it, when it happened, what files they looked at, and what actions they took. ZenVault strongly recommends that you treat your login information much as you would treat a bank account number or key to a safe deposit box. Don’t give it to anyone unless you trust them completely.

What happens if my computer crashes or is stolen? Are my records in jeopardy?
Your records will not be in jeopardy. Once you send something to ZenVault, it is encrypted and stored securely on our servers and not on your own computer. You just need Internet access and your login information to sign in to our system and access your records again. So you can sign in using a different computer, smart phone, iPhone, or iPad, and your records will be fully intact and ready for use. If your computer has been stolen the thief could log in if he or she gets hold of your login ID, password, and encryption key. For this reason we suggest you not store all your ZenVault login credentials on the same computer.

What happens if ZenVault’s servers get hacked?
In the unlikely event that our servers get broken into or “hacked” then the perpetrators will find very little useful information. All your personal information will be encrypted or scrambled through our Zencryption™ technology, in a way that makes it completely meaningless. A hacker may be able to steal the scrambled data, but they won’t be able to read it.

What happens if ZenVault’s servers are damaged or destroyed?
Your data will remain safe, and you are unlikely to even know there was a problem. ZenVault uses de-centralized “cloud” data storage and is protected by patented Always Available™ technology that provides virtually 100% data availability.

What do you mean by “encrypted”, “encryption”, and “decryption”?
You do not need to “encrypt” or “decrypt” anything because the ZenVault Zencryption™ technology does it for you automatically. Zencryption™ is an electronic process that renders your records unreadable by anyone without authorized access. It scrambles and hides the meaning of everything. Zencryption™ works without you even knowing it, because it is set up to happen behind the scenes. Your encryption key is your private code for unlocking this encryption. When the system recognizes your encryption key, it automatically unscrambles or “decrypts” whatever you are looking at. The Zencryption™ system works so smoothly that aside from having to use your encryption key you won’t even know that any encryption or decryption is taking place. It is also completely private. Not even ZenVault administrators can read your information or retrieve your encryption key if you forget it.

Should I provide a false name and address to protect my privacy?
No. Providing false information is a very bad idea. Your “In Case of Emergency” ICE page presents key information from your record that you can show doctors and emergency personnel during a medical emergency. If you provide a false name, it won’t match up to the name on your driver’s license, insurance card, or other identification, and this could lead to confusion, delays, and inappropriate treatment.

Is ZenVault affected by the Heartbleed SSL bug?
No. ZenVault uses and has always used versions of SSL (Secure Sockets Layer) encryption software that are not vulnerable to the Heartbleed bug problem. Our Zencryption™ technology uses an entirely different type of encryption and is not vulnerable to the Heartbleed bug either.

ABBREVIATIONS AND ACRONYMS

What is HIPAA?
HIPAA is the Health Insurance Portability and Accountability Act of 1996. It was enacted by the U.S. Congress in 1996. Among other things, HIPAA establishes certain minimum standards for the privacy of healthcare records in the United States. HIPAA also sets minimum standards on data availability and data recovery after a disaster. In other words, the organization holding your records must not have too many outages or too much “downtime” and once an outage is over, your data must be 100% complete and accessible.

Is ZenVault HIPAA compliant?
Although ZenVault has not gone through the rigorous and expensive certification process, it is designed to meet or exceed HIPAA standards for privacy and data availability.

What is a PHR?
PHR stands for Personal Health Record. It is the body of health information you keep yourself, about yourself. A PHR can include your paper medical records, digital files, images such as X-rays and MRI scans, and other records pertaining to your own healthcare. Lately, PHRs are interpreted to mean electronic or digital files, because the expansion of digital information and the web has made it easier to keep PHRs online in digital format than on paper.

What is a PHR Provider?
A PHR provider is any entity that offers a computer program or website for storing and managing your Personal Health Record. ZenVault is a PHR provider. As of July 2010 PHR providers are required to comply with HIPAA regulations.

What is EMR?
EMR stands for Electronic Medical Records. EMR refers exclusively to the records kept by hospitals, doctors, emergency rooms, and other healthcare practitioners about their patients for their own internal use. Whereas EMRs are kept by doctors and hospitals, PHRs are kept by the patients. A lot of information in an EMR will probably be in your PHR too.

