Your Patient Data is Safe With Prime Medex
HIPAA compliance is not an afterthought at Prime Medex — it is the foundation of every process, workflow, and technology decision we make. We protect your patient data and your practice with enterprise-grade security and rigorous regulatory adherence.
100% HIPAA
Compliant in every workflow, every system, every interaction
Built on Four Compliance Pillars
Every aspect of Prime Medex's operations is governed by a comprehensive compliance framework designed to protect patients, providers, and our company.
We strictly adhere to all HIPAA Privacy Rule requirements governing the use and disclosure of Protected Health Information (PHI).
- Minimum necessary PHI access
- Patient rights protection
- Notice of Privacy Practices
- No unauthorized disclosures
- Annual privacy training
Our technical, physical, and administrative safeguards exceed HIPAA Security Rule requirements to protect electronic PHI at every level.
- 256-bit AES encryption (at rest)
- TLS 1.3 encryption (in transit)
- Role-based access controls
- Multi-factor authentication
- Automatic session timeouts
Our comprehensive incident response plan ensures timely breach detection, assessment, and notification in full compliance with HIPAA requirements.
- 24/7 security monitoring
- 60-day notification compliance
- Incident response team on standby
- Breach risk assessment protocols
- HHS reporting procedures
We execute a comprehensive BAA with every client before accessing any PHI — establishing clear legal accountability for data protection.
- BAA provided at onboarding
- Subcontractor BAAs in place
- Breach liability coverage
- Data return/destruction terms
- Annual BAA review
How We Protect Protected Health Information
Every piece of patient information that passes through Prime Medex is treated with the highest level of security and discretion — from the moment it enters our system to the moment it is permanently deleted.
Encrypted Data Storage
All PHI is stored using AES-256 encryption in HIPAA-compliant cloud infrastructure with geo-redundant backups and strict access logging.
Secure Data Transmission
All data in transit is protected by TLS 1.3 encryption. We never transmit PHI via unsecured channels including standard email.
Strict Access Controls
Role-based permissions ensure staff only access the minimum PHI necessary for their specific billing function — enforced by MFA and audit logs.
Continuous Monitoring
24/7 automated security monitoring with real-time alerts for unauthorized access attempts, unusual activity, and potential data anomalies.
Enterprise-Grade Cybersecurity
Our cybersecurity infrastructure is built to meet and exceed NIST Cybersecurity Framework standards — protecting against modern threats including ransomware, phishing, and insider risks.
Next-Gen Firewall & IDS
Enterprise-grade firewall with intrusion detection and prevention systems (IDS/IPS) monitoring all network traffic in real time.
Anti-Phishing & Email Security
Advanced email filtering, phishing simulation training, and DMARC/DKIM/SPF protocols protect staff and client communications.
Disaster Recovery & Backup
Automated daily encrypted backups with 4-hour RTO and 1-hour RPO. Full disaster recovery plan tested and documented annually.
Endpoint Security
All devices accessing client data are enrolled in MDM with mandatory encryption, remote wipe capability, and EDR software.
Compliance Built Into Every Billing Step
Compliance is not a checkbox — it's embedded into our billing workflow from patient intake through final payment posting.
Patient Identity Verification
Every patient record is verified before billing to ensure accurate identity, correct insurance assignment, and proper consent documentation — preventing false claim submissions.
Coding Compliance Reviews
Our certified coders perform internal audits of coding accuracy, ensuring ICD-10, CPT, and HCPCS assignments comply with CMS guidelines and payer-specific requirements.
Anti-Fraud Screening
All claims pass through fraud, waste, and abuse screening protocols before submission — detecting upcoding, unbundling, and other compliance risks before they reach payers.
Documentation Adequacy Checks
We verify that clinical documentation supports the services billed before claim submission — preventing medical necessity denials and reducing audit exposure.
Access Audit Trails
Every access to PHI within our systems is logged with timestamp, user ID, and action taken — providing a complete audit trail for HIPAA compliance documentation.
Secure Data Destruction
When client relationships end, all PHI is returned or securely destroyed per HIPAA requirements and BAA terms — with written certification provided to the client.
Compliance With All Healthcare Regulations
Prime Medex stays current with all applicable healthcare regulations — from federal HIPAA requirements to state-specific privacy laws — ensuring your billing is always compliant.
HIPAA / HITECH Act
Full compliance with all HIPAA Privacy, Security, and Breach Notification Rules, plus HITECH Act requirements for electronic health records and data breach penalties.
CMS Billing Regulations
Strict adherence to CMS billing guidelines, Medicare and Medicaid participation requirements, and the False Claims Act — protecting you from OIG scrutiny.
Anti-Kickback Statute & Stark Law
All billing arrangements are reviewed for compliance with the Anti-Kickback Statute and Physician Self-Referral (Stark) Law to protect providers from liability.
State Privacy Laws
We monitor and comply with state-specific healthcare privacy laws (including California CMIA, Texas THIPA, and others) that may exceed HIPAA requirements.
PCI-DSS Payment Security
All patient payment processing complies with PCI-DSS standards — ensuring credit card and payment data is handled securely and never stored unnecessarily.
Proactive Risk Management
We don't just react to compliance issues — we prevent them through systematic risk assessment, staff training, and proactive policy management.
Annual Risk Assessments
Comprehensive HIPAA security risk assessments performed annually by independent third-party auditors.
Staff HIPAA Training
All employees complete mandatory HIPAA training at hire and annually — with compliance testing and certification tracking.
Policies & Procedures
Documented HIPAA policies and procedures reviewed and updated annually or whenever regulations change.
Audit Readiness
We maintain audit-ready documentation at all times — supporting OIG, CMS, and payer audits with organized, accessible records.
Insider Threat Controls
Background checks, separation of duties, and activity monitoring protect against internal data misuse or unauthorized PHI access.
Incident Response Plan
Documented and tested incident response plan ensures rapid, organized response to any security event or data breach.
We Execute a BAA With Every Client
A Business Associate Agreement (BAA) is required by HIPAA for any third party that handles PHI on behalf of a covered entity. Prime Medex provides a comprehensive, attorney-reviewed BAA to every client at the start of our engagement — establishing clear legal accountability for the protection of your patient data.
- Provided before any PHI access begins
- Covers all subcontractors and vendors
- Includes breach notification terms
- Reviewed and updated annually
BAA Executed
For 100% of active clients
Our Compliance Credentials
Have Questions About Our Compliance?
Our Chief Compliance Officer is available to answer any questions about our HIPAA practices, security measures, or BAA terms. Schedule a compliance consultation — no obligation.