Built on Compliance — Not Bolted On
Patient data is the most sensitive asset your practice manages. Every workflow we run, every system we touch, and every employee we hire is structured around HIPAA Privacy and Security Rule requirements from day one.
Eight Pillars of Patient Data Protection
Operational details, not marketing claims. This is what HIPAA compliance actually looks like inside our operations.
HIPAA Privacy & Security Rule
Full compliance with HIPAA Privacy and Security Rules. Designated Privacy and Security Officers, formal policies and procedures, and annual risk assessments — all documented and audit-ready.
BAA & NDA Agreements
Signed Business Associate Agreements with every client before any PHI is shared. Mutual NDAs available on request. All subcontractors operate under downstream BAAs with equivalent protections.
Role-Based Access Controls
Every team member has access only to the practice data their role requires. Coders see clinical data; reporting analysts see aggregate KPIs only. Role changes trigger immediate access reviews.
Audit Logging & Monitoring
Every PHI access is logged with user, timestamp, and action. Logs retained for 6+ years per HIPAA requirements. Monthly access reviews and anomaly detection on every system.
Encrypted Transmission & Storage
All data in transit encrypted via TLS 1.2+. All data at rest encrypted via AES-256. VPN required for remote access. No PHI on local devices — all work performed within secured environments.
Annual Workforce Training
Every employee completes annual HIPAA training, plus role-specific compliance modules. Training records audited and retained. New hires complete training before any PHI access is granted.
Device & Workstation Policies
Approved devices only. Auto-lock screens, full-disk encryption, MDM-managed laptops. No PHI permitted on personal phones or unmanaged devices. Lost device protocols and remote-wipe capability.
Incident Response Plan
Documented breach notification procedures meeting HIPAA Breach Notification Rule timelines. Tabletop exercises run quarterly. Clients notified of any incident affecting their data within 24 hours.
Our Standard Compliance Onboarding
Mutual NDA & Initial Discovery
Before any practice information changes hands, we sign a mutual non-disclosure agreement. Discovery conversations operate under NDA so you can speak openly about your current operations and challenges.
Business Associate Agreement (BAA)
Before any PHI access, a signed Business Associate Agreement is in place — drafted to HIPAA Privacy Rule §164.504(e) standards. We work with your legal counsel if you require modifications to our standard BAA.
Access Provisioning & Logging
Role-based access is provisioned to specific team members with documented business need. Every credential creation, modification, or removal is logged. Access is scoped to your account only — no cross-client visibility.
Workforce Training Verification
Every team member touching your data has completed annual HIPAA training plus role-specific compliance modules. Training completion records are auditable and available on request.
Subcontractor BAA Cascade
Where any aspect of work is performed by approved subcontractors, downstream BAAs are in place ensuring equivalent protections cascade through the entire chain. No PHI ever touches an unsigned third party.
Annual Compliance Review
Your account undergoes an annual compliance review covering access logs, training completion, policy adherence, and incident reports. Findings are documented and shared on request.
Talk to Our Compliance Team
Before You Sign Anything
We'll walk through our HIPAA workflows, BAA terms, access controls, and audit procedures — in detail. Bring your IT or legal team. We'll answer every question.