Privacy Policy for CareCode AI

CompleteCare, Inc. (“we,” “our,” or “us”) is committed to protecting the privacy and security of the data processed through the CareCode AI application (“CareCode” or “Application”). This Privacy Policy outlines how we handle information, including Protected Health Information (PHI), and the safeguards in place to ensure privacy, security, and compliance with HIPAA regulations.

1. Data Collection and Use

• CareCode AI accepts SOAP notes (Subjective, Objective, Assessment, Plan) as user input in order to generate CPT, ICD-10, and modifier code suggestions, including denial risk levels and prior authorization alerts.
• The application does not store PHI. All identifiable information is removed before any data is processed by our AI models through a custom de-identification layer.
• We do not sell, share, or disclose any user-submitted data to third parties for marketing or commercial purposes.

2. De-Identification of Data

• All SOAP notes pass through a proprietary LLM-powered de-identification engine that strips PHI in accordance with HIPAA Safe Harbor and Expert Determination standards before being analyzed for coding purposes.
• Only de-identified clinical text is used to generate code recommendations.

3. AI Processing and Outputs

• The AI algorithms return suggested CPT, ICD-10, and modifier codes, alongside payer-specific denial risk indicators.
• Outputs are advisory only and must be reviewed and confirmed by the provider, coder, or authorized clinical user.

4. User Access and Permissions

• User access is role-based and configured by organization administrators.
• Permissions can be set at the user, department, and location levels.

5. Security Safeguards

• CareCode operates on HIPAA-compliant hosting infrastructure with appropriate administrative, technical, and physical safeguards.
• All data transmissions are encrypted using industry-standard TLS protocols.
• Access to systems is restricted and audited.

6. Indemnification

By using CareCode, users agree to indemnify, defend, and hold harmless CompleteCare, Inc. and its affiliates from any and all liabilities, claims, and expenses (including reasonable attorneys’ fees) that arise from:

• Misuse of the Application
• Inaccurate coding outputs due to incomplete or erroneous SOAP note entries
• Unauthorized access or use by end-users under the organization’s account
• Any breach of applicable laws or regulations by the user or their organization

CareCode does not replace the judgment of certified coders or clinicians.

7. No Warranties

CareCode is provided “as-is” without warranties of any kind, express or implied. While our AI aims for accuracy and payer-specific insights, ultimate billing responsibility lies with the user.

8. Updates to This Policy

We may update this Privacy Policy to reflect legal or operational changes. Users will be notified of material updates via email or platform alerts.

9. Contact