Privacy Policy

Effective September 14, 2026

Operative Note ("we", "the app") is a tool for surgeons to code operative notes, send billing packages to their billing company, and track the status of their claims. This policy explains what information the app handles, why, and how it is protected. It is written to be read, not skimmed past.

What the app collects

Your account: email address, password (stored only as a one-way hash), your name, the email address you use with your billing company, your billing company's contact email(s), and your billing multiplier.
Case documents you photograph: operative notes, insurance cards, and any other photos you attach to a case. These contain protected health information (PHI) about your patients.
Information read from those documents: the patient's name, date of birth, medical record number, insurer and policy details, date of surgery, hospital, and the procedures performed.
Email correspondence between the app's address for you and your billing company, including attachments, and the app's record of what was said and decided.

The app does not collect location, contacts, advertising identifiers, or analytics about your behavior in the app.

How it is used

To propose CPT codes and prices for your operative note.
To email your billing package to the billing contacts you specify, in your name.
To read your billing company's replies, file them to the right case, answer routine requests, and show you where each claim stands.
To ask you, in the app, when a decision or a document is needed.

We do not sell, rent, or share your information or your patients' information with anyone for marketing, and we do not use it to train artificial-intelligence models.

Where it lives and who can see it

All data is stored in Amazon Web Services (AWS) in the United States under a Business Associate Agreement with AWS, encrypted at rest and in transit. Each surgeon's data is scoped to their own account; the system cannot query across surgeons. Operative notes and card images are read by AI models running inside AWS (Amazon Bedrock); those requests are not retained by the model provider or used for training. Patient Social Security numbers, if present, are stored encrypted, never shown to AI models, and never sent by email.

Email is sent and received through Amazon Simple Email Service. Messages are sent only to the billing contacts you enter, and only about your own cases.

Your billing company

By design, your billing company receives the operative note, insurance card, and codes for each surgery you choose to send — the same material you send them today. Their replies are stored with the case. Nothing is sent to them without your tap, except routine status inquiries and answers to their routine requests (for example, re-sending a document they asked for), which the app records for you to see.

Retention and deletion

Cases and their documents are kept while your account is active, because claims can take a year or more to resolve. You can delete an unsent draft in the app at any time. To delete your account and all associated data, email privacy@operativenote.com; we will complete the deletion within 30 days and confirm.

Children

The app is for licensed physicians and is not directed at anyone under 18.

Changes

If this policy changes, the new version is posted here with a new effective date, and material changes are announced in the app.

Contact

privacy@operativenote.com