What is an EMS?
EMS stands for Emergency Medical Service. Hospital emergency rooms, ambulances, and paramedics are common EMS’s. Your ZenVault “In Case of Emergency” ICE page presents key information from your record that you can show doctors and EMS personnel during a medical emergency.

What is ICE?
ICE stands for “In Case of Emergency”. This is a special page accessible without providing your encryption key. The ICE page displays vital information from your PHR including identification, blood type, allergies, drug interactions, medications, your doctors’ contact information, and more. We make the ICE page readily accessible in order to make it easier for you to provide doctors and emergency personnel your life-saving information in an emergency.

What is SSL?
SSL stands for Secure Sockets Layer. SSL is a widely used security encryption protocol that protects documents while they are being uploaded or downloaded, to prevent theft of information or eavesdropping. ZenVault uses SSL during upload and download of your records.

What is “the cloud” or “cloud computing”?
In recent years there has been much talk and hype about “cloud computing” or “the cloud”. Let’s compare cloud computing to how data is stored on a typical website. With most websites, the electronic files are stored or “hosted” on one or more “server” computers at a distant location. You receive and send these files over the Internet. With the cloud, the only real difference is in the number of server computers on which the data is stored. With the cloud, the data is stored in an array or cloud of many servers that all act as one. This is actually much more efficient than older methods and enables companies like ZenVault to increase or decrease their computing power on demand, the very moment they need to. In the end, this leads to much lower prices so we can charge you less. It also lets us increase your quality of service and the amount of information you can store with us. To protect your data stored in the cloud, ZenVault uses patented Always Available™ technology that can virtually eliminate outages.

ABOUT YOUR ZenVault MEMBERSHIP

Why should I bother with ZenVault? I am in great health.
A ZenVault membership could save your life in an emergency. Your ZenVault “In Case of Emergency” ICE page presents key information from your record that you can show doctors and emergency personnel during a medical emergency. This easy access to information such as blood type, contact information, medications, and existing medical conditions can make it easier for EMS to contact your doctors and loved ones, to avoid drugs to which you are allergic, to instantly identify medical conditions (even minor ones) that could influence your treatment, and to avoid running unnecessary tests that may waste time or increase your danger. And if you never have an emergency like this, you can use ZenVault as a convenient health reference when filling out medical histories for doctors or insurance companies. You can even email your Personal Health Form to your doctor or dentist before routine exams, just to avoid spending half an hour filling out their clipboard full of health history forms.

What good is ZenVault to me if I am traveling and don’t have my computer with me?
Your ZenVault “In Case of Emergency” ICE page presents key information from your record that you can show doctors and emergency personnel during a medical emergency. This easy access to information such as blood type, contact information, medications, and existing medical conditions can make it easier for EMS to contact your doctors and loved ones, to avoid drugs to which you are allergic, to instantly identify past medical conditions (even minor ones) that could influence your treatment, and to avoid running unnecessary tests that may waste time or increase your danger. For a minor illness on the road, you can use it as a convenient health reference or to email your Personal Health Form to a doctor or advice nurse, saving you time, hassle, and stress.

What good is ZenVault for my elderly parents?
It contributes to peace of mind and independence. Many otherwise active and reasonably healthy elderly people stay close to home because of medical conditions that could cause an emergency. Their fear is that if something happens—if they have one of their dizzy spells or an angina attack—medical personnel won’t know what medicine to give them or who to call. The ZenVault “In Case of Emergency” ICE page presents key information from their record that doctors and emergency personnel can use during a medical emergency. This can save time, increase overall safety, and get the news out to you or other caregivers much faster. If your parents have a cell phone but no computer, they can use the convenient mobile interface or iPhone/iPad app. Even if you live far from them you can still monitor and manage their healthcare through your computer, by having their doctors upload records and update the Personal Health Form. All you have to do is log in using their login information and you have instant access day or night.

