Privacy Policy

Healthcare Case Management Time Tracking System
Last Updated: [Date]

1. Introduction

This Privacy Policy describes how we collect, use, store, and protect your information when you use our Healthcare Case Management Time Tracking System ("Service"). We are committed to protecting your privacy and maintaining HIPAA compliance in all our operations.

2. Information We Collect

2.1. Required Information
  • Case Manager Information:
    • Name
    • Professional credentials
    • Work contact information
    • Organization affiliation
  • Client Information:
    • Name
    • Date of birth
    • Client identifier
  • Time Tracking Data:
    • Service dates
    • Time duration
    • Service categories

3. How We Use Your Information

3.1. Primary Uses
  • Track time utilization
  • Generate reports
  • Maintain service records
  • Facilitate organizational oversight
3.2. Secondary Uses
  • System improvement
  • Usage analytics
  • Audit compliance
  • Technical support

4. HIPAA Compliance and Security

4.1. Security Measures
  • Encryption at rest and in transit
  • Multi-factor authentication
  • Role-based access controls
  • Regular security audits
  • Automated logout procedures
  • Activity logging and monitoring

5. Data Sharing and Disclosure

5.1. Authorized Sharing

We share information only with:

  • Authorized organizational administrators
  • Approved regional aggregators
  • Required regulatory authorities
  • Technical service providers under BAAs

6. Data Retention

6.1. Retention Periods
  • Active user data: Duration of service use
  • Inactive user data: 90 days post-termination
  • Time tracking records: 7 years for compliance
  • Audit logs: 6 years per HIPAA requirements

7. User Rights and Controls

7.1. Your Rights
  • Access your personal information
  • Request corrections to inaccurate data
  • Receive data export upon request
  • Request account deletion

8. Breach Notification

In the event of a data breach, we will:

  • Notify affected users within 60 days
  • Report to relevant authorities as required
  • Provide guidance on protective measures
  • Implement necessary security improvements

9. Updates to Privacy Policy

We may update this Privacy Policy periodically. Users will be notified of significant changes via:

  • Email notification
  • System announcement
  • Login notification

10. Contact Information

For privacy-related questions or concerns:

  • Privacy Officer: [Name]
  • Email: [Email]
  • Phone: [Phone]
  • Address: [Address]