Privacy Policy

Last Modified: Jan 07, 2025

RoverMD is a healthcare IT company that provides medical practitioners with a platform to manage their clinical data and to streamline their revenue cycle (“RoverMD Services”). Central to our mission is the commitment to be transparent about the data we collect, how it is used and with whom it is shared.

For the purpose of this Privacy Policy, ‘Personal Data’ shall mean any information by which an individual may be personally identified, including name, address, e-mail address, telephone number, online identifiers, location data or any other information that is defined as ‘Personal Data’ under the California Consumer Privacy Act (“CCPA”) (“Personal Data”).

This Privacy Policy applies to all visitors of the RoverMD webApp (“You” or where the context provides “Your”) who’s Personal Data is collected or processed by RoverMD. This Privacy Policy is intended to give you an opportunity to be informed about the ways in which RoverMD collects, uses and shares Your Personal Data.

Changes to the Privacy Policy

RoverMD reserves the right to modify this Privacy Policy or parts of this policy at any time. Changes may apply to any personal information we already hold about you and any new personal information collected after the Policy is modified. If we make changes, we will notify you by revising the “Last Modified” date at the top of this Policy, which will always be at https://rovermd.com/privacy-policy/ By continuing to access or use WebApp and/or Services after those changes become effective, you agree to be bound by the revised Privacy Policy.

In addition, we may provide you with “just-in-time” disclosures or additional information about the data handling practices of specific parts of our WebApp or Services. Such notices may supplement this Policy or provide you with additional choices about how we process your Personal Information.

Our Relationship to You

To understand RoverMD’s data protection obligations and your rights to your personal information under this Policy, it is important that you identify which relationship(s) you have with RoverMD.
 

  • “Practitioners” refers to Doctors & Nurses working within the registered healthcare practices utilizing RoverMD Services on whose behalf RoverMD collects patient information and on whose behalf RoverMD creates Patient Demographics, generates Patient Charts, Facesheets, Labels, Visits, Bundles, etc.
  • “Allied Staff” refers to Advocate Head, AR, Audit, Billing, Clinical Staff, Coding, Credentialing, Data Management, Denial Management, Facility, Facility Admin, Labs, Merchant Co-Ordinator, Networking, Non-Clinical Staff, Patient Statement, POSTING, Production, QA on whose behalf RoverMD collects and processes certain patient information and on whose behalf RoverMD submits insurance claim information and process payments.
  • “Patients” refers to the persons with certain medical conditions who wish to or needs to render medical services whose information is being collected and processed by Practitioners and Allied Staff for providing medical services to the patients themselves.

Collection and Use of Personal Information

For purposes of this policy, “Personal Information” refers to any information about an identified or identifiable individual, including financial account information, Protected Health Information (PHI/ePHI), and any device information that may be linked with an identifiable individual. Any information that is anonymized or aggregated is no longer Personal Information and we may use it and share it for any reason, including using anonymized PHI/ePHI as authorized by the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”), the Health Information Technology for Economic and Clinical Health Act (“HITECH”) and their implementing regulations set forth at 45 C.F.R. Parts 160 and Part 164 (collectively “the HIPAA Rules”), or any other law or regulation.

We collect Personal Information from and about Practitioners, Allied Staff, Enrolled Patients or any other user who utilizes our Services via WebApp for the sake of patient registration, charts creation, lab orders, diagnosis, medication, insurance claims submission, invoicing and billing, patient communications, online patient portals, online payments, and other practice management services.

Personal Information about Patients may be provided to us by Practitioners, Allied Staff or authorized users of a Practitioner’s account/ Allied account or directly by the Patients themselves. By providing information to us through WebApp users consent to our collection of such information and our sharing of that information with the Practitioner/ Allied Staff/ 3rd party Business Partners as set forth in this policy. In cases where authorized Practitioners/ Allied Staff enter a Patient’s Personal Information into our systems, they certify that they have received any required authorization to do so from the Patient and that the disclosure does not violate the Payment Card Industry Data Security Standard (PCI DSS), the HIPAA Rules, or any other law or regulation.

In all cases where we share Personal Information with 3rd parties, we will use a “minimum necessary” standard to disclose only that information required for satisfying the purpose of or performing the service for which the information is disclosed.

