HIPAA Disclaimer
Last Updated: December 2025
Important Notice
Velocity Hub Medical is a practice operations and patient engagement platform. We are NOT an Electronic Health Record (EHR) system and do NOT store, process, or transmit Protected Health Information (PHI) in the form of clinical records, diagnoses, treatment plans, or medical histories.
Our Commitment to HIPAA Compliance
Velocity Hub Medical is committed to maintaining the privacy and security of any information that may be considered PHI under the Health Insurance Portability and Accountability Act (HIPAA). Our platform is designed with HIPAA compliance in mind for the operational data we handle.
2. Description of Services
Velocity Hub Medical provides a practice operations and patient engagement platform designed for healthcare providers. Our services include automated scheduling, patient communication, billing automation, intake forms, and reporting tools. We are NOT an Electronic Health Record (EHR) system and do not store clinical patient records.
Our HIPAA Compliance Features
To use our services, you must:
Data Encryption
All data is encrypted in transit (TLS 1.2+) and at rest (AES-256) to protect against unauthorized access.
Business Associate Agreement (BAA)
We provide and execute BAAs with all covered entity clients as required by HIPAA regulations.
Role-Based Access Controls
Granular permission settings ensure staff members only access information necessary for their roles.
Audit Logging
Comprehensive audit trails track all system access and data modifications for compliance reporting.
Types of Information We Handle
Our platform processes the following types of operational data:
Patient contact information (name, phone, email, address)
Appointment scheduling and reminder data
Billing and payment information
Patient intake form responses
Communication logs (SMS, email, voicemail)
Practice operational metrics and reports
What We Do NOT Handle
Velocity Hub Medical explicitly does NOT store or process:
Clinical medical records or chart notes
Diagnoses or treatment plans
Lab results or imaging reports
Prescription information
Detailed medical histories
Any information typically stored in an EHR system
Your Responsibilities
As a covered entity under HIPAA, you are responsible for:
Ensuring your staff receives appropriate HIPAA training
Implementing proper access controls within your organization
Maintaining your own HIPAA compliance program
Reporting any suspected breaches promptly
Not uploading clinical PHI to our platform
Using our platform in accordance with HIPAA regulations
Breach Notification
In the unlikely event of a data breach affecting your information, Velocity Hub Medical will notify you within 72 hours of discovery, as required by HIPAA regulations. We will provide all necessary information to assist with your breach notification obligations.
Security Measures
Our security infrastructure includes:
SOC 2 Type II compliant data centers
Regular security assessments and penetration testing
Multi-factor authentication options
Automatic session timeouts
Secure backup and disaster recovery procedures
Employee background checks and security training
Contact Our Compliance Team
For questions about HIPAA compliance, to request a BAA, or to report a security concern:
Disclaimer: This information is provided for educational purposes and does not constitute legal advice. Healthcare providers should consult with their own legal counsel and compliance officers regarding their specific HIPAA obligations. Velocity Hub Medical makes no warranties regarding your compliance with HIPAA or any other regulations.
Velocity Hub and its AI components support administrative, operational, and educational workflows only. They do not provide medical advice, diagnosis, or treatment and do not replace clinical judgment or EHR systems.
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