HHC Operations App Privacy Policy

Heart Health Center, LLC operates the HHC inventory, medication, vendor, anesthesia time and accounting application for its authorized workforce and business partners. This policy explains information used by that application, including HHC Invoice and Payment Sync. The center’s patient Notice of Privacy Practices separately addresses patient health information and patient rights.

The app handles account names, work email addresses, access roles, supplier contacts, product catalogs and prices, orders, stock quantities, lot and expiry information, usage records, uploaded photographs and documents, approval decisions, comments and audit history. Anesthesia workflows include provider names, work times, clinical service times and approved compensation calculations.

Accounting workflows handle supplier invoices, invoice numbers and dates, amounts, classifications, supporting evidence, approval records, reviewer identities and payment references. When an administrator connects HHC’s QuickBooks company, the app obtains that company’s identity, supplier directory and relevant bill, balance, payment and credit information. It retains connection credentials so authorized background updates can continue.

Hosting and authentication services also process connection and security information, such as browser requests, sign-in events, session information, errors and access logs. Comments, photographs and uploaded documents may contain additional information entered by users. Users should include only information necessary for the task. Case usage uses patient initials; initials and dates can still identify a person when combined with other information.

HHC uses this information to control access, manage inventory and supplier orders, document receiving and use, monitor expiry dates, review medication records, calculate and approve provider time, classify invoices, maintain budgets, prevent duplicate records, reconcile accounting status and investigate errors or unauthorized activity. HHC may use retained records to satisfy applicable recordkeeping duties and resolve disputes.

The app uses service providers for hosting, authentication, database and private file storage, email delivery and operational processing. The current architecture includes Vercel, Supabase and Microsoft Outlook, Power Automate and SharePoint. Enabled AI features send the relevant prompt, document, image or selected operational information to the configured provider, OpenAI or Anthropic, to produce draft readings or assistance. Users must verify AI output; AI output does not itself approve a medicine, invoice, payment or stock receipt.

When an administrator activates QuickBooks transfers, new eligible invoice document copies are sent to the connected HHC company’s QuickBooks attachment list. This does not itself create a bill or execute payment. After HHC administrator approval and bookkeeper review, the app looks for an exact existing QuickBooks bill and retrieves its balance and payment or credit references. HHC’s bookkeeper creates bills and makes payments in QuickBooks. Intuit processes information under its own applicable terms and privacy statement.

Authorized suppliers receive the order details needed to fulfill orders sent to them. Workforce and supplier access depends on the role and organization assigned in HHC; a supplier account does not by itself grant access to HHC’s invoice inbox or accounting connection. HHC may disclose information when legally required or to investigate misuse and protect its operations.

HHC will not sell personal information or use connected QuickBooks data for advertising or unrelated commercial profiling. Information will be used to operate and support the authorized HHC workflows described here.

The app uses authenticated accounts, server-side permission checks, database access rules, private document storage and audit records. QuickBooks credentials are encrypted before database storage and are not shown to ordinary application users. These safeguards reduce risk; they do not establish a HIPAA certification or guarantee that information can never be accessed improperly. HHC must maintain its own workforce, device, vendor and incident-response controls.

HHC retains operational, transaction and approval records for business, accounting, audit and applicable legal purposes. Disconnecting QuickBooks stops future transfers and status updates and revokes the app connection; it does not delete existing HHC records or copies already stored in QuickBooks or SharePoint. Those systems maintain their own retention settings and deletion processes.

Users may ask HHC to correct information, review their access or consider a deletion request. HHC will verify authority and consider applicable retention duties, audit integrity, contractual obligations and backup limitations before acting.

Contact: HHC’s administrator through info@hearthealthcenteronline.com or (602) 456-2342, ext. 3000. Report suspected unauthorized access promptly and avoid putting sensitive details in an ordinary email.

HHC will identify the effective date of this policy and make revised versions available at the app’s privacy-policy address. Material changes to connected-data use or access require appropriate notice and authorization.