HIPAA safeguards
Wait List Open handles appointment openings for independent practices, so patient information is treated as protected health information from the moment it is entered. These are the administrative, physical, and technical safeguards we enforce in the product.
Minimum necessary by default
Public listings never include a patient's name, phone, email, or reason for the visit. Those details live in a separate, locked table and are only reachable by the single office that holds the booking.
Audited access to patient details
A business cannot bulk-read contact information. Each record is opened one at a time through a server-side check, and every view — plus every denied attempt — is written to a tamper-resistant access log that staff cannot edit or delete.
Automatic logoff
Signed-in sessions end after 15 minutes of inactivity, with a one-minute warning, so an unattended screen at a front desk does not leave patient details exposed.
Encryption and least privilege
All traffic is TLS-encrypted and data is encrypted at rest. Row-level security scopes every query to the signed-in account, column-level grants hide office phone, address, and calendar URLs from anonymous visitors, and roles are stored separately so they cannot be self-assigned.
Retention limits and patient control
Contact details are automatically deleted 30 days after the appointment ends, and are removed immediately when a patient cancels their booking. Logs and telemetry are scrubbed of names, emails, phone numbers, and tokens before they are stored.
Strong authentication
Email confirmation is required, passwords are checked against known breach lists, sign-in errors never reveal whether an account exists, and password resets use single-use links.
Business Associate Agreements
Technical safeguards are only half of HIPAA. A covered entity also needs a signed Business Associate Agreement with every vendor that stores or transmits protected health information — including the hosting and database layer behind this app. Our current infrastructure does not provide a BAA, so until one is executed the app should be operated in a PHI-light way: schedule openings by service type and time, and keep diagnoses, treatment notes, and record numbers out of free-text fields. If your practice needs a signed BAA, contact us at privacy@waitlistopen.com and we will move your deployment to BAA-covered infrastructure.
Questions about a specific safeguard, or need an access-log export for an audit? Email privacy@waitlistopen.com. See also our Privacy Policy.