Caretrics processes your clinic's billing and scheduling data to find and recover revenue leaks. Below is what we retrieve from your practice-management system, the smaller set we actually keep, and what we never touch at all.
We draw that distinction deliberately. We retrieve whole reports, and some of those reports contain columns we have no use for. Saying "we never see it" would be easier to write and less true.
This is the data that lands in Caretrics and drives what you see.
| Data Category | Details |
|---|---|
| Appointment schedules | Dates, times, practitioner assignments, appointment types, cancellations, no-shows |
| Billing records | Invoice number, status, amounts, payment dates, outstanding balances, aging |
| Payment and collection data | Payment methods, collection status, write-offs |
| Insurance policy status | Authorization dates, expiry dates, visit limits, policy status |
| Staff schedules and productivity | Hours scheduled, arrived clients, utilization, treatment counts |
| Patient name and identifier | Used to attach a balance or a task to the right person. How much of the name appears on screen is your choice: initials, first name, or full name for billing staff who need it to verify claims with payers. Set it in Settings > Recovery > Patient Identity Display |
Your practice-management system returns these columns inside reports we pull for the data above. We do not parse them, store them, index them, display them, or report on them. Downloaded report files are temporary: they are deleted automatically once processed.
| Data Category | What happens to it |
|---|---|
| Procedure and diagnosis codes | Some systems place these in a free-text field on the invoice report. We never read that field. Our scheduled pulls remove it as soon as the report is downloaded, before the file is saved, and the browser extension's daily syncs never download that report |
| Insurance subscriber and member numbers | Present on the insurance policy report. Deleted with the report file, never stored |
| Free-text policy notes | Present on the insurance policy report. Deleted with the report file, never stored |
| Adjuster contact details | Present on the insurance policy and claims reports. Deleted with the report file, never stored |
| Health card number, birth date, injury date, employer, claim description | Present on the insurance claims report. Deleted with the report file, never stored |
| Data Category | Status |
|---|---|
| Clinical notes, chart entries, treatment plans | Never accessed, never stored, never transmitted |
| Patient contact info (phone, email, home address) | Never accessed |
| Payment card or banking data | Never accessed (Stripe handles payments) |
| Patient photos or documents | Never accessed |
We are read-only in your practice-management system. Caretrics never creates, edits, or deletes a record there.
Every clinic controls how patient identity is handled. Select your mode in Settings and change it any time.
Privacy-first operational visibility
Patient identifiers are replaced with anonymous references. You see patterns, cohorts, and trends — no individual patient data leaves your clinic.
What you see
“12 patients needing follow-up”
Pseudonymized references only
Analytics-only tools claim they never see patient data. That sounds safe — but it means they can't tell you which patients to call, which invoices to collect, or whether the money was actually recovered.
The gap between seeing a problem and fixing it is where clinics lose money. Caretrics gives you the choice: start with privacy-max analytics, and enable Recovery Mode when you're ready to act.
| Control | How |
|---|---|
| Choose your data mode | Settings > Recovery > Patient Identity Display |
| See how current your data is | Data freshness indicators on every dashboard page |
| Pause or disconnect | End access at any time, or pause from Settings |
| Delete your data | Email privacy@caretrics.com or contact support |
| Request a DPA | Available for all plans. Email enterprise@caretrics.com |
| Export your data | CSV or JSON export within 5 business days on request |
| Revoke access instantly | You control access and can disconnect at any time |
Our security team is ready to walk through our data handling in detail.
Last updated: September 2026
