You have had twenty-five years of training about where claimant information is allowed to live, and every billing vendor you have looked at wanted to upload it. This one is built the other way round: the claim database sits on your computer, the documents sit in your folders, and our server knows two things — who you are and whether your licence is current.
Not a philosophy — a list. If something is not in the right-hand column, it is not on our servers, and there is no setting that moves it there.
Every client and claim number. Every activity, code, unit and note. Every generated Word tracking log, CMS-1500, invoice and Bill Tracker workbook. Every payment, check allocation, short-pay and receivable. The whole billing database, in a local-first database file on your own machine, plus the documents themselves in your own Documents folders under the folder names you already use.
Your account details, your licence and its status, and — if you contacted us — whatever you typed into a contact form. That is the complete list. No claimant names. No claim numbers. No note text. No documents. No receivables. No amounts. The billing data this software creates never leaves your machine, because there is no code in it that would send it anywhere.
This is the question that kills software deals in this profession, and it deserves a blunt answer rather than a paragraph in the terms.
Cancel and the software goes read-only. You keep opening it. You keep viewing every client, every claim, every activity, every document and every receivable, and you keep exporting them, in your formats, for as long as you like. Nothing is deleted. There is no export fee, no ransom window, no thirty-day countdown, and no contract to get out of in the first place.
And the documents were never in the software to begin with. The Word logs, the PDFs and the workbooks are ordinary files in your ordinary folders. They open in Word and Excel whether or not you have a licence, whether or not you have the app installed, and whether or not this company still exists.
The database is copied every time the app starts, into a Med Claims Pro Backups folder in your own Documents. The last fourteen copies are kept and rotated. You do not schedule it, remember it, or click anything — and because it lives in your Documents, whatever already backs those up is already backing this up.
If your Documents folder syncs to OneDrive under your own Microsoft account, your backups and your generated files ride along to storage you control — the same arrangement as your workflow today, minus the retyping. If it does not, nothing about the software assumes it does.
New computer, install, restore from the backup, keep working. There is no re-download from our cloud because there was never an upload to it. Your data never depended on our servers existing, which is the same reason it does not depend on us continuing to.
The app verifies a cryptographically signed licence held on your machine, and renews it quietly when it is online. The request carries your account and device identifier and the app version. It does not carry billing content, claimant data, file names or counts of anything.
Diagnostics are opt-in. If you turn them on, a report carries the error type, the app version and the operating system — no file paths, no note text, no claim data. If you leave them off, nothing is sent.
Every connection the app makes uses TLS. Our servers run a minimal, firewalled stack with encrypted backups, key-only access and continuous patching — and the only thing of yours on them is your account row.
Updates are offered, not forced: you see what version you are on, you choose when to install, and a bad update can be rolled back to the previous one. Nothing installs itself behind you in the middle of a billing week.
Device encryption, screen locks and who in your office has access remain yours — that is true of any software. What the architecture does is keep the number of places your claim data exists down to one you control.
There is no remote access to your database and no sync to switch on. When we help, we work from synthetic data and from screenshots you choose to send. If you ever do share a real file with us for support, we will countersign a business-associate agreement first.
Vendors put that phrase on websites because it sells, and it means nothing: HIPAA has no certification programme and no certifying body. If a billing vendor tells you they are HIPAA certified, you have learned something useful about the vendor.
What can honestly be said is architectural, and it is this: your protected information is not on our servers, so we are not holding it, losing it, or being breached out of it. Some workers’-comp-only practices are not covered entities at all — we designed for the strict case regardless, because the strict case is the one you will be audited against.
Ask us the hard version of any of this on the demo, or on the phone: 1-877-843-1717. Read the privacy policy and the terms before you decide; they say the same things this page does.
"HIPAA compliant software" is not a certification that exists, so nobody can honestly claim it. What is true and checkable: the architecture keeps claim data off our servers entirely, so we never have access to it. Some workers'-comp-only practices are not HIPAA covered entities at all; we designed for the strict case anyway.
For the software itself there is nothing to sign a BAA about — we never hold your protected information. For support situations where you choose to send us a real file, we provide a countersignable BAA first.
Nothing happens to it. The database, the documents and the app are on your computer. The Word files and PDFs open in Word and Acrobat with no software of ours involved. Your records never depended on our servers existing.
No. The software goes read-only and you keep viewing and exporting every client, claim, document and receivable, indefinitely. Nothing is deleted and there is no export fee. What a current plan buys is support and updates as payers, forms and state rules change — not access to files that were always yours.
The app writes a backup of the database on every launch and keeps the last fourteen, in a Med Claims Pro Backups folder inside your own Documents. Your generated documents live in your own folders too. If those folders sync to OneDrive or anything similar, you already have an off-machine copy you control. Moving to a new computer is an install and a restore.
No. There is no sync, no upload and no remote access to your billing data. Support runs on synthetic data and on screenshots you choose to share.
Only what you deliberately push. The QuickBooks sync sends invoice amounts, payments and customer names to your own QuickBooks account under your own credentials. Notes, activity detail and claim documents stay on your computer.
Fifteen minutes, your state’s codes on screen — or start the trial and poke around on your own.