How do I create dependent accounts or profiles for children, elderly parents, or other dependents?
ZenVault offers dependent accounts that are linked to your own membership. A Free membership lets you create one dependent account. Premium memberships allow an unlimited number of dependent accounts. You will need to provide a login name, password, and encryption key for each dependent account, just as you would for any other ZenVault account. Keep a separate record of this information because the encryption key cannot be retrieved if you forget it. You can add and edit doctors, medications, medical conditions, and any other details to their records. Dependent accounts can be logged into and managed separately from your primary account, so a dependent child could grow up and go away to college, and take over management of his or her ZenVault membership independently. Dependent accounts are limited to the features offered under Free memberships but can be upgraded to Premium at any time.

How do I change my encryption key?
For your privacy and security the encryption key cannot be changed. The only way to get a new encryption key is to discontinue one account and start another, using a new encryption key. This is a privacy and security feature which prevents someone from fraudulently modifying your account and accessing your personal information. If you intend to discontinue one account and start another, you should first download and save any files or records you have stored with ZenVault. Then download and save a copy of your Personal Health Form. You can upload this information to a new account once you create it.

I want memberships for my elderly parents, but they don’t use a computer. What can I do?
There are two options.

  • Your first option is to set up individual Free or Premium memberships for them and manage them yourself. You will need to provide a login name, password, and encryption key, just as you would for any other ZenVault account. Keep a separate record of this information because the encryption key cannot be retrieved if you forget it. If your parents use a cell phone or other mobile device you can give them the login names, passwords, and encryption keys so they can sign in via the mobile website interface or the apps for iPhone or iPad.
  • Your second option is to set up dependent accounts that are linked to your own ZenVault membership. See the description of dependent accounts above. Your own Free ZenVault membership will enable you to create one dependent account. Your Premium membership allows an unlimited number of dependent accounts.

How do I discontinue my ZenVault membership, delete my records, and stop being billed?
Contact ZenVault customer service and explain that you want to discontinue your membership. We strongly recommend that you first download and save any files or records you have stored with ZenVault. Then download and save a copy of your Personal Health Form.

What happens to my membership and my records when I die?
Anyone who has access to your records can still sign in, delete or update records, and make changes to your account. On Premium memberships, ZenVault will continue charging for its services for as long as the account is active. Once someone notifies customer service that the account should be discontinued, we will stop charging. On Free memberships, the account will remain active and the data will remain available as long as there is activity on the account at least once a year.

What happens to my parents’ memberships and their records when they die?
Anyone such as yourself who has access to their records can still sign in, delete or update records, and make changes to their account. On Premium memberships, ZenVault will continue charging for its services for as long as the account is active. Once someone notifies customer service that the account should be discontinued, we will stop charging. On Free memberships, the account will remain active and the data will remain available as long as there is activity on the account at least once a year.

Can I create a profile for my pets?
No. ZenVault profiles are not set up to accommodate animals.

Does ZenVault offer the same privacy promise and security technology for a Free membership as it does for a Premium membership?
Yes. ZenVault will not sell, rent, give away, or share your personal information in any way, whether you have a Free or Premium membership. Both membership types use the same high-caliber Zencryption™ and SSL security technology.

What is the ZenVault User Name?
The User Name simply identifies you so the system knows which account to access. ZenVault uses your email address as the user name because it is unique: no one else has that same email address so no one else will have the same user name.

What is the ZenVault password?
Just as with other online services, your password gives you access to your account. No one can get into your account without your password. If you have forgotten your password you can retrieve it if you follow the instructions here.

What is the Member Code and why do I need to use it?
The Member Code is your special alpha-numeric security code that allows one-way access to your account so doctors can upload medical records. When you ask them to upload your records, give them your Member Code. All they need to do is email your records as an attachment in .PDF format to your Member Code at ZenVault.com. For example, if your Member Code is CT3AB1234, have the doctor email your records to CT3AB1234@zenvault.com. It’s that easy. You will be given your own unique Member Code. You should memorize your code if possible, and certainly write it down and store it in a safe, easily accessible place. Your Member Code is available in the upper right corner of every screen after you log in, and at other places on various pages. It is kind of like your Social Security number or Driver’s License number. You need to know what it is, but you also don’t want strangers to have access to it.

