Privacy Policy

1. Business Information

UrgentMed, Inc.
10199 Cleary Blvd., Suite 10
Plantation, FL 33324
Email: Support@urgentmed.us
Phone: (954) 473-8565

2. Information We Collect

Personal Information

• Name
• Phone number
• Email address
• Date of birth
• Address

Protected Health Information (PHI)

• Medical history and conditions
• Appointment details
• X-rays, lab results, and medical records
• Insurance information

Sensitive Information

By submitting information through our forms or systems, you acknowledge and consent to the collection and use of sensitive personal and health information as described in this policy.

• Social Security Number (SSN)
• Driver’s license or identification data
• Payment and billing information

Technical & Usage Data

• IP address
• Browser type and device information
• Website usage data and interaction behavior

3. Methods of Collection

We collect information through:

• Electronic forms and patient intake via SolvHealth
• Online scheduling and chat tools
• SMS and communication opt-ins
• Email communications
• Cookies, analytics tools, and tracking technologies

4. How We Use Your Information

We use your information to:

• Provide medical care and treatment
• Manage appointments and patient records (you can schedule an appointment here)
• Process billing, invoicing, and payments
• Communicate regarding healthcare services
• Send appointment reminders and notifications
• Improve services and website functionality
• Conduct marketing communications (only with consent)
• Comply with legal and regulatory requirements

5. HIPAA Compliance & PHI Protection

UrgentMed complies with HIPAA and applicable healthcare privacy laws.

We use and disclose Protected Health Information (PHI) only:

• For treatment, payment, and healthcare operations
• As required by law
• With your authorization when required

We maintain administrative, technical, and physical safeguards to protect PHI, including:

• Secure electronic health record (EHR) systems
• Access controls and authentication protocols
• Encryption where applicable
• Workforce training and compliance monitoring

We enter into Business Associate Agreements (BAAs) with applicable third-party service providers as required under HIPAA.
HIPAA regulations

6. SMS, Text Messaging & TCPA Compliance

By providing your phone number and opting in, you consent to receive SMS messages from UrgentMed, which may include:

• Appointment reminders
• Follow-up communications
• Billing and payment notifications
• Healthcare-related updates
• Marketing messages (only if explicitly opted in)

SMS Disclosures:

• Message frequency may vary
• Message and data rates may apply
• You may opt out at any time by replying STOP
• For assistance, reply HELP or contact us at (954) 473-8565

Your SMS consent is not shared with third parties for marketing purposes.

7. Marketing Communications

If you opt in, we may send:

• Promotional offers
• Service announcements
• Health-related updates

Marketing communications may be delivered via:

• Email (Zoho Mail, Mailcoach, Mailgun)
• SMS (via SolvHealth)

You may opt out at any time using:

• Unsubscribe links in emails
• Replying STOP to SMS
• Contacting us directly

8. Payment Processing

We use secure third-party payment processors, including:

• Stripe
• SolvHealth

We do not store full credit card details on our servers. Payment data is processed securely in accordance with PCI-DSS standards.

9. How We Share Information

We do not sell or share personal information as defined under applicable privacy laws for cross-context behavioral advertising.

We may share your information with:

• Healthcare providers and specialists involved in your care
• Laboratories and radiologists
• Billing companies and clearinghouses
• Technology and service providers (EHR, CRM, hosting, messaging)
• Payment processors (Stripe, SolvHealth)
• Analytics and advertising platforms (Google, Meta)
• Government authorities when required by law

All applicable third parties are required to protect your information and comply with relevant regulations.

10. Analytics, Tracking & Advertising

We use:

• Google Analytics
• Google Ads Conversion Tracking
• Facebook (Meta) Pixel

These tools may collect data about your interactions with our website for analytics and advertising purposes.

You may opt out through:

• Browser settings
• Google Ads settings
• Facebook Ad Preferences

11. Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Improve website performance
• Analyze traffic and user behavior
• Support advertising and remarketing

You may disable cookies through your browser settings.

12. Data Security

We implement industry-standard safeguards, including:

• Encryption of data in transit and at rest where applicable
• Secure servers and firewall protection
• Role-based access controls
• Continuous monitoring and risk assessments

Despite these measures, no system is completely secure.

13. Your Privacy Rights

You may have the right to:

• Access your personal and health information
• Request corrections or updates
• Request restrictions on certain uses
• Withdraw consent where applicable

To exercise your rights, contact us using the information above.

14. Third-Party Services

Our website may link to third-party websites. We are not responsible for their privacy practices.

15. Children’s Privacy

We do not knowingly collect personal information from children under 13 without parental consent.

16. Changes to This Policy

We may update this Privacy Policy at any time. Updates will be posted with a revised effective date.

17. Notice of Privacy Practices (HIPAA)

For additional details regarding how your medical information may be used and disclosed, please request our full Notice of Privacy Practices at our clinic or contact us directly.

18. Call Recording, VoIP Communications & AI Processing

UrgentMed uses third-party communication platforms, including Nextiva, to manage phone calls and communications.

Call Recording Disclosure

Phone calls with UrgentMed may be recorded for purposes including:

• Quality assurance
• Staff training
• Compliance and documentation
• Patient support and service improvement

By continuing a call after hearing the recording notification, you provide consent to such recording in accordance with applicable laws, including two-party consent requirements where applicable.

VoIP & Communication Systems

We use Voice over Internet Protocol (VoIP) systems to transmit and store communications. These systems may process:

• Call metadata (time, duration, caller ID)
• Recorded audio files
• Communication logs

All such data is handled in accordance with applicable privacy and security standards.

AI & Automated Processing

UrgentMed may use automated systems and AI-based tools to assist with:

• Call routing and transcription
• Documentation and workflow optimization
• Patient communication enhancements

These systems may process limited personal or health-related information as necessary to perform their functions.

We ensure that:

• Any AI or automated tools used are implemented with appropriate safeguards
• Access to sensitive data is restricted and monitored
• Third-party providers are contractually required to protect data

Consent & Usage

By using our communication systems (including phone, SMS, chat, or online tools), you acknowledge and consent to:

• Potential recording of communications
• Processing through secure third-party platforms
• Use of automated or AI-assisted technologies where applicable

If you do not consent, please notify our staff or discontinue use of these communication channels.

19. Data Retention

We retain personal and health information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, including providing medical services, complying with legal obligations, resolving disputes, and enforcing our agreements.

Medical records are retained in accordance with applicable federal and state laws, including HIPAA requirements.