Automated Data Collection Technologies

When you access RoverMD, we may automatically record certain information from your system by using cookies and other types of click-stream tracking technologies. This “automatically collected” information may include an Internet Protocol address (“IP Address”–a number that is automatically assigned to your computer when you use the internet, which may vary from session to session), a unique user ID, device type, device identifiers, browser types and language, referring and exit pages, platform type, version of software installed, system type, the content and pages that you access on the Service, the number of clicks, the amount of time spent on pages, the dates and times that you visit the Service, and other similar information. Depending on the law of your country of residence, your IP address may legally be considered personally identifiable information.

Additionally, to make our WebApp more useful to you, and to adhere to the PCI DSS, the HIPAA Rules, and other applicable laws and regulations, our servers (which may be hosted by a 3rd party service provider) collect personal information and other data from you, including (without limitation) browser type, operating system, Internet Protocol (IP) address, domain name, and/or a date/time stamp for your visit. Like most internet services, we automatically gather this information and store it in log files.

Sharing Data with 3rd Parties

RoverMD may share your data with our affiliated 3rd Party Service Providers to improve and analyze our WebApp and marketing strategies. RoverMD enters into comprehensive confidentiality agreements with the 3rd Parties to ensure that Your Personal Data remains secure at all times.

RoverMD may provide anonymized information about you which does not allow you to be identified or contacted (‘Aggregate Information’) to 3rd parties. For example, we might inform 3rd parties regarding the number of users of our WebApp and the activities they conduct while on our WebApp.

Mandatory Disclosures

RoverMD may disclose Your Personal Data when we believe in good faith that disclosure is required by law or legal process, or if we have a good faith belief that disclosure is reasonably necessary to:

  1. Investigate and prevent measures against suspected or actual illegal activities or to cooperate with public and government authorities.
  2. Enforce our contractual requirements.
  3. Protect and defend ourselves against any third-party claims or allegations
  4. Maintain the security or integrity of RoverMD Services.
  5. Safeguard the rights and safety of RoverMD, its workforce and others

RoverMD will undertake good faith efforts to notify You about any legal demands for Your Personal Data when appropriate in our judgment, unless restricted by law or court order or when the request is an emergency. We may dispute such demands when we believe, in our discretion, that the requests are overbroad, vague or lack proper authority, but we do not promise to challenge every demand.

Your Rights

It is always good to know your rights as our valued clients.

Right to Deletion
You can ask us to delete Your Personal Data maintained by RoverMD subject to the provision of a verifiable request. However, we may retain Your Personal Data for as long as necessary to comply with federal or state data retention requirements or other applicable laws.

Right to Access
You can ask us for access to Your Personal Data maintained by RoverMD subject to the provision of a verifiable request.

Other Right
You can ask us to enumerate the different categories of Your Personal Data collected by RoverMD. You can also ask us to provide you with a list of third parties (if any) to whom Your Personal Data has been disclosed.
 

For any queries and requests relating to Your rights hereunder, please e-mail us at “support@rovermd.com”  or call us at (469) 436-81001

Non-Discrimination
Unless permitted by applicable law, we will not discriminate against You for exercising any of Your rights under this Privacy Policy, such as:

  • Deny you goods or services.
  • Charge you different prices or rates for goods or services, including through granting discounts or other benefits, or imposing penalties.
  • Provide you a different level or quality of goods or services.
  • Suggest that you may receive a different price or rate for goods or services or a different level or quality of goods or services.

However, please note that many features of our WebApp will not function without Your Personal Data.

Sale of Information
RoverMD does not sell any of Your Personal Data.

A Note about Minors

RoverMD WebApp and other related services are not intended for use by individuals under the age of 18. By using this RoverMD, you warrant that You are above the age of 18.

Dispute Resolution

If you have any questions or concerns, please contact RoverMD by e-mail at:
“support@rovermd.com”. We will do our best to address your concerns. If you feel that your complaint has been addressed incompletely, we invite you to let us know for further investigation. If we are unable to reach a resolution to the dispute, you and RoverMD will settle the dispute exclusively as set forth in the Customer Software Agreement.

Contact Information

If You have questions or complaints regarding this Privacy Policy, you can reach out to our Data Protection Officer at:
support@rovermd.com 
101 W Renner Rd Suite 140
Richardson, TX, 75082
USA