“Copilot” is a healthcare IT company that provides medical practitioners with a platform to manage their clinical data and to streamline their revenue cycle (“Copilot Services”). Central to our mission is the commitment to be transparent about the data we interact with, how it is used and with whom it is shared.

Copilot Medical (DBA Copilot Net LLC) referred to as “we” is committed to safeguarding the privacy and security of our users’ information. This Privacy Policy outlines how we support our customers collect, use, disclose, and protectpersonal and health information in compliance with applicable laws, including the Health Insurance Portability and Accountability Act (HIPAA) and the Health Information Technology for Economic and Clinical Health (HITECH) Act.

For the purpose of this “Privacy Policy”, ‘personal data’ shall mean any information by which an individual may be personally identified, including name, address, e-mail address, telephone number, online identifiers, location data or any other information that is defined as ‘personal data.’

Protected Health Information referred to as “PHI” is defined as an individually identifiable health information that is transmitted or maintained in any form or medium; is held by a covered entity or its business associate; identifies the individual or offers the reasonable basis for identification; is created or received by a covered entity or an employer; and relates to a past, present or future physical or mental condition, provision of health care, or payment for health care to an individual.

What does this Notice Explain?This notice details the ways in which we may use and disclose medical information about you, describes your rights and explains certain obligations we have regarding the use and disclosure of your medical information. All other uses and disclosures of your medical information may only occur with your permission, which you have a right to revoke at any time.

How We Use Your Information

We use your information for the following purposes:

1. Providing Services: We use your personal data and PHI to deliver medical scribe services, billing services, and to fulfill other service requests.
2. Legal Compliance: We may use or disclose your information to comply with legal obligations, such as responding to subpoenas, legal claims, or governmental requests.
3. Communications:We use your contact information to provide updates about your account, notify you of service changes, promotions, or necessary legal information.
4. Analytics: We analyze user behavior data to improve our website, services, and customer experience.

Handling of Protected Health Information (PHI)

We take the following measures to ensure compliance with HIPAA for PHI:

1. Use of PHI: Your PHI will only be used for the purposes of treatment, payment, and healthcare operations, unless otherwise required by law or consented to by you.
2. Business Associates and Agreements (BAAs):We have executed BAAs with all our healthcare providers and any third-party service providers who access PHI. These agreements ensure that they comply with HIPAA regulations and protect the privacy and security of PHI and are also bound by our Confidentiality Agreement.
3. Patient Rights:You continue to have the right to access, amend, and request restrictions on the use of your PHI, as well as request an accounting of disclosures. We do not restrict in any way your accessibility to any PHI or software you may use at our suggestion containing PHI.

Third-Party Disclosure

We do not sell, trade, or transfer your personal data or PHI to unauthorized third parties.

Breach Notification Procedures

In the event we identify a data breach that affects your PHI, we will help notify you and support you in compliance with the HITECH Act and HIPAA breach notification rules. Notifications will be provided to the best of our ability and may include information about the breach, affected data, and steps you can take to protect yourself.

Data Retention and Destruction

We may help advise you on the retentionof personal and health information for as long as it is necessary in compliance with legal requirements. When any such data may no longer be required, we mayadvise you on the secure destruction of such data in accordance with data retention and destruction standards.

Security Measures

We employ professional and trained staff to ensure, during our regular use of your tools and systems, the reasonable protection of your information from unauthorized access, alteration, disclosure, or destruction. These safeguards include, but are not limited to:

• Administrative Safeguards: Staff training and role-based access.

Despite these measures, we caution no method of transmission or storage is entirely secure.

We solely provide services and are only responsible for breaches caused intentionally and directly by our personnel. In the event of a breach compromising the privacy or security of your health information, we will act in good faith and take reasonable steps to mitigate risks, adhering to industry best practices and applicable laws.While we provide services to healthcare providers and assist them in managing information, we do so strictly in good faith. We do not assume responsibility for any decisions or actions taken by healthcare providers beyond the scope of our services. Our role is limited to providing technical and administrative support, and we will act in good faith to help our healthcare providers comply with privacy laws and maintain the security of your information.

Your Choices

• Access and Correction: You may access or correct your personal information or PHI by contacting us at the address below.
• Promotional Communications: You may opt out of receiving promotional emails by following the unsubscribe instructions included in those emails or by contacting us directly.

Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. Any changes will be posted on this page with an updated effective date. We encourage you to review this Policy regularly.

Contact Us

If you have any questions or concerns regarding this Privacy Policy, your privacy rights, or how we handle your PHI, please contact us at:

Copilot Medical (DBA Copilot Net LLC)
955 Garden Park Drive, #220, Allen, Texas, 75013
945-527-9575