How Intelligent Clinic OS protects clinic, patient, and messaging data.

Intelligent Clinic OS is a clinic operating system for rehabilitation and therapy practices. The platform supports patient charts, appointment scheduling, service dates, clinical notes, AI-assisted documentation, home exercise workflows, intake forms, patient portal access, insurance and cash-pay billing, claims workflows, eligibility checks, fax workflows, reminders, invoices, payments, receptionist workflows, call logs, SMS conversations, and operational reporting.

Intelligent Clinic OS is designed for healthcare operations. Clinic customers are responsible for determining how they use the platform with their patients and for obtaining any required patient authorizations, consents, notices, and business associate agreements.

We collect information that clinics and users provide directly, including names, contact information, login details, practice information, team member roles, patient demographics, appointment details, clinical documentation, intake responses, insurance information, billing data, payment status, faxes, files, messages, support requests, audit events, and configuration settings.

We also collect technical information needed to operate and secure the service, such as device, browser, IP address, authentication, session, error, usage, and security event data. If a clinic uses messaging or voice features, we may process phone numbers, message content, delivery events, opt-in and opt-out records, call metadata, voicemail information, and conversation history.

When Intelligent Clinic OS processes protected health information for a covered entity or business associate, Intelligent Clinic OS handles that information as a service provider and business associate as applicable under HIPAA. We use PHI to provide, secure, support, and improve contracted services for the clinic, and we restrict access to authorized users and service operations.

Intelligent Clinic OS does not use PHI for advertising. Intelligent Clinic OS does not sell patient records. Clinics control their patient records and are responsible for their own Notice of Privacy Practices and patient-facing clinical privacy obligations.

We use information to provide and improve the EMR and clinic operating system, including to:

• Maintain patient charts, service dates, clinical notes, documents, referrals, cases, diagnoses, and therapist assignments.
• Operate scheduling, appointment reminders, patient communication, intake, portal, fax, billing, claims, eligibility, invoices, and payment workflows.
• Generate AI-assisted drafts, summaries, and operational assistance when requested by authorized clinic users.
• Authenticate users, enforce roles and permissions, detect abuse, protect accounts, audit activity, and troubleshoot issues.
• Send service, administrative, security, billing, support, and patient-care communications.

Intelligent Clinic OS may support SMS and related messaging for appointment reminders, scheduling updates, intake links, portal access, billing notifications, receptionist follow-up, patient support, and other clinic-approved healthcare operations. Message frequency varies by clinic activity. Message and data rates may apply.

SMS consent is not a condition of purchasing Intelligent Clinic OS services. Patients and prospects may opt out of SMS messages by replying STOP and may request help by replying HELP when supported by the clinic messaging workflow. Clinics should also honor opt-out requests received through other reasonable channels.

Intelligent Clinic OS does not sell mobile numbers or SMS opt-in data. Intelligent Clinic OS does not share SMS consent, opt-in records, or mobile numbers with third parties or affiliates for their marketing or promotional purposes. We may share messaging data only with service providers and carriers needed to send, receive, secure, log, and support messages, or as required by law.

We may share information with:

• The clinic customer and its authorized workforce members.
• Service providers that host, secure, process, transmit, store, support, or analyze the service on our behalf.
• Payment, communications, fax, email, messaging, eligibility, claims, and infrastructure providers when needed to perform requested workflows.
• Regulators, law enforcement, courts, or other parties when required by law or necessary to protect rights, safety, security, and service integrity.
• A successor organization in connection with a merger, acquisition, financing, or sale, subject to appropriate confidentiality protections.

Intelligent Clinic OS uses administrative, technical, and physical safeguards designed to protect information, including access controls, role-based permissions, encryption where appropriate, audit logging, environment separation, secure authentication, monitoring, and vendor controls. No internet service can guarantee absolute security, but we work to protect clinic and patient data against unauthorized access, loss, misuse, and alteration.

We retain information for as long as needed to provide the service, satisfy legal and contractual obligations, support audit and billing records, resolve disputes, enforce agreements, and maintain backup and security systems. Clinics may request deletion or export of data subject to applicable law, contract terms, and clinical record retention obligations.

Clinic users can update account and practice information in the application where available. Patients should contact their clinic to access, correct, restrict, or request copies of clinical records. For messaging preferences, reply STOP to supported SMS messages or contact the clinic directly.

Intelligent Clinic OS is intended for clinics and their authorized users. It is not a consumer service directed to children. Clinics may maintain pediatric patient records when permitted by law and with appropriate guardian involvement.

Intelligent Clinic OS does not permit use of the platform for unlawful spam, deceptive messaging, harassment, high-risk financial solicitations, unrelated third-party marketing, or other communications that violate carrier, healthcare, privacy, or anti-abuse requirements.

Questions about this Privacy Policy or Intelligent Clinic OS privacy practices may be sent to the Intelligent Clinic OS team through the contact or support channels provided to your clinic. Patients should contact their healthcare provider directly for questions about medical records, treatment, billing, or clinical privacy rights.