What is the encryption key?
The encryption key is an additional pass code that controls access to your ZenVault account and the data in it. Our patent-pending military-grade Zencryption™ technology scrambles your information before storing it on the server, and your encryption key unscrambles it so you can read it every time you log in. You will be asked to provide your encryption key in addition to your user name and password every time you sign in. This is a powerful security feature. You create your own encryption key when you create your account for the first time. Make a record of your encryption key and keep it safe. The encryption key ensures that only you or whomever you designate will have access to your Personal Health Records. Please treat your encryption key as you would treat your bank account number or a key to your safe deposit box: keep it safe and don’t give it to anyone unless you trust them completely! CAUTION: YOUR ENCRYPTION KEY CANNOT BE RETRIEVED IF YOU FORGET IT.

Why does ZenVault insist I use four different identifiers and codes just to use my account?
It may seem excessive to have you use multiple different passwords, codes, logins, and such just to use your account. We apologize if this is inconvenient, but it is really all about your security and privacy. We follow some of the best encryption and privacy practices in the industry to keep your personal information personal. To help clarify, here is a brief explanation of what each of these does. It is helpful to compare your ZenVault account to a house, with a locked front door and a safe or vault hidden somewhere inside for storing valuables.

  • Login Name: The login name simply identifies you and tells the system which account is being accessed. It is kind of like the address of a house.
  • Your Password lets you in to your account when used in conjunction with your Login Name. It is like a key to the front door of the house.
  • Your Member Code allows files to be sent into your account. It can be compared to a mail slot in your front door. It allows one-way delivery, but prevents anyone from actually getting inside .

Your encryption key unlocks the private information you store in your account. It can be compared to the combination of a safe where you keep your valuables. But encryption key instead of locking up money and jewels it locks up your personal medical information. In order to get at this information you would need your password and the encryption key, just as you would need a door key and the combination to the safe.

How do I create my encryption key?
You will be asked to create an encryption key when you initially create your ZenVault account. This will be your permanent encryption key. Your encryption key should be different from your password. It should be between 4 and 15 characters long. You will be asked to provide your encryption key every time you sign in. Make a record of your encryption key and keep it safe. The encryption key ensures that only you or whomever you give it to will have access to your Personal Health Records. Please treat your encryption key as you would treat your bank account number or a key to your safe deposit box: keep it safe and don’t give it to anyone unless you trust them completely! CAUTION: YOUR ENCRYPTION KEY CANNOT BE RETRIEVED IF YOU FORGET IT.

Why can’t I retrieve my encryption key if I forget it?
For your privacy and the protection of your Personal Health Record our system was intentionally designed so that no one can retrieve your encryption key. Not even our system administrators can retrieve it if you forget it. This provides an extremely high level of protection in the unlikely event that someone either outside or inside our system tries to impersonate you. If our system is “hacked” the hackers will not be able to retrieve your encryption key and therefore will not be able to read your encrypted information. Although this places extra responsibility on your shoulders it also provides a far higher level of security and makes ZenVault a far more valuable service. The encryption key ensures that only you or whomever you designate will have access to your Personal Health Records. Please treat your encryption key as you would treat your bank account number or a key to your safe deposit box: keep it safe and don’t give it to anyone unless you trust them completely! We also recommend that you maintain a copy of all of the records you upload just in case you ever need to re-establish your Personal Health Record.

USING ZenVault

What browsers can I use?
ZenVault supports all major browsers including Firefox, Google Chrome, Safari, and Internet Explorer. The ZenVault website is formatted for viewing on most mobile phones. You can also use the ZenVault iPhone app on your iPhone or iPad.

What is the Personal Health Form?
The Personal Health Form is your central historical document within the ZenVault system. It enables you to summarize your health history, adding as many current and former doctors, medications, medical conditions, allergies, and other important facts as you need to. You can update your Personal Health Form at any time.

How many doctors, medications, illnesses, injuries, and so forth can I enter into the system?
As many as you want.

