OrthoMed Staffing/OMS Medical Billing Privacy Policy

 

Purpose

This Privacy Policy describes how OrthoMed Anesthesia and OMS Medical Billing ("Company," "we," "us," or "our") collect, use, disclose, and safeguard personal information obtained through our website, SMS communications, email marketing, and in-person interactions including conferences, trade shows, and recruiting events. By interacting with us in any of these ways, you agree to the practices described in this policy.

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1. Information Collection

A) Information You Provide Directly

• Full name, job title, and professional credentials (e.g., MD, CRNA, CAA)

• Email address, phone number, and mailing address

• Employment history, licensure information, and work preferences

• Communication preferences and opt-in consent status

• Any information submitted through our website contact forms, job applications, or surveys

 

B) Information Collected at Conferences, Trade Shows & Recruiting Events

When you interact with OrthoMed Anesthesia representatives at professional conferences, trade shows, recruiting events, or other in-person engagements (such as AANA Annual Congress, Becker's Healthcare ASC Conference, TSA Annual Meeting, TxANA, or similar events), we may collect:

• Business cards, badge scans, or contact information you voluntarily provide

• Notes from conversations regarding your professional background or interest in opportunities

• Your name, email address, phone number, and employer information

• By providing your contact information to an OrthoMed Anesthesia representative at any event, you consent to being added to our mailing lists and contacted regarding employment opportunities, company news, and relevant industry updates. You may opt out of these communications at any time by clicking "Unsubscribe" in any email or by contacting us directly at marketing@orthomedstaffing.com.

 

C) Information Collected Through Our Website

• IP address and browser/device information

• Pages visited, time spent on pages, and referring URLs

• Cookies and similar tracking technologies (see Section 7)

• Information submitted through contact, inquiry, or opt-in forms

 

D) Information Collected via SMS

• Mobile phone number and SMS opt-in consent records

• Message delivery and interaction data (delivery status, response data, timestamps)

• Method of opt-in

 

2. Use of Information.

OrthoMed Anesthesia uses collected information for the following purposes:

• Clinical recruitment outreach and job opportunity notifications

• Communicating employment-related updates, onboarding information, and operational notifications

• Sending email newsletters, company announcements, and industry updates to those who have opted in

• Following up with contacts met at conferences, recruiting events, or trade shows

• Providing customer service and responding to inquiries

• Improving our website, communications, and services

• Maintaining records of communication preferences and consent

• Complying with applicable legal obligations

 

3. Message Frequency and Fees

The estimated SMS frequency is approximately 10 messages per month on average, though this may vary based on business needs and seasonal communications. Standard carrier data and messaging rates apply as determined by the employee's mobile service provider.

 

4. Data Security and Retention

The company implements appropriate technical and organizational measures to protect personal information against unauthorized access, alteration, disclosure, or destruction. SMS-related data is retained only as long as necessary for business purposes and in accordance with applicable legal requirements.

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5. Email & Marketing Lists

OrthoMed Anesthesia sends email communications to clinicians, contractors, and other professionals who have opted in through our website, contact forms, or in-person interactions at events. In compliance with the CAN-SPAM Act:

• Every marketing email includes a clear and easy way to unsubscribe

• We will honor all opt-out requests within 10 business days

• We do not use deceptive subject lines or sender information

• Our physical mailing address is included in every commercial email

• To unsubscribe from our mailing list at any time, click the "Unsubscribe" link in any email or contact us at marketing@orthomedstaffing.com.

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6. Sharing of Information

OrthoMed Anesthesia does not sell or rent your personal information to third parties. We may share your information in the following limited circumstances:

• With trusted third-party service providers who assist us in operating our website, SMS platform, email marketing, or business operations — only to the extent necessary and subject to confidentiality obligations

• With professional employer organizations, staffing platforms, or healthcare facility partners in connection with potential employment placements, where you have expressed interest

• As required by law, regulation, court order, or government request

• In connection with a merger, acquisition, or sale of company assets, in which case you will be notified

• To protect the rights, safety, or property of OrthoMed Anesthesia, its employees, or the public

 

SMS opt-in data and mobile phone numbers collected for SMS consent are never shared with third parties or affiliates for their marketing or promotional purposes under any circumstances.

