Compliance & Security

How AI receptionists collect patient intake while maintaining HIPAA security and data privacy

AI receptionists capture sensitive patient intake information on secure, encrypted channels and return structured summaries to your practice. Learn how intake data is protected and what your staff needs to do to maintain compliance.

All intake calls are encrypted end-to-end; audio and data are not stored externally or accessed by third parties
Intake summaries are delivered only to your practice via secure channels; patient data never persists on public servers
Sensitive fields (SSN, insurance, medication) are flagged as PHI in the summary for your staff's attention
Staff review and file intake summaries before they enter the permanent medical record—your team controls what is filed, not the AI
Audit logs track who accessed, edited, or filed intake summaries for compliance reporting
Practices control data retention, deletion, and archival per their HIPAA Business Associate Agreement

How it pays back

Compliance by design

Intake is captured under HIPAA-compliant protocols. Your staff maintains control of reviewing and filing intake data into the medical record.

No unsecured patient data in transit

Encrypted intake channels prevent interception or unauthorized access. Data is delivered securely to your practice only.

Audit trail for compliance reporting

Track which staff members accessed, reviewed, and filed patient intake. Demonstrates compliance controls to auditors and regulators.

Reduces staff liability

Structured intake with compliance flags reduces risk of filing incomplete or inaccurate PHI. Your team has a clear review process.

End-to-end encryption

Intake calls are encrypted; audio and data are not stored or shared outside your practice

HIPAA-aware structuring

Sensitive fields are labeled as PHI and flagged for staff review before filing

Staff-controlled filing

Intake summaries are reviewed and filed by your team; the AI does not auto-populate the chart

Audit logs available

Track access and filing of patient intake for compliance verification and training

Frequently asked questions

Is intake data stored on AI receptionist servers after the call?

No. Audio is not retained. Intake summaries are delivered securely to your practice and stored only on your servers or in your EMR. You control retention and deletion.

Can patients request a transcript of the intake call?

Patients can request copies of their medical record, including the intake summary filed in their chart. This is part of standard HIPAA patient rights and your record retention policy.

What if a patient mentions something that should not be in the medical record?

Your staff reviews the intake summary before filing and can redact, clarify, or note anything that's out of scope. The AI provides the structured summary; your team controls what is filed into the chart.

How does the AI receptionist handle a patient who asks not to record?

If a caller objects to call recording, your practice can decline the AI intake and route to a staff member instead. This is your practice's choice and is noted in the call log.

Is there a Business Associate Agreement (BAA) in place?

Yes. MedReception executes a BAA with your practice, outlining data handling, security, breach notification, and compliance obligations. This is standard for all HIPAA-regulated vendor relationships.

What happens if there's a security breach?

Breach notification procedures are outlined in your BAA. Your practice and MedReception follow HIPAA breach notification rules, including assessment, reporting, and mitigation steps.