What is the ICE page for?
ICE stands for “In Case of Emergency”. This is a special page accessible without providing your encryption key. The ICE page displays vital information from your PHR including identification, blood type, allergies, drug interactions, medications, your doctors’ contact information, and more. We make the ICE page readily accessible in order to make it easier for you to provide doctors and emergency personnel your life-saving information in an emergency. Note that you will need to log in with your username and password to access the ICE page, but you do not have to provide your encryption key.

How is ZenVault useful during an emergency?
ZenVault provides an “ICE” page (In Case of Emergency) that is accessible without the encryption key. The ICE page summarizes your most important life-saving information like pre-existing medical conditions, medications, allergies, blood type, and doctors’ contact information. You have to log in to your account to see the ICE page.

Can I use ZenVault over my mobile phone or other mobile device?
Yes. The ZenVault website is adapted for mobile phones, and we offer a free iPad or iPhone app that works with Free and Premium memberships. With a Free membership you can read and send your Personal Health Form from your iPhone, iPad, or other mobile device. With a Premium membership, you can read and send your Personal Health Form, plus look at stored medical records, send stored medical records, look at and make calls from your Medical Contact List, and perform other useful functions.

What if someone doesn’t have a computer. Can they still use ZenVault?
Yes but the user would need a smart phone or other mobile device like a tablet computer. The ZenVault website is adapted for mobile phones, and we offer a free iPad or iPhone app with Free and Premium memberships.

My children stay with relatives a lot. Can I grant the relatives access?
To grant anyone access to a ZenVault account, you need to give them the User Name, Password, and encryption key. This will give them full access.

My doctor does not know about ZenVault. Can I still use it?
Yes. ZenVault is independent of all medical practices, insurance companies, drug companies, and any other entity. You can store all your medical records independently of your doctor. You can still email your doctor your Personal Health Form and stored medical record files any time you have an appointment, and they don’t need to be a member! And your doctor’s office can upload records to your ZenVault account even if they are not a member. When you ask them to upload your records, give them your Member Code. All they need to do is email your records as an attachment in .PDF format to your Member Code at ZenVault.com. For example, if your Member Code is CT3AB1234, have the doctor email your records to CT3AB1234@zenvault.com. It’s that easy.

I can’t answer a lot of the questions on the Personal Health Form. I will have to leave lots of them blank. Is this a problem?
That is no problem at all. However, the more complete your record the more useful it is for Emergency Medical Services (EMS) and other doctors. A more complete record gives them a better picture of your health and any medical conditions you have. This makes it less likely that they will inadvertently administer drugs to which you have a negative reaction, perform tests you have already had, or attempt treatments that may have failed you in the past.

Every time I go to the doctor he prescribes something new. How do I keep track?
As soon as you have the opportunity, log on to your ZenVault account and go to the Medications section. Enter the information about your latest prescription. You can also go to the Doctor Visits section and describe the appointment and any drugs your doctor prescribed. Do it right away, while the details are fresh in your memory. Keep any old, discontinued prescriptions in your profile but mark them as discontinued, indicate when they were discontinued, and in the notes section be sure to say why they were discontinued. That way any doctors you see in the future will know what happened with that particular drug. Some doctors may be willing to update your ZenVault record for you.

What about “Alternative” medical care? Does ZenVault accommodate records from alternative practitioners like acupuncturists, chiropractors, and hypnotists?
Yes. The ZenVault Personal Health Form is constructed in a way that accommodates the records and notations commonly found with alternative medical care. In fact, several of our staff members and founders use alternative care themselves, so we were careful to accommodate it when we built the system. Your alternative practitioners can be listed just as any other doctor would be. The Records section enables you to upload any file you like, whether it is an X-ray, herbal prescription from your acupuncturist, exercise instructions from a physical therapist, lab report, reflexology chart, or anything else.

How do I record vitamins, supplements, and herbal medications?
You record them similarly to prescription and over-the-counter drugs in the Medications section. The Medications section is carefully designed to accommodate drugs, supplements, herbs, vitamins, and other medications, whether prescription or over-the-counter.

Should I record my use of medical marijuana, whether legal or not?
It is up to you what you record in your own profile. Keep in mind that any substance in your system may have an interaction with medications doctors give you. Doctors can avoid dangerous drug interactions if they have complete information about what might be in your system.

Should I record my use of illegal or recreational drugs?
It is up to you what you record in your own profile. Keep in mind that any substance in your system may have an interaction with medications doctors give you. Doctors can avoid dangerous drug interactions if they have complete information about what might be in your system.

Is there a medicine alarm or reminder to tell me when to take my medications?
No. ZenVault does not offer services of this type at this time.

Do I need to list over-the-counter medications like aspirin and allergy meds?
Yes. Over-the-counter medications can have powerful effects, particularly when combined with stronger prescriptions and drugs administered in the emergency room. Nothing requires you to list them but it is absolutely in your best interest to do so.

Do I need to list over-the-counter supplements like vitamins, minerals, and herbs?
Yes. Some supplements and herbs can have powerful effects when combined with prescriptions and drugs administered in the emergency room. Nothing requires you to list them but it is absolutely in your best interest to do so.

Can ZenVault explain what particular drugs are for and what their side effects are?
No. ZenVault is merely a service for storing records and does not provide or distribute medical advice.

Can ZenVault recommend the best drug, doctor, or therapy for my condition or illness?
No. ZenVault is merely a service for storing records and does not provide or distribute medical advice.

Do I have to list my depression or other psychological illness? I want that kept completely private.
ZenVault is your own medical record. You can include anything you like, or leave out anything you like. However, psychological illnesses, mental illnesses, and the medications prescribed for them can have serious interactions with other drugs, injuries, illnesses, conditions, and treatments. For example, medication for depression may interact badly with drugs prescribed for pain. The more your doctor knows about your medications, and medical conditions, the more likely he or she can avoid dangerous drug interactions. It is in your own best interest to provide a complete history.

Who will the emergency room call in case of an emergency?
ZenVault has no control over whom the emergency room staff may try to call, but it is likely they will look for your closest relative first, or whomever you list first in either the Personal Contacts or Healthcare Providers sections. ZenVault lets you list any number of Personal Contacts and Healthcare Providers on your Personal Health Form.

MANAGING YOUR FILES

How many records or files can I store?
You can store or “upload” as many individual files as you want in your ZenVault account.

What kind of extra records can I store in addition to the Personal Health Form?
You can upload virtually anything. We recommend uploading electronic scans of old paper records, from as far back as you can get them. You can upload electronic files of X-rays, MRI scans, and other medical imaging. Anything that can be scanned or converted to electronic format can be uploaded. Patients of acupuncturists, reflexologists, and other alternative practitioners can upload notes, instructions, and other documents that pertain to their treatment.

What do “upload” and “download” mean?
“Upload” means to send an electronic or digital file to ZenVault for storage. Uploads can be done by:

  • Using the “Upload Record” function to send a file from your computer to your account
  • Emailing a file from your computer into your account
  • Having your doctor email a file into your account

“Download” is the opposite: to send a file from your ZenVault account to somewhere else, and either read it or store it on your computer or cell phone. You can download a file from your account by using the “Send Message” function within the Records section to send a file from your account to your own email address, or to a doctor’s email address.

What do you mean by “File format”?
Computers use digital files. “File format” or “file type” just refers to the type of digital coding that makes up the file. The most convenient file format for use with ZenVault is .PDF (Adobe Acrobat).

What file formats does ZenVault allow me to upload?
Currently, you can upload .PDF (Adobe Acrobat) files, .JPG/.JPEG and other common image files, and .TXT (plain text) files.

What is a .PDF file?
PDF stands for “Portable Document Format”. It is an extremely convenient and versatile file format that makes digital files appear exactly like the original file. So if you have a computer file that contains carefully arranged text and images, a PDF version will contain the same text and images and it will look just like the original. A PDF file can be read universally on just about any computer: PC, Macintosh, and more. Most computers are already set up to create simple PDF files. So it should be fairly easy for you or your doctor to convert your records into PDF. PDF was created by Adobe Systems and has been in use for over 15 years.

What is a .JPG file?
.JPG is a type of electronic file used for images or pictures. It is universally readable on any computer or cell phone you are likely to use. It is extremely useful for storing large images like X-rays and MRI scans.

How are files stored in my account?
ZenVault uses patent-pending military-grade Zencryption™ to scramble and store your uploaded records and all the information in your Personal Health Form. When you enter information in your Personal Health Form, it goes into the database and is encrypted for security and privacy. You need your encryption key in order to unscramble and read this data. Uploaded medical record files are stored individually in an encrypted and compressed state so they can be downloaded only if you provide your encryption key.

Can I link or associate a specific record (such as an X-ray) with a particular doctor, illness, surgery, or other item in my medical history?
Yes. After uploading a file like an X-ray, MRI scan, lab report, or other record, you can associate it with practically anything else in your ZenVault PHR. For example, associate a neck X-ray with a hospitalization, a surgery, the doctor who did the surgery, the painkiller medication you were prescribed, and the chiropractor who is giving you ongoing care. That way your vital X-ray record is readily accessible from any of these items.

My doctor does not use electronic medical records. Can I still use ZenVault?
Yes. You need to have your paper medical records digitally scanned so they are in electronic format. They can then be uploaded to ZenVault. You can do this yourself or take them to a copy shop or other service that offers scanning. Your doctor may even do this for you (some doctors will charge you for this). Your files should be in .PDF format for upload. Your doctor or the copy shop can email any number of scanned files to you at your Member Code at ZenVault.com. For example, if your Member Code is CT3AB1234, have the doctor email your records to CT3AB1234@zenvault.com. It’s that easy.

How do I get my records from my doctors?
Medical practitioners are required to provide your medical records if you request them. They may charge for this service. Under HIPAA rules doctors need you to sign a release form authorizing them to release records into your possession. ZenVault provides a generic HIPAA release form you can use for this purpose (available in the Settings section). Contact your doctor’s office and explain that you want a complete copy of your records. If you are no longer actively seeing this doctor, they may send you the entire original record. Some doctors may send your records on paper, and some may offer to send them to you electronically. If they offer to send them electronically, ask for them to be in .PDF format if possible. Some doctors use their own Electronic Medical Records system (EMR), in which case they can usually save your record as a .PDF file, which can be uploaded to ZenVault Medical. When you ask them to upload your records, give them your Member Code. All they need to do is email your records as an attachment in .PDF format to your Member Code at ZenVault.com. For example, if your Member Code is CT3AB1234, have the doctor email your records to CT3AB1234@zenvault.com. It’s that easy.

I have a bunch of paper records, X-rays, and MRI scans. How do I get those uploaded?
You will need an electronic file of any documents or images you upload. You can request electronic files from the doctor who holds the original files, X-rays, or other images. They may charge a fee for this service. Or if you have only the original X-ray or paper printouts of your documents, you can have them scanned. You can do this yourself or take them to a copy shop or other service that offers scanning. You can upload files in .PDF, .JPEG, and .TXT formats. To upload files, your doctor just needs to email them to your ZenVault account. They can email any number of files to you at your Member Code at zenvault.com. For example, if your Member Code is CT3AB1234, have the doctor email your records to CT3AB1234@zenvault.com. It’s that easy.

Where do I go to get my paper records scanned so I can upload them to ZenVault?
You can request scans of your paper records from your doctor, or if you have the paper records in your possession you can take them to a copy shop or other scanning service and have them scanned for you. You should ask them to put your files into .PDF format.

What happens if I accidentally delete a file or the data in my Personal Health Form?
There are a few ways to recover deleted data. First, ZenVault keeps a record of all activities. This makes it possible to restore previously deleted records, or previous versions of your Personal Health Form. If you want to try to restore records in this way, contact ZenVault customer service. Second, you can always upload a document a second time, replacing one that was deleted. Third, if your deletions to the Personal Health Form were not extensive, you can go back and simply fill in that information again.

Instructions
Usage Instructions

Simply follow these instructions to activate your Secure Personal Heath Records.

Step 1 – Activate Secure Health Record Program 

Your Secure Health Record access is activated as a permanent add-on service to your Sociallity Access Level selection.

Once you have activated the service, you will receive an email with instructions on how to access your ZenVault account.

Step 2 – Start Maintaining Your Health Records