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7. Data & Security Retention

OrthoMed Anesthesia implements appropriate technical and organizational safeguards to protect your personal information against unauthorized access, alteration, disclosure, or destruction. However, no method of transmission over the internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

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We retain personal information for as long as necessary to fulfill the purposes outlined in this policy, maintain our do-not-contact lists, and comply with applicable legal requirements. When data is no longer needed, it is securely deleted or anonymized.

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8. Cookies & Website Tracking

Our website may use cookies, web beacons, and similar tracking technologies to improve user experience and analyze website traffic. Cookies are small data files stored on your browser. You may disable cookies through your browser settings; however, doing so may limit certain website functionality.

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We may use third-party analytics tools such as Google Analytics to understand how visitors use our website. These tools may collect information such as your IP address, browser type, and pages visited. This data is aggregated and does not personally identify you.

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9. Your Rights & Choices

Depending on your location and applicable law, you may have the following rights regarding your personal information:

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• Right to access the personal information we hold about you

• Right to correct inaccurate or incomplete information

• Right to request deletion of your personal information, subject to legal obligations

• Right to opt out of marketing communications at any time

• Right to data portability where applicable

 

California Residents (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information is collected, the right to delete personal information, the right to opt out of the sale of personal information (we do not sell personal information), and the right to non-discrimination for exercising your privacy rights. To submit a CCPA request, contact us at info@orthomedstaffing.com.

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10. SMS Terms & Conditions

OrthoMed Anesthesia ("Company," "we," "us," or "our") operates an SMS messaging program to communicate with current and prospective clinicians, employees, and contractors. By opting in to receive SMS messages from OrthoMed Anesthesia, you agree to the following Terms & Conditions.

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A) Program Description

• OrthoMed Anesthesia uses SMS messaging for the following purposes:

• Clinical recruitment outreach and job opportunity notifications

• Employment-related updates and onboarding communications

• Company announcements, policy updates, and operational notifications

• Scheduling and shift-related communications

• General employee and contractor communications

B) Opt-In Consent

• By providing your mobile phone number and checking the designated opt-in checkbox on our contact form, completing a consent form, or providing verbal consent, you expressly consent to receive recurring automated and manually initiated SMS and MMS text messages from OrthoMed Anesthesia at the mobile number you provided. Consent is not a condition of employment or any purchase.

C) Message Frequency

• Message frequency varies based on business needs and your communication preferences. On average, you may receive approximately 10 messages per month. Message frequency may increase during peak recruiting seasons or in response to time-sensitive operational needs.

D) Message & Data Rates

• Standard message and data rates may apply to all SMS messages sent to or received from OrthoMed Anesthesia, as determined by your mobile service provider. OrthoMed Anesthesia is not responsible for any charges incurred by your carrier. Please contact your wireless provider for details about your messaging plan.

E) How to Opt Out

• You may opt out of receiving SMS messages from OrthoMed Anesthesia at any time by replying STOP to any message you receive from us. After opting out, you will receive a one-time confirmation message and no further SMS messages will be sent to your number unless you re-enroll by replying START or by providing consent again through our opt-in process.

F) How to Get Help

• For assistance with our SMS program, reply HELP to any message at any time. You may also contact us directly at:

• • Email: marketing@orthomedstaffing.com

• • Website: www.orthomedstaffing.com

G) Data Collection & Use

• In connection with our SMS program, OrthoMed Anesthesia may collect the following information:

• Your name and mobile phone number

• SMS opt-in consent records and timestamps

• Message delivery and interaction data (e.g., delivery status, response data)

• Method of opt-in

• This information is used solely to administer our SMS communications program and to deliver the messages you have consented to receive.

H) No Third-Party Sharing

• OrthoMed Anesthesia does not sell, rent, or share your mobile phone number or SMS opt-in consent data with third parties or affiliates for their marketing or promotional purposes under any circumstances. We may share your information only with trusted third-party service providers who assist us in operating our SMS messaging platform, and only to the extent necessary to deliver our SMS services. Such providers are contractually obligated to protect your data and may not use it for any other purpose.

I) Data Retention

• OrthoMed Anesthesia retains your mobile phone number and associated consent records for as long as you remain opted in to our SMS program, or as required by applicable law. Upon opting out, your number will be added to our internal do-not-contact list to ensure no further messages are sent. Opt-out records are retained indefinitely to maintain compliance.

