SmartMed Solutions provides specialty-trained clinical documentation, medical coding, chart review, and related back-office support to U.S. healthcare practices. This policy explains two different things: information collected on this website, and protected health information (PHI) we may handle later as a business associate.

The website and the operations floor are separate. Filling a form or booking a call on this site does not give us access to charts, claims, or an EMR.

If you email us, book a practice review, or request the security overview, we receive the details you send — typically a name, work email, practice name, and whatever you write in the message. We use that to reply and to send the document you asked for. We do not sell it, and we do not use it for advertising.

The site stores a locale cookie so it can stay in English, Spanish, French, or German. Server logs may include an IP address, browser type, and the page requested. Those logs are used to keep the site running and to investigate abuse.

Do not send patient names, record numbers, wound measurements, claims files, or other PHI through this website or to the public inbox. If a message appears to contain PHI, we will not use it for operations and will ask you to stop and use the contracted channel after a BAA is in place.

When a practice engages us for documentation, coding, QA, or prior authorization, we act as a HIPAA business associate. PHI is used only to perform the contracted work — writing and completing notes, assigning codes, reviewing charts, running authorizations — and as required by law.

We execute a Business Associate Agreement before any PHI moves. Access is limited to the specialists assigned to that practice, behind MFA and role-based controls. Workforce members sign confidentiality terms and complete HIPAA training. We do not use PHI for marketing, model training, or any purpose outside the BAA and the service agreement.

This website privacy policy is not the BAA. The signed BAA, not this page, is the contract that governs PHI.

Website inquiries stay with SmartMed Solutions unless we must share them with a vendor that hosts email or the site, or if the law requires it. PHI is disclosed only as the BAA and applicable law allow — for example to the covered entity that engaged us, to subcontractors bound by a downstream BAA, or when required by a regulator or court.

Website inquiry records are kept only as long as needed to respond and to maintain a basic record of the relationship. PHI retention follows the BAA and the practice’s instructions; on termination we return or destroy PHI as the BAA requires, unless law requires a longer hold.

Questions about this policy, website data, or how to exercise a consumer privacy right that applies to you: info@smartmedsolutions.net.