These are the customer's guidelines. Cool Telecom does not decide that your office is compliant. Your privacy officer does.
Caller ID. Treat the name and number on LineView the same way you treat the caller ID on the phone. It is the same information as the phone, shown again on the monitor. Point the screen so people who should not read the phone's display cannot read this one either. Use "Only my calls" or "No calls" on PCs where that display does not belong. Lock the PC when you step away, the same as you would not leave a phone display facing a waiting room.
Plug-ins. Turn on a plug-in only when the connected system is one your office is allowed to use for that purpose, and only after any required agreement with Cool Telecom is in place. The button can show a name from that system, not only the carrier caller ID. People whose LineView shows the call can see that button. There is no separate permission for clinicians versus other staff. If the whole office should not see those labels, do not enable the plug-in on a board set to entire-office caller ID.
Opening a record. A click opens the record in the ordinary browser. Whoever is signed into that system in the browser is who gets in. Sign out of the medical or practice system when you leave the desk. Do not leave a chart open on a shared PC.
One system. Keep a single store plug-in enabled. Enabling another erases the current one's connection and Cool Telecom's copy of that office's phone index. Disable a plug-in when you stop using that system. Disabling does not clear the browser's history.
Phone list. Phone list is a file on that computer, not part of the Cool Telecom plug-in. Do not put patient names, chart links, or other protected health information in it. Use it only for ordinary business numbers and public web pages, or leave it empty.
What stays on Cool Telecom systems. For an enabled plug-in, Cool Telecom holds the connection secrets and a phone index for your office: number, label, and record reference. That index is deleted when the plug-in is disabled or replaced. Do not enable the plug-in if you do not want that index kept for your office.
Staff. Tell staff that LineView caller ID is the phone's caller ID again, that a plug-in button is a shortcut into the office system, and that they must not type patient information into Phone list or into chat. Chat is a separate office message channel. Do not put diagnoses, chart numbers, or other medical detail in it.