Privacy policy

Who we are

Versa Claims is a billing reconciliation service for New South Wales allied health practices. It is operated by Dhruv Rahul Bharadwaj, ABN 66 873 943 806, from Sydney, Australia. In this policy “we”, “us” and “our” mean Versa Claims. “You” means a practice that uses the service, or a person visiting this website.

We handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles and, where it applies, the Health Records and Information Privacy Act 2002 (NSW).

The short version

• We hold billing records only. Nothing clinical, ever.
• Your records are stored in Sydney.
• In the specific cases described below, text you give us is processed outside Australia.
• We never sell personal information and never use it for advertising.
• You can download everything at any time, and have it removed within thirty days of asking.

Your role and ours

Your practice collects information from its patients and stays responsible for its own privacy obligations to them, including telling patients, in your own privacy notice, that you use service providers to help with billing and administration.

We handle the billing records you put into Versa Claims on your behalf and on your instructions, for the sole purpose of providing the service to you.

What we collect

• Practice and account details. Practice name, the names, roles, email addresses and phone numbers of the people we deal with, and the email address used for your practice’s login.
• Billing records you import or enter. Patient name, claim number, insurer, invoice number, service date, practitioner, amount, the dates each invoice was lodged and paid, and the payment reference the insurer quotes.
• Patients you have ruled out. The names of patients you have told us are not workers compensation, so you are not asked about them again.
• Insurer pay advices you paste in or upload as PDFs. The text of a pasted advice, or the text read out of an uploaded PDF, so the payment reference, amount, practitioner and date can be picked out of it. The PDF file itself is not kept.
• Insurer approval emails you paste in. The number of sessions approved and the dates they cover, once a person at your practice has checked and saved them. The pasted email itself is not kept.
• Enquiries. Whatever you send us through the form on this website, by email or by phone.
• Technical records. Standard server logs kept by our hosting providers, such as IP address, browser type and time of access, used for security and reliability.

What we do not collect

We do not collect clinical information: no diagnoses, no treatment notes, no certificates of capacity, no injury descriptions. The service has no fields for them. If an insurer email you paste in happens to contain any of that, it is not read out: only the billing fields are picked out, and the pasted text itself is deleted once the payment is settled, plus thirty days.

We do not ask for dates of birth, Medicare numbers, bank account details or card numbers, and Versa Claims never connects to your bank or payment systems.

How we use it

• To provide the service: matching insurer payments to invoices, tracking lodgement dates, flagging what is unpaid or at risk, and drafting follow-ups for your staff to send.
• To support you, answer questions and fix problems.
• To keep the service secure and reliable.
• To meet our legal obligations.

We do not sell personal information. We do not use it for advertising. We do not contact your patients, ever. We do not use your records to train AI models.

AI and automated processing

Versa Claims uses an AI service to read three kinds of document your staff give it: an insurer pay advice you paste in, a pay advice you upload as a PDF, and an insurer approval email you paste in. From a pay advice it picks out the payment reference, amount, practitioner and date, then suggests which invoice the payment belongs to. From an approval email it picks out the number of sessions approved and the dates they cover. The AI is instructed to ignore anything clinical, and nothing you give it is used to train AI models.

A suggestion is only a suggestion. Versa Claims never marks an invoice paid on its own, never sends an email, and never makes a decision about a patient. A person at your practice confirms every match.

Where it is stored

Your records are stored in Sydney. The database is hosted in the Sydney region of Supabase, and the application runs in the Sydney region of Vercel.

Information sent overseas

There are limited cases where information is handled outside Australia:

• Reading pay advices and approval emails. The text of a pasted pay advice, an uploaded pay advice PDF, or a pasted approval email is sent to Anthropic, in the United States, to be read as described above. A pay advice normally carries a payment reference, an amount, a practitioner and a date. An approval email usually names the patient and the claim number. The AI is instructed to ignore anything clinical, and Anthropic does not use this information to train its models.
• Website enquiries and email. The enquiry form on this website and our email are provided by Netlify (the form) and Google (email), which may store messages on servers outside Australia.

We take reasonable steps to make sure overseas providers handle information consistently with the Australian Privacy Principles.

Who can see it

• Your staff, using your practice’s login.
• No other practice. The database enforces separation between practices on every query, and that separation is tested.
• Versa Claims, which holds the administrative access needed to run and support the service.
• The service providers named in this policy, only as far as needed to host and operate the service.
• Others only where the law requires it.

How long we keep it

• The text of a pasted pay advice, or the text read out of an uploaded PDF, is kept until the payment it describes is settled, plus thirty days. It is then deleted automatically. The billing fields read out of it are kept.
• Billing records are kept for as long as your practice uses the service.
• If you ask for your records to be removed, they are removed within thirty days.
• Enquiries are kept for as long as needed to respond and keep a record of our dealings with you.

Security

Information is encrypted in transit and at rest. Each practice has its own login with a password the practice chooses. A forgotten password is reset by a link emailed to the practice’s address; the link lasts one hour and works once. No system can be guaranteed completely secure, but we take reasonable steps to protect the information we hold from misuse, loss and unauthorised access.

Data breaches

If we become aware of a data breach affecting your records, we will assess it promptly, tell your practice without delay, and work with you on next steps. Where the Notifiable Data Breaches scheme requires it, we will notify the Office of the Australian Information Commissioner and affected individuals.

Access and correction

A patient who wants to see or correct information about them should contact their practice first, because the practice holds the source record. Practices can view and correct everything they hold in Versa Claims at any time. Every payment confirmed, lodgement recorded, match made and import run is recorded with who did it and when. If you need our help with a request, email us and we will respond within thirty days.

Taking your data with you

From Settings, your practice can download all of its records as spreadsheets that open in Excel. No request and no waiting. They are yours.

This website

This website does not use advertising or tracking cookies and does not run third-party analytics. The practice login uses only the cookies needed to sign you in, remember that your practice has finished setting up, and complete a password reset. None of them tracks you.

Complaints

If you have a concern about how we have handled personal information, email versatile.ais@gmail.com. We will acknowledge it within five business days and respond within thirty days.

If you are not satisfied, you can contact the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.

Changes and contact

We may update this policy as the service changes. The date at the top shows the latest version, and we will tell practices directly about any change that affects how their records are handled.

Questions about this policy: versatile.ais@gmail.com.