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Security, privacy, and HIPAA
How OneTerp protects health information, and what that means for email, app notifications, and accounting sync.
OneTerp is built for interpreting agencies that handle protected health information (PHI), so privacy rules shape how some features behave. The full details live in the Security FAQ.
Watch the walkthrough
0:33Which channels carry it, and which never do. · Open in a new tab
Step by step
- 1Read the Security FAQ (linked in the footer, at /security-faq) for the complete overview of how data is protected.
- 2Know the PHI-free channels: app notifications on a phone and QuickBooks sync never include consumer or patient details.
- 3Use your agency's connected email sender for anything with job details; in-app notifications are the durable, PHI-safe record of every event.
- 4Submit a support ticket for any specific security or privacy question.
- 5Agency owners and anyone who manages Settings can see who changed, deleted, exported or downloaded protected records in Settings, Data & Backups, Audit Log.
Tips
- OneTerp does not send text messages (SMS). Phone alerts come through the OneTerp app instead, and they are PHI-free.
- QuickBooks receives only a Job Ref #, never a consumer name, interpreter name, or memo.
- Keep uploaded documents PHI-free; they're for credentials, policies, and forms, not patient records.
- After a stretch with no activity, OneTerp shows a 60-second countdown and then signs you out, as HIPAA requires. Your agency picks how long in Settings, General, Password & Security, Automatic sign-out: 15 minutes, 30 minutes (the default), 1 hour or 2 hours. If you work for more than one agency, the shortest of their choices applies. Working in any OneTerp tab or window keeps all of them signed in, the countdown shows in every open tab, and clicking "Stay signed in" in one closes it in all of them.
- A job offer can go to many interpreters, so an offered interpreter sees only the basics until they accept. The consumer, notes, onsite contact, and files stay locked until then, and agencies can also hold back the venue and street address. An agency can opt in to show just the consumer's and provider's names on a particular offer, in the app only.
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