Terms of Service

Healthcare Case Management Time Tracking System
Last Updated: Oct. 10th, 2024

1. Definitions

  • "Service" refers to the healthcare case management time tracking system
  • "User" refers to case managers, healthcare organizations, and regional aggregators
  • "Organization" refers to the healthcare entity employing case managers
  • "Regional Aggregator" refers to entities authorized to access data across multiple organizations
  • "Protected Information" refers to any personally identifiable information including names and birthdates

2. HIPAA Compliance

2.1. This Service is designed to be HIPAA-compliant and requires all users to maintain compliance with HIPAA regulations.

2.2. Users agree to:

  • Maintain appropriate administrative, physical, and technical safeguards
  • Report any security incidents or breaches immediately
  • Complete required HIPAA training as specified by their organization
  • Use appropriate authentication methods and maintain credential security

3. Data Usage and Privacy

3.1. The Service collects and stores:
  • Case manager identification information
  • Client names and birthdates
  • Time utilization data
  • Organizational affiliation data
3.2. The Service does not store:
  • Detailed case information
  • Medical records
  • Treatment plans
  • Financial information
3.3. Data Access Hierarchy:
  • Case managers: Access only to their assigned cases
  • Organizations: Access to all cases within their organization
  • Regional aggregators: Access to authorized organizational data within their jurisdiction

4. User Responsibilities

4.1. Users must:
  • Maintain accurate time tracking records
  • Protect access credentials
  • Log out after each session
  • Use the Service only for authorized purposes
  • Report any suspected security breaches immediately
4.2. Organizations must:
  • Maintain current user rosters
  • Promptly disable access for terminated employees
  • Ensure proper training of all users
  • Maintain appropriate data access controls

5. Service Availability and Support

5.1. The Service strives to maintain 99.9% uptime but does not guarantee uninterrupted access.

5.2. Scheduled maintenance will be communicated with minimum 48-hour notice.

5.3. Technical support is available during standard business hours.

6. Data Retention and Deletion

6.1. Data will be retained according to HIPAA requirements and organizational policies.

6.2. Upon service termination:

  • Organizations may request data export within 30 days
  • Personal information will be deleted or anonymized after 90 days
  • Time utilization data will be maintained for regulatory compliance

7. Liability and Indemnification

7.1. The Service provides time tracking functionality only and is not responsible for:

  • Case management decisions
  • Healthcare outcomes
  • Organizational reporting accuracy
  • User compliance with HIPAA regulations

7.2. Organizations agree to indemnify the Service against:

  • HIPAA violations by their users
  • Misuse of the platform
  • Unauthorized data access or sharing

8. Termination

8.1. The Service may terminate access:

  • For violation of these terms
  • For HIPAA compliance violations
  • For non-payment of fees
  • Upon written notice from organization

9. Changes to Terms

9.1. These terms may be updated with 30-day notice to users.

9.2. Continued use after changes constitutes acceptance of updated terms.

10. Jurisdiction and Governing Law

10.1. These terms are governed by [Jurisdiction] law.

10.2. Any disputes will be resolved in [Jurisdiction] courts.