PRIVACY POLICY

Bogue Animal Hospital takes great measures to ensure that confidential information is safeguarded against identity theft and securely maintained. Below are procedures the clinic takes to protect credit card information, private/personal information, and medical record protection.

1. Covered accounts are open for clients over the phone. Billing information is kept confidential, as well payment account numbers.
2. Identification is requested at the time of the client’s arrival. It must be a state certified form of identification. If it is a KDL, the number is recorded and stored in the client accounting record.
3. Social Security numbers and DL numbers are stored in a private area of the client account. These items are not easily accessible or displayed for anyone who might be looking over your shoulder. These items also do not print out on any forms, paperwork, or billing statements and are kept completely confidential.
4. Credit cards that are left on file in client accounts are stored in our computer system that is password protected. It would be almost impossible for someone who is unfamiliar with our software program to be able to find the stored number. The number is normally entered by a receptionist staff member who is viewing the physical card as they key in the number. Clients who choose to have their credit card information stored are required to keep a copy of their driver’s license on file for easy identification purposes.
5. Clients that pay their bill over the phone thru a receptionist normally do not keep their card number on file with the clinic. The receptionist has to record the number somewhere, preferably in the accounting section that we normally record stored credit card numbers. If it is recorded on paper, the credit card number is shredded, on site, after use or personally given to the client when they return to pick up their pet or requested goods, for their disposal. Identification and the card should be provided to the receptionist at the client arrival time to be verified. If the card number is to be kept on file, a copy of the driver’s license and the card are to be made and attached to the clients accounting records.
6. Monthly statements and invoices that are sent out for accounts receivable do not contain any sensitive or private information. The account number for the client is printed, along with name and address. Since our accounts do not have “charging” privileges, it would not be risky if an outside person should come into possession of a clients bill or statement.
7. Care Credit submissions are done by a small group of selected and trained staff members. Photo identification and a bankcard of some sort are required for verification of identity BEFORE the application is started and submitted. Staff members are also required to have clients sign off on the physical application before filing the application. During this time, the staff member has time to examine and verify the photo identification, match signatures, and make copies of the provided identification. This information is stored on file in the client’s account for continual verification each time the credit is used within our practice. The physical copies are kept in the management office. Declined applications are also kept with identification for three years, as required by OSHA. Should a situation arise where identity theft become an issue, we would still have copies off all needed documents.
8. Before documents are submitted to another organization requesting them, records are analyzed and reviewed for any personal information such as social security numbers and credit card numbers are removed before faxing or mailing to the requesting organization.
9. We do not sell or disclose client addresses, phone numbers, e-mails or other private information to third party businesses.
10. Temporary documents/medical history are shredded and destroyed after being scanned into our secure practice management software.
11. Credit cards and Care Credit applications are sent over an encrypted network for processing.

Program Re-Evaluation:
As time changes, rules and regulations are changed as well. Any regulations that we are notified of by OSHA, the Federal Trade Commission (FTC), or any other federal administration, will be reflected in a timely basis with all of our business practices, including our red-flag prevention plan. Also, if/as new payment services are adopted by our hospital or new personal information becomes required for accounting, these practices will also be updated and included in our plan.