Privacy Policy

1. Scope of This Privacy Policy

This Privacy Policy applies to the FillBetter service, which is used by healthcare providers to assist with the completion of medical and administrative forms. Healthcare providers and authorized practice staff may access FillBetter through SAML single sign-on linked through their practice or electronic health record (EHR) system. Patients do not receive FillBetter accounts. Authorized Lotus Scientific personnel also access FillBetter to operate and support the service. This Privacy Policy applies solely to FillBetter and does not govern the privacy practices of healthcare providers, electronic health record (EHR) systems, or third parties.

2. Our Role Under HIPAA

When FillBetter processes patient information on behalf of a healthcare provider, Lotus Scientific acts as a Business Associate under the Health Insurance Portability and Accountability Act (HIPAA). Healthcare providers are the Covered Entities responsible for collecting patient information, determining the purpose and use of that information, and reviewing and submitting completed forms. Patients should direct questions about their medical records or privacy rights to their healthcare provider.

3. Information We Process

Health Information

FillBetter processes information that may include Protected Health Information (PHI), such as patient-identifying information contained in scanned forms and medical or administrative details required to complete the form. Patients provide this information to their healthcare provider in the provider's office. FillBetter does not collect PHI directly from patients.

Payment Information

Patients may submit payment information in connection with the Service. Payment information is processed by a third-party payment processor. Lotus Scientific does not store full payment card details.

Technical Information

We may process limited technical information such as timestamps, processing status, and system logs necessary to operate, secure, and support the Service.

4. How We Use Information

We use information solely to:

• Process and complete forms submitted by healthcare providers
• Return completed forms to the healthcare provider
• Support quality assurance and troubleshooting
• Maintain security, compliance, and operational integrity
• Comply with legal and regulatory obligations

We do not use patient information for marketing or advertising purposes.

5. Data Retention

Completed forms and related processing data are retained for up to fourteen (14) days after delivery of the completed form to the healthcare provider. This limited retention period allows for quality assurance and troubleshooting. After the retention period expires, data is deleted in accordance with internal policies. Healthcare providers remain the system of record for patient information.

6. Disclosure of Information

We may disclose information only as:

• Permitted or required by law and contractual obligations
• To healthcare providers who submitted the form
• To service providers acting on our behalf under appropriate contractual safeguards
• To comply with legal obligations, court orders, or regulatory requirements

We do not sell patient information.

7. Service Providers and Subprocessors

FillBetter relies on trusted third-party service providers to operate the Service, which may include cloud infrastructure providers, document and PDF processing services, artificial intelligence providers including Anthropic or OpenAI used to assist with document understanding and completion, and payment processors. These providers act under contractual obligations consistent with applicable privacy and security requirements, including HIPAA where applicable.

8. Security Safeguards

We implement administrative, technical, and physical safeguards designed to protect the confidentiality, integrity, and availability of information processed through FillBetter. These safeguards include access controls, encryption, monitoring, and workforce training. Healthcare providers and authorized practice staff may access FillBetter through SAML single sign-on linked through their practice or EHR system. Access is limited to authorized providers, practice staff, and Lotus Scientific personnel based on their roles and permissions.

9. Patient Privacy Rights

Under HIPAA, patients have rights regarding their health information, including rights to access and request amendments. Because Lotus Scientific acts as a Business Associate, requests to exercise HIPAA rights should be directed to the patient's healthcare provider, who controls the medical record.

10. Children's Privacy

FillBetter is not directed to children and does not knowingly collect information directly from individuals under the age of 18.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Updates will be reflected by a revised "Last Updated" date. Continued use of the Service after changes indicates acceptance of the updated Privacy Policy.

12. Contact Information

If you have questions about this Privacy Policy or our privacy practices, contact:

Lotus Scientific, Inc.
Email: support@lotusscientific.com