Privacy Policy

PatientFlow Assist provides virtual assistant and administrative support services for dental and medical offices. This Privacy Policy explains how PatientFlow Assist, a service of MANAE LLC, collects, uses, shares, and protects information when you visit our website, contact us, request information, or use our services.

1. Information we may collect

We may collect information that you provide directly to us, including your name, practice name, business contact information, email address, phone number, and details you choose to share about your office workflow, scheduling needs, call handling needs, insurance verification needs, or administrative support requirements.

When services are provided under a signed client agreement, we may process limited information needed to perform administrative tasks, such as patient communication notes, scheduling details, insurance verification information, call notes, task status, and other information the client authorizes us to handle.

We may also collect basic website information such as browser type, device type, pages viewed, referral source, and general usage data to help keep the website secure and improve performance.

2. How we use information

We use information to respond to inquiries, provide requested information, evaluate whether our services are a fit for your practice, onboard clients, provide virtual assistant and administrative support services, manage customer relationships, improve workflows, protect our systems, comply with legal obligations, and maintain business records.

3. Text messaging and communications

If you provide a mobile phone number and opt in to receive text messages from PatientFlow Assist, we may send service-related messages, appointment or follow-up communications, onboarding updates, customer care messages, or other messages related to services you requested. Message frequency varies based on your interaction with us and the services requested. Message and data rates may apply.

You may opt out of SMS messages at any time by replying STOP. You may request help by replying HELP or by emailing info@patientflowva.com. Consent to receive text messages is not a condition of purchasing or using services.

4. How we share information

We do not sell personal information. We may share information with trusted service providers who help us operate our website, email, communications, hosting, security, customer support, business operations, or other services we use to support our clients. These providers are authorized to use information only as needed to provide services to us.

We may also disclose information if required by law, legal process, government request, or to protect the rights, safety, and security of PatientFlow Assist, our clients, patients, or others.

SMS consent and mobile phone data are not shared with third parties or affiliates for marketing or promotional purposes.

5. Healthcare and protected information

PatientFlow Assist supports administrative workflows for healthcare practices. Our services are intended to be performed under appropriate client agreements, and where applicable, a Business Associate Agreement or similar written agreement. Do not send protected health information, medical records, or sensitive patient information through unsecured website forms or general email unless your practice has confirmed that the communication method is appropriate for that information.

6. Data retention

We retain information for as long as needed to provide services, respond to inquiries, maintain business records, resolve disputes, comply with legal obligations, and support security or audit requirements. Retention periods may vary based on the type of information, the service relationship, and applicable contractual or legal requirements.

7. Security

We use reasonable administrative, technical, and organizational safeguards designed to protect information. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Your choices

You may contact us to request updates, corrections, or deletion of certain information, subject to legal, contractual, operational, and recordkeeping requirements. You can unsubscribe from marketing emails by following the instructions in the email, and you can opt out of SMS messages by replying STOP.

9. Children’s privacy

Our website and services are intended for business clients and are not directed to children. We do not knowingly collect personal information from children through this website.

10. Changes to this policy

We may update this Privacy Policy from time to time. When we make changes, we will update the effective date above. Your continued use of the website or services after an update means you accept the updated policy.

11. Contact us

For questions about this Privacy Policy or our privacy practices, contact us at info@patientflowva.com.