HIPAA Policies & Procedures

NextLevel Patient Financing, a division of NextLevel Flex-Fi, LLC, is committed to protecting the privacy and integrity of patient information. 

Our systems operate on a secure infrastructure that meets or exceeds HIPAA (Health Insurance Portability and Accountability Act) compliance standards. 

We implement end-to-end encryption of all data in transit and at rest, require multi-factor authentication (MFA) for access, and maintain audit logs to ensure accountability. 

Business Associate Agreements (BAAs) are executed with both infrastructure providers and healthcare clients. 

All communications, applications, and lead data managed through our platform are handled under strict administrative, technical, and physical safeguards. 

To request a signed BAA or documentation of our HIPAA compliance protocols, please email: Info@NextLevelFlexFi.com

Yes. Our infrastructure, tools, and partner platforms are fully compliant with the Health Insurance Portability and Accountability Act (HIPAA), ensuring that all Protected Health Information (PHI) is handled with the highest standards of privacy and security. 

Absolutely. We provide Business Associate Agreements (BAAs) to all healthcare providers and covered entities we work with. This formal agreement is required by HIPAA and outlines our responsibilities regarding PHI protection. 

PHI includes any information that can be used to identify a patient, such as names, birth dates, treatment history, billing information, and insurance details. While we primarily collect financial data for prequalification purposes, we treat all identifiable data with HIPAA-level protection—even if it is not strictly classified as PHI. 

Yes, when configured properly. We use AI tools that support HIPAA compliance and are deployed in ways that ensure all interactions with patients—whether voice, SMS, or website chat—are encrypted, secured, and logged according to HIPAA standards. BAAs are signed with all sub-processors that interact with patient data. 

Yes. All patient data is encrypted both in transit (using TLS 1.2 or higher) and at rest (using AES-256 or higher). Access is strictly permission-controlled, logged, and monitored, following the principle of least privilege. 

Yes. In accordance with HIPAA’s Privacy Rule, patients may request access to their information, corrections, or deletion where applicable. We provide mechanisms for providers to respond to and fulfill these requests quickly and securely. 

Only authorized personnel within your organization and ours (on a need-to-know basis) can access PHI. All staff undergo HIPAA training, and system access is limited, logged, and monitored to prevent unauthorized exposure. 

Yes, we utilize select HIPAA-compliant vendors and platforms (e.g., for CRM, AI, or financing workflows). We sign BAAs with all third-party providers who may access PHI, ensuring full chain-of-trust compliance. 

We maintain strict internal policies, perform periodic audits, provide staff training, and regularly review all systems, vendors, and processes to ensure continued compliance with the evolving HIPAA landscape. 

Yes, our patient communication systems are configured for HIPAA compliance. All messages containing PHI are encrypted, and we offer secure messaging portals when necessary. Patients also opt-in to SMS/email communications with clear disclosures. 

We have a comprehensive incident response and breach notification protocol in place. In the event of a data breach involving PHI, we will notify you immediately and comply fully with HIPAA’s Breach Notification Rule. 

Yes. We provide customizable intake and data collection tools to ensure you're only collecting what is medically and financially necessary—minimizing PHI exposure while optimizing patient engagement and financing approval. 

As a provider, your team should:

• Limit access to PHI.
• Ensure your staff is HIPAA-trained.
• Use secure devices and networks.
• Follow documented procedures for handling patient information.
  We support you with templates, checklists, and optional consulting to ensure full alignment.