HIPAA Compliance

Every member of the TDS team understands that patient privacy is fundamental to the trust placed in us by our clients.

We are committed to:

• Protecting Protected Health Information (PHI)

• Limiting access to information based on job responsibilities

• Using secure methods to access and transmit client information

• Maintaining documented privacy and security procedures

• Providing ongoing workforce training on privacy and information security

• Promptly addressing and investigating potential security concerns

• Continuously improving our security practices

TDS maintains administrative safeguards designed to support secure operations, including:

• Written privacy and security policies

• Workforce confidentiality agreements

• HIPAA privacy and security awareness training

• Role-based access to client information

• Minimum necessary access principles

• Workforce supervision and quality assurance reviews

• Documented incident response procedures

To help protect electronic Protected Health Information (ePHI), TDS utilizes security practices such as:

• Secure remote access to client systems

• Unique user credentials for authorized personnel

• Strong password standards

• Multi-factor authentication (when supported by client systems)

• Secure communication channels

• Automatic session timeouts where available

• Activity logging and auditing within supported systems

• Restricted access based on assigned responsibilities

TDS also maintains physical safeguards to protect confidential information, including:

• Controlled access to workstations

• Secure handling of confidential documents

• Secure disposal of sensitive materials

• Restricted access to authorized personnel

TDS utilizes a managed workforce to support dental practices while maintaining strict security expectations.

Our procedures include:

• Accessing client systems only through approved methods

• Restricting access to authorized team members

• Workforce confidentiality agreements

• Role-based permissions

• Internal quality control and oversight

• Continuous monitoring of operational procedures

When required, TDS will execute a Business Associate Agreement (BAA) with our clients.

The BAA clearly defines each party's responsibilities regarding the use, disclosure, and safeguarding of Protected Health Information.

Every TDS workforce member is required to:

• Sign a Confidentiality and Non-Disclosure Agreement

• Follow TDS privacy and security policies

• Complete HIPAA awareness training

• Report suspected security incidents immediately

• Protect client information both during and after employment

Depending on the services selected by the client, TDS may access information such as:

• Patient demographics

• Insurance information

• Treatment codes

• Claims and payment information

• Clinical documentation required for billing

• Radiographs and supporting documentation for claims and pre-authorizations

Access is limited to the information necessary to perform the contracted services.

TDS maintains procedures to address potential privacy or security incidents.

If a potential issue is identified, we work to:

• Investigate the situation promptly

• Contain and mitigate the issue

• Notify affected clients when appropriate

• Implement corrective actions

• Review procedures to reduce future risk

Maintaining the security of patient information is a shared responsibility.

We work closely with our clients to:

• Maintain appropriate user access

• Support secure workflows

• Protect login credentials

• Review access when staffing changes occur

• Promote secure handling of patient information

Healthcare technology and regulatory expectations continue to evolve.

TDS regularly reviews and updates its operational procedures to strengthen security practices, improve efficiency, and better support our clients' compliance efforts.