HIPAA Compliance

Patient data security is not optional. Here's exactly how we protect your patients.

Business Associate Agreement (BAA)

As a Business Associate under HIPAA, AI DentPro is required to sign a Business Associate Agreement with every covered dental practice we serve. A BAA is included with every plan at no additional cost.

The BAA outlines how we handle, protect, and safeguard your patients' Protected Health Information (PHI) and details our obligations in the event of a breach.

Request BAA

Data Security Measures

Encryption in Transit

All data transmitted between your practice and AI DentPro is encrypted using TLS. PMS connections are made over an encrypted private network tunnel (VPN) or direct encrypted API connection, depending on your practice management software.

EOB Sidekick is zero-storage

EOBs you scan with EOB Sidekick are processed in memory only and discarded immediately — never written to disk, never retained. For features where we do retain data on your behalf — RA posting history, consent forms, and contracts — access is restricted to authorized processes only, and we are actively hardening at-rest storage as part of our ongoing security roadmap.

Access Controls

Role-based access controls ensure only authorized practice staff can access patient data. Each practice's data is fully isolated from other clients.

Audit Logging

Key account and data-posting actions are logged with timestamp and action details. We are expanding logging coverage and per-user attribution as part of our ongoing security roadmap.

Breach Notification

In the unlikely event of a data breach involving PHI, AI DentPro will:

Notify affected covered entities within 60 days of discovery (as required by HIPAA Breach Notification Rule)
Provide a full written description of the breach, data involved, and remediation steps
Cooperate fully with the covered entity's breach response

What PHI We Access

AI DentPro accesses only the minimum necessary PHI to provide each service you use:

EOB Sidekick: whatever is visible on the EOB image you upload, for the duration of that session only — nothing is stored afterward
Patient name, date of birth, Medicaid ID — for eligibility verification and payment matching (RA posting/eligibility features)
Procedure codes and dates — for RA payment posting
Phone number — for SMS appointment reminders (only if patient has consented)

We do never access, store, or transmit clinical notes, diagnoses, or detailed medical histories.

Questions?

Contact our HIPAA compliance team at hipaa@aidentpro.com or call us at (959) 248-8810.

You can also schedule a demo and we'll walk you through our security posture in detail.