Privacy Policy

1. Overview

Omavant ("we," "our," or "us") is a HIPAA-compliant platform for managing consultative examination (CE) evaluations for Social Security Administration (SSA) disability determinations. This Privacy Policy explains how we collect, use, disclose, and protect information, including Protected Health Information (PHI), in compliance with the Health Insurance Portability and Accountability Act (HIPAA).

2. Information We Collect

Protected Health Information (PHI): Claimant identifiers (case numbers, initials), appointment records, evaluation data, diagnostic codes, and clinical narratives entered by licensed providers.

Account Information: Names, email addresses, and professional credentials of staff, providers, and DDS schedulers.

Usage Data: Login timestamps, session duration, and audit trail entries for compliance purposes.

3. How We Use Information

• Scheduling and managing CE appointments
• Facilitating clinical evaluations and report generation
• Communicating between DDS schedulers and IME vendor staff
• Generating payroll and billing records
• Maintaining audit trails for HIPAA compliance
• Sending appointment reminders via SMS and email

4. HIPAA Compliance

We implement administrative, physical, and technical safeguards to protect PHI as required by HIPAA. These include encryption in transit (TLS) and at rest, role-based access controls, automatic session timeouts, and immutable audit logging of all PHI access.

Business Associate Agreements (BAAs) are executed with all vendors that process, store, or transmit PHI on our behalf.

5. Data Retention

Records are retained in accordance with applicable federal and state regulations. PHI is never hard-deleted; records use soft deletion with retained audit trails. Data retention periods are configurable per organization.

6. Third-Party Services

We use the following HIPAA-compliant services under executed BAAs: cloud hosting and database services, email delivery, SMS messaging, and file storage. PHI is never shared with third parties for marketing or advertising purposes.

7. Contact

For privacy inquiries or to report a concern, contact us at privacy@omavant.com.