J) Data Security

• OrthoMed Anesthesia implements appropriate technical and organizational safeguards to protect your personal information against unauthorized access, alteration, disclosure, or destruction. Please note that SMS text messages are not encrypted and message content may be accessible to third parties. We do not recommend transmitting sensitive personal or medical information via SMS.

K) Supported Carriers

• Our SMS program is supported by all major U.S. wireless carriers, including but not limited to AT&T, Verizon, T-Mobile, Sprint, Boost Mobile, U.S. Cellular, and MetroPCS. Carriers are not liable for delayed or undelivered messages.

L) Changes to These Terms

• OrthoMed Anesthesia reserves the right to modify these SMS Terms & Conditions at any time. Material changes will be communicated via SMS, email, or by updating this policy on our website. Continued participation in our SMS program following notice of changes constitutes your acceptance of the updated terms.

M) Contact Us

• If you have questions or concerns about these SMS Terms & Conditions or our privacy practices, please contact us at:

• OrthoMed Anesthesia

• Email: marketing@orthomedstaffing.com

• Website: www.orthomedstaffing.com

• 15305 Dallas Pkwy, Ste 900, Addison, Texas 75001

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11. HIPAA & Patient Health Information

This Privacy Policy governs the collection and use of personal information in connection with OrthoMed Anesthesia LLC and OMS Med Billing LLC's recruiting, staffing, workforce, marketing, and general business operations. The personal information described in this policy — including contact information collected from clinicians, contractors, and prospective employees — does not constitute Protected Health Information (PHI) as defined under the Health Insurance Portability and Accountability Act of 1996 ("HIPAA") and its implementing regulations.

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A) Our HIPAA-Covered Entities

OrthoMed Anesthesia LLC and OMS Med Billing LLC are HIPAA-covered entities and/or business associates, as applicable, in connection with the clinical anesthesia services and medical billing services they provide. In those capacities, both entities are subject to HIPAA's Privacy Rule, Security Rule, and Breach Notification Rule with respect to patient Protected Health Information (PHI).

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PHI includes any individually identifiable health information created, received, maintained, or transmitted in connection with the provision of healthcare services or healthcare payment — including patient names, diagnoses, treatment records, billing information, and other clinical data.

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B) Separate Notice of Privacy Practices

The collection, use, disclosure, and protection of patient PHI by OrthoMed Anesthesia LLC and OMS Med Billing LLC is governed exclusively by our separately published Notice of Privacy Practices ("NPP"), which is provided to patients in accordance with HIPAA requirements. The NPP describes:

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• How patient PHI may be used and disclosed

• Patient rights regarding their health information

• Our legal obligations with respect to PHI

• How to file a complaint if you believe your privacy rights have been violated

 

Our Notice of Privacy Practices is available upon request and is provided to patients at the point of care. If you are a patient and have questions about how your health information is handled, please contact us using the information in Section 14 of this policy or request a copy of our Notice of Privacy Practices directly.

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C) Workforce & Contractor Information

Personal information collected from clinicians, CRNAs, CAAs, Anesthesiologists, contractors, and other workforce members in connection with recruiting, onboarding, scheduling, payroll, or general employment communications is maintained separately from patient PHI. Such information is governed by this Privacy Policy and applicable employment laws, not HIPAA's patient privacy provisions.

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D) Breach Notification

In the event of a breach of unsecured PHI affecting patients, OrthoMed Anesthesia LLC and/or OMS Med Billing LLC will provide notification in accordance with HIPAA's Breach Notification Rule, including notification to affected individuals, the U.S. Department of Health and Human Services (HHS), and, where applicable, prominent media outlets, within the timeframes required by law.

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E) Questions Regarding Patient Privacy

For questions specifically related to patient health information and HIPAA rights, please contact our Privacy Officer directly:

 

OrthoMed Anesthesia / OMS Med Billing

Email: office@orthomedstaffing.com

Website: www.orthomedstaffing.com

15305 Dallas Pkwy, Ste 900, Addison, Texas 75001

You also have the right to file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights at www.hhs.gov/ocr if you believe your HIPAA privacy rights have been violated. We will not retaliate against you for filing a complaint.

Last Updated: August 2026