FAQs

General

How do I get started?

Go to the sign up page and open a free OrchidLive.com account.

Is OrchidLive.com secure?

Yes, we strive to make it as secure as possible. Please see the security section for more information.

Is my data backed up?

Yes. All data is backed up every night, encrypted, and then copied to a second secure server kept at a secret location. No action is needed on your part.

Is it safe to save medical data online?

Absolutely yes. We bet our security is probably better than that of many Occupational Health offices. See the security section for more information.

What are the legal implications of storing medical data online?

We conform to all UK, Irish, and EU data storage laws. We’re registered as a data controller with the UK government (Information Commissioner's Office Register of Data Controllers number Z294666X). We will not move your data outside of the EU without your permission. Currently all data is stored within the UK and Ireland. If this isn’t good enough, you can buy your own copy of our software to run on your own server inside your own building. Contact us for details.

What happens if I lose my password?

You may reset your lost password, or contact us for help.

Can I transfer my existing data to OrchidLive.com?

Yes. Try out OrchidLive.com first, and if it is to your liking, contact us and we will arrange it with you.

If I close my account, can I export my data out?

Yes. Contact us for details.

What happens to my data in case orchidlive.com goes offline due to natural disaster, world war, godzilla attack, etc.?

Every night (UK time), everyone’s data is backed up to a second secure location. So if the OrchidLive.com address becomes temporarily inaccessible for some reason, we will set up the system at another location, and e-mail you with the new address.

How many people can access my account?

Only you and anyone to whom you grant access. You may give as many people as you wish their own username and password to access your account. When logged in, click on 'Account' then 'Manage users'.

How does OrchidLive.com differ from the traditional Orchid Desktop PC software?

Every feature has been duplicated, except for the following: Connectivity to spirometers and audiometers devices is not (yet) possible through the web, however you may still easily type in data taken from devices.

Why can OrchidLive.com be so much cheaper than traditional OH software?

Since everything is online, no expensive site visits are needed, and we maintain it all on our own central systems and don’t need to work with company IT departments, etc. All this saves time and money, savings which we can then pass on to our customers.

How do I learn how to use OrchidLive.com? What training is available?

You are invited to contact us to arrange an on-site training day for you and your staff. We can also perform training over video conferencing, such as via Skype.

Who owns OrchidLive.com, and where is it located?

OrchidLive.com is run by a UK limited company, CHI (UK) Ltd (company number 5377131; VAT number: GB 746 4991 86). We are one of the oldest OH software providers in the world, with our first product being created in 1989.

We are headquartered at Cobalt Business Park, just outside of Newcastle-upon-Tyne (see on map). The company director is Neil Connor, and the head of web software is Alfred Schneider.

Our servers are securely hosted in the EC2 Amazon Cloud Computing data centres in Dublin, Ireland. We comply with all UK, Irish, and EU data storage laws.

Getting Started

How do I open an account?

See the Sign Up page.

Can I import my data from my old software or spreadsheets?

Yes, we can do this for you. If there is a large amount of data, or if it requires tiding up and formatting, we may have to charge for this. Contact us and tell us how much data you have. We can then give you a no-obligation estimate.

Free Usage

How much usage is free?

OrchidLive.com may be used completely free of charge to save 9 employees in your account. Whenever you go over 9 employees, at that point billing begins.

Our prices start at £0.10 (ten pence), per saved employee, per month, not including VAT, with a minimum monthly charge of £50.

This means your first month’s bill will be £50.00 if you have up to 500 employees saved. Prices do not include VAT and are subject to change with 30 days notice.

For more information on costs, please visit our pricing page.

Is the free usage restricted in any way?

No.

Technical Requirements

What web browser do I need?

  • Google Chrome version 36 or above
  • Firefox version 31 or above
  • Safari version 5 or above
  • Opera version 23 or above
  • Internet Explorer version 9 or above

We don’t support browsers older than these.

Does OrchidLive.com use cookies?

Yes, but only for logging in. No cookies are used to track you.

Cookies must be enabled by your internet browser to log in. Without cookies, OrchidLive.com cannot work. They are cleared when you log out, and automatically deleted when you close your browser.

Screenings

What screenings are there in OrchidLive.com?

We currently have:

  • Audiometry
  • Clinical
  • Driver
  • Food Handler
  • General Health
  • HAVS
  • Immunisations
  • Laboratory
  • Night Shift Worker
  • Respiratory
  • Skin
  • Surveillance
  • Vision

Are your screenings HSE compliant?

Yes.

Can you add this screening...?

Yes. Contact us with a description of your requirements.

Reports

Yes. Contact us with a description of your requirements.

My Account

How many users can I create in my account?

As many as you want.

How do I close my account?

Contact us to request it.

Can I have more than one account?

Sorry, no. One company is limited to having one account. However you may have as many users in your account as you wish, and employees can be separated into an unlimited number of “contracts” to keep them separate.

Payments

When are invoices generated?

On the first day of each month.

When must an invoice be paid?

Within 30 days.

How may I pay?

All payments are taken by BACS.

What happens if a payment is overdue?

The account is suspended, and nothing can be viewed or edited until all invoices are settled.

Security / Logging In

I’ve lost my password!

Go to the login page and click the lost password link.

I’ve forgotten my account number!

Go to the login page and click the lost password link. The e-mail sent to you will include your account number.

How do I change my password?

Go to your Preferences page and click the change password button.

Is my data encrypted?

Yes. All data you record into your OrchidLive.com account is password protected and stored in an encrypted database. Further, any digital files you store in OrchidLive.com are encrypted multiple times over to ensure greater security.

This means that in the unlikely event of a data theft or break-in, the data itself will appear as encrypted gibberish to any thief.

However, this is only useful if you, the user of your account, make sure to keep your passwords secret and practice good security habits. See the question below to learn how to do this.

What is the best way to keep my account secure?

We do everything we can to keep OrchidLive.com secure at our end, however we can’t look after the security at your end. This is your responsibility.

We recommend:

  • Keep all the devices you use to access OrchidLive.com (computers, tablets, and phones) up-to-date with software updates.
  • Only access OrchidLive.com over an internet connection you trust, i.e. not via free Wifi in a restaurant, et al.
  • When on a computer, run virus and trojan scanners.
  • When on a computer, run a firewall.
  • Never share or write-down your OrchidLive.com password, telephone password, or security question and answer.
  • If a member of your OH staff leaves the company, suspend their OrchidLive.com user from your account.
  • Never use the same password for OrchidLive.com and your e-mail account.
  • Do not install software from unknown or untrusted sources (e.g. software promising “free smilies”, and so on).

If you have any concerns about your security, please speak to your IT department or provider.

How can I make my account more secure?

By setting up an “IP Access Range”. What is this?

It’s where we block access to your account from all locations except for certain ones. This is done by only allowing access to certain internet IP addresses. For example, you could block access to your account except when accessed from the network at your office block, and/or the network at your house.

Contact us to arrange this.

Printing

How can I print from OrchidLive.com on my PC or Mac?

Use the print feature of your own web browser. Go to your browser’s File menu, and select Print. Alternatively press Ctrl and P on your keyboard (or Command and P on a Mac).

How can I print from OrchidLive.com from my smartphone or tablet?

It varies. Usually it involves setting up a shared printer on a nearby computer. You can then print through that computer. Some modern printers can be connected to directly via WiFi. Please contact the manufacturer for help.

I cannot print!

Printing is entirely handled by your web browser, computer, and printer. It’s not handled by OrchidLive. Please contact your own IT department or customer services department for help.