SECURITY, HIPAA & TECHNOLOGY
UDM is designed around a centralized, cloud-based environment with appropriate security controls and HIPAA-compliant infrastructure and workflows where applicable.
Depending on system requirements, UDM may utilize established cloud and technology providers and HIPAA-eligible services from providers such as Amazon Web Service.
The goal is to keep authorized UDM operational communication, management information, tasks, documents, and support workflows within a controlled ecosystem rather than spreading information across unsecured emails, text messages, spreadsheets, and third-party systems.
Appropriate access controls, security configurations, business associate agreements, policies, encryption, authentication, and other safeguards will be implemented where required for protected health information.
DATA OWNERSHIP, RETENTION & DELETION
UDM recognizes that the participating dental practice owns and remains responsible for its practice records and data, subject to applicable laws, agreements, and third-party rights.
UDM provides the technology and infrastructure through which authorized practice information may be managed during the active subscription.
30-Day Data Retrieval Period
Upon cancellation or termination of UDM services, the dental practice will have 30 days to retrieve, download, export, or transfer its files and data from the UDM system.
During this period, the practice is responsible for ensuring that all information it wishes or is legally required to retain has been properly exported and stored.
Deletion After 30 Days
After the applicable 30-day transition period, UDM will delete the practice’s files and data from the active UDM system in accordance with UDM’s established data-retention and deletion procedures.
Exceptions may apply where information must be retained because of:
- Federal or state law
- Regulatory requirements
- Contractual obligations
- Security requirements
- Backup-retention procedures
- Litigation holds
- Other legally required retention obligations
Once data has been permanently deleted, UDM may not be able to recover or restore the information.
Practice Responsibility
The participating dental practice is responsible for maintaining copies of all clinical, financial, employment, tax, insurance, business, or other records that the practice is legally or professionally required to retain.
A centralized PRM helps the practice track patients requiring additional communication or treatment follow-up.
Monitor dental supplies and inventory within the practice with ease.
Managers can create and assign tasks or roles within the system to employees and team members.
The UDM platform will contain educational and training videos demonstrating how to use the system.