CheckInCall, Inc.

How we handle patient information

A one-page summary for the person at a practice who has to say yes. The Privacy Policy is the governing document; this page restates it in plain words and adds nothing to it.

What the patient gives us

  • A first name and a mobile number, entered by the patient on your check-in page, with a consent box they tick themselves.
  • We do not ask for a date of birth, insurance details or medical history, and the check-in page has nowhere to enter them.

What is recorded

  • The follow-up call is placed by an AI voice agent, not a person. It says, in its opening, that the call is recorded.
  • We keep the audio recording and the written transcript, and what our tools derive from them: a short summary, a sentiment assessment, the provider the patient named, and a draft review.
  • The agent asks about the experience of the visit. It gives no medical or legal advice, and it stops when a patient says no.

Who can see it

  • Your practice, in its own dashboard. A patient’s information is never made available to any practice other than the one the call was placed for.
  • Inside your practice, access follows the role you give each person. A location manager sees their own location.
  • The patient sees their own recap and draft on a private page, and decides for themselves whether to post anything. We never post a review on a patient’s behalf.

Who processes it for us

  • Telephony and text messaging, the conversational voice agent, transcript analysis, and cloud hosting are provided by service providers acting on our instructions.
  • Mobile numbers and SMS consent are not shared with third parties for marketing, under any circumstances.
  • Analytics on our marketing site are switched off on the patient check-in and recap pages.

How long it is kept

  • Call recordings, transcripts and what is derived from them are kept for at least two years (730 days) from the date of the call, and longer where your practice has set a longer period.
  • Requests to access or delete personal information are handled as the Privacy Policy describes.

HIPAA

  • We sign a BAA with your practice. That agreement is what puts CheckInCall under HIPAA for your patients’ data — it isn’t automatic, so if your practice needs one, tell us before your first patient is called.