MedsDental Privacy Policy

MedsDental ("MedsDental," "we," "us," or "our") provides dental billing, coding, insurance verification, credentialing, and revenue cycle management (RCM) services to dental practices, specialists, and dental service organizations (DSOs). This Privacy Policy explains how we collect, use, share, and protect information when you visit https://medsdental.com (the "Website"), contact us, or request information about our services.

This policy covers information collected through the Website and our general business communications. Protected Health Information (PHI) that we process for our dental practice clients is governed separately by HIPAA, the HITECH Act, and the Business Associate Agreements (BAAs) we sign with each client.

By using the Website, you agree to the practices described in this policy. If you do not agree, please do not use the Website.

When dental practices engage MedsDental for insurance eligibility and benefits verification, pre-authorizations and predeterminations, CDT coding, medical-dental cross-coding, claim submission, denial management, A/R follow-up, payment posting, or patient statements, we act as a Business Associate under HIPAA. In that role:

• We access and process PHI only as permitted by our BAA with the dental practice and by HIPAA.
• We use PHI solely to perform billing and revenue cycle services for that practice, such as submitting claims with required X-rays and narratives to dental and medical payers.
• We apply the "minimum necessary" standard, limiting PHI access to staff who need it for their work.
• We maintain the administrative, physical, and technical safeguards required by the HIPAA Security Rule.
• We disclose PHI only to the practice, insurance carriers, clearinghouses, and subcontractors bound by their own BAAs, or as required by law.
• We notify the practice of any breach of unsecured PHI as required by the HIPAA Breach Notification Rule and the BAA.
• We never sell PHI or use it for marketing.

Patients with questions about their health or billing information, or who want to exercise their HIPAA rights, should contact their dental office directly. The practice's Notice of Privacy Practices governs how that information is used.

We use information collected through the Website to:

• Respond to inquiries, consultation requests, and free dental billing audit requests
• Prepare proposals and pricing based on your practice's specialty, size, and claim volume
• Onboard new clients and manage our business relationship, including contracts and BAAs
• Send service updates, industry news (such as CDT code changes and carrier policy updates), and marketing communications, which you may opt out of at any time
• Analyze Website traffic and usage to improve our content, services, and user experience
• Detect, prevent, and investigate fraud, security incidents, or misuse of the Website
• Comply with legal, regulatory, and contractual obligations

To stop marketing emails, use the unsubscribe link in any email or write to info@medsdental.com.

We do not sell, rent, or trade your personal information. We share it only in these limited cases:

• Partners and affiliates: We may share contact and business information with our affiliated companies and trusted partners to provide services or relevant marketing. They must protect it under terms consistent with this policy.
• Service providers: Vendors that help us run the Website and our business, such as hosting, email, CRM, and analytics providers, receive only the data they need.
• Insurance carriers and clearinghouses: For clients only, and only as needed to process claims under our BAA.
• Legal requirements: When required by law, subpoena, court order, or a government request, or to protect the rights and safety of MedsDental, our clients, or others.
• Business transfers: In a merger, acquisition, or sale of assets, information may transfer to the successor, which remains bound by this policy and any applicable BAAs.

All information is stored on secure servers located in the United States. We protect it with safeguards suited to healthcare and financial data, including:

• SSL/TLS encryption for all data transmitted through the Website
• Encryption of sensitive data at rest
• Password protection and multi-factor authentication for systems holding client data
• Role-based access controls, so only authorized staff see what their job requires
• HIPAA privacy and security training for all employees, with signed confidentiality agreements
• Activity logging, regular risk assessments, and an incident response plan
• BAAs with every subcontractor that may access PHI

No method of transmission or storage is 100% secure, and we cannot guarantee absolute security. If a breach affects your information, we will notify you and any affected practices as required by law and our contracts.

We keep Website and contact information only as long as needed for the purposes in this policy, or as required by law. Client records and PHI are retained and returned or destroyed according to each practice's BAA, HIPAA documentation requirements, and applicable state dental board and carrier record-retention rules.

Depending on where you live, you may have the right to:

• Request access to the personal information we hold about you
• Ask us to correct inaccurate information
• Ask us to delete your information, subject to legal and contractual retention requirements
• Opt out of marketing communications and of sharing with partners and affiliates for marketing

To make a request, email info@medsdental.com. We will verify your identity and respond within the time required by law, and we will not discriminate against you for exercising these rights. Patients seeking access to dental or billing records should contact their dental office.

The Website is intended for dental professionals and businesses. It is not directed to children under 13, and we do not knowingly collect personal information from them through the Website.

The Website may link to third-party sites, such as insurance carrier portals, clearinghouses, or dental industry resources. We are not responsible for their privacy practices and encourage you to review their policies.

We may update this Privacy Policy at any time to reflect changes in our services, technology, or legal requirements. Updates will be posted on this page with a revised "Last Updated" date. Continued use of the Website after changes are posted means you accept the updated policy.