Last updated 19 October 2026
HIPAA Notice
How we handle protected health information for US healthcare clients, and what we will never ask you to send through this website.
Our position
Nexlane Solutions provides software, automation and billing support to US healthcare practices. Some of that work involves protected health information (PHI). We handle it under a signed Business Associate Agreement (BAA) with each covered entity, and only for the purposes described in that agreement.
We do not claim to be "HIPAA certified", no such certification exists. What we can tell you is what our workflows and agreements actually do.
What this website never collects
This website does not collect PHI. Do not send patient names, dates of birth, record numbers, claim details or clinical information to our general enquiry address or through the booking calendar.
If you need to share a sample document to scope a project, tell us first and we will set up an appropriate channel and agreement before anything is sent.
How PHI is handled in engagements
A BAA is signed before any PHI is accessible. Access is limited to the people working on that engagement, credentials are individual rather than shared, and production data is not copied into local machines or personal accounts.
- Minimum necessary access: we work with the smallest data set that lets the task be completed.
- Environment separation: client PHI stays in the client's own systems or in infrastructure covered by the BAA.
- No PHI in AI prompts unless the specific arrangement and vendor terms permit it, and only where the client has approved that in writing.
- Audit logging of access to systems that contain PHI, where the underlying platform supports it.
Subcontractors
Where a subcontractor touches PHI, they are bound by equivalent written obligations before access is granted. We tell clients which subcontractors are involved in their engagement.
If something goes wrong
If we become aware of a breach involving PHI, we notify the covered entity without unreasonable delay and no later than the timeframe set in the BAA and applicable law, and we cooperate on the required notifications and remediation.
Questions
Email sales@nexlane.online with "HIPAA" in the subject line. We will route it to the person responsible for the engagement rather than to a general inbox.
Also applies