Corporate wellness insights

The WCS Difference: Data Security

Posted by Matthew on 06.07.2017

Screening data. Participation lists. Incentive reports.

When it comes to employee wellness, Protected Health Information (PHI) and Personally Identifiable Information (PII) are part of almost everything we do.

It’s our job to keep them safe.

We started using tablets to streamline data collection back in 2010. Other vendors followed suit, but as you’ll see, not all tablet technology is created equal.

The Industry’s Most Secure Tablet Technology

A participant mismatch occurs when screening data is associated with the wrong person. It’s a serious risk, and we designed ScreenSmart to make it virtually impossible.

  • At the registration station, we search for each participant using name and date of birth. ScreenSmart will only return a result if there’s an exact match for a single individual. Otherwise, we enter the participant manually as an exception.

Why is this important? Some vendors’ tablets display multiple names during a search. This introduces the possibility that staff will choose the wrong name—resulting in a HIPAA violation.

  • During the check-in process, the participant chooses a security question and enters a unique answer. At the screening station, the participant must use the screener’s tablet to answer this security question before the screening can proceed. This step providing a second identity check.

Why is this important? When the screener selects from a list of checked-in participants, there’s a risk of error. ScreenSmart’s security question provides an additional layer of security.

  • After the screening, the participant verifies his or her results and indicates, with a checkbox, that they’re accurate. Before the screener can transmit the data to WCS, the security question must be answered one final time.

Why is this important? In addition to providing a final identity check, this step puts the participant in control of his or her data.

No Data Stored on the Tablet

ScreenSmart was designed never to store data on the device itself. Other vendors use systems that allow data to reside on the tablet, to be uploaded later, but this is risky. If a tablet is lost or stolen, sensitive data goes with it. With ScreenSmart, this is impossible.

Encrypted Data Transfer and Storage

When the screener submits data to the WCS database, it is transmitted over an SSL-encrypted connection: the same level of security used for banking and other sensitive online transactions. The data is housed by vendors that maintain. SOC certifications.

Before imaging and secure disposal, paper forms containing PHI are stored in an area of the WCS headquarters that is accessible only by members of the Health Informatics department.


We’ve only begun to scratch the surface of everything we do to keep our clients’ data secure.

To learn more about this important subject, as well as our high-touch approach to biometric screenings, contact us today!