Security & Access Controls for Cerbo AI Integration

Three kinds of access to manage

Adding Katie creates three distinct access questions. Who can read call summaries? Who can change the rules Katie follows? And who can file summaries into charts? Each deserves a deliberate answer, written down, rather than whatever was convenient during setup.

Small practices often skip this because everyone does a bit of everything. That is exactly when it matters most, because one shared login or one forgotten account can expose every chart.

Filing under real Cerbo users

MedReception Autopilot is a Chrome extension that files call summaries, and intake documents or pictures, to the patient's chart in Cerbo from a staff member's own signed-in browser. It works inside that person's Cerbo session, so the access that matters is the access your practice already grants there.

The practical consequence: manage user accounts carefully. Give each staff member their own login, avoid shared accounts, and remove access promptly when someone leaves. Those habits protect the chart regardless of Autopilot, and they also bound what Autopilot can do.

Workstations and browsers

Because filing happens in the browser, the workstation matters as much as the password. A short checklist:

• Separate Chrome profiles for each staff member on shared computers
• Screens that lock automatically when staff step away
• Signing out of the EHR at the end of a shift on shared machines
• Removing the extension and the profile when a staff member leaves
• Keeping Chrome and the operating system updated

Who may change Katie's rules

The rules decide what Katie says to every caller, so changing them is a privileged action. Limit it to the rule owner and their deputy, and require physician sign-off for clinical and escalation rules.

Keep a change log so every rule in force can be traced to a decision and a person. If a caller was told something wrong, the log shows when and why the rule changed.

Treat requests to MedReception AI the same way. Decide who at the practice may ask for changes, and make it the rule owner or deputy, so instructions do not arrive from several directions at once.

Who reads summaries

Summaries contain patient information. Decide which roles need them: front desk and schedulers for requests, clinical staff for clinical calls, billing for payment questions, the practice manager for oversight. Staff outside those roles have no reason to read them.

Review that list when roles change, not only when someone leaves. A front desk hire who moves into billing should see what billing sees and nothing more. Access granted for a temporary project should end when the project does.