This security notice pertains to the security measures in place at Tebra for protection of personal and protected health information in connection with the use of the Kareo web site, and the Kareo Billing, Kareo Clinical, Kareo Engage, Kareo Telehealth, Kareo Cloud, and Kareo mobile applications (collectively, the “Service”).