How we handle your patients' information.
Proficient Financial Services handles personal information as an operator — on behalf of, and under the instruction of, each medical practice it works with, under South Africa's Protection of Personal Information Act (POPIA). This page explains that in plain language.
Proficient Financial Services
Proficient Financial Services is the trading name of Troika Trading 7 (Pty) Ltd, a medical bureau based in Cape Town. Company registration number: 1999/008165/07 · VAT number: 4390196733. For any legal notice, contact PFS at info@proficientfinancialservices.co.za.
In POPIA terms, PFS acts as an operator: it processes personal information on behalf of, and under the instruction of, each medical practice it works with (the responsible party).
The information, and why
To run a practice's billing and accounts, PFS processes information such as patient names, account and medical-aid details, and the financial records tied to a visit.
It processes this only to do the work the practice has asked for — billing and switching, medical-aid claims, account management, reconciliation, credit control and reporting. Nothing more.
Stored and processed in South Africa
Personal information is stored and processed in South Africa, inside the practice-management systems the practice already uses, and handled under an operator agreement between PFS and the practice.
An agreement before any records are handled
Before PFS handles any patient records for a practice, an operator agreement is put in place. It sets out what PFS may do with the information, that PFS acts only on the practice's instruction, and the security expected of both sides.
Retention
Records are kept only for as long as needed to perform the agreed work and to meet the practice's applicable legal, medical-aid and contractual obligations. PFS keeps records for five years, unless the law or the practice's agreement with PFS requires a different period.
Asking about your information
If you have a question about how your information is handled, please contact the practice you deal with, or reach PFS at info@proficientfinancialservices.co.za. Please do not send patient records through this public website.
PFS's Information Officer is Denine Deacon, CEO.
The responsible party for a patient's records remains the relevant medical practice. PFS will direct formal information-rights requests to the appropriate practice and assist under the operator arrangement.
No patient information online
This website never asks for patient information. The contact form is for practice-level enquiries only — please don't send patient names, ID numbers, account numbers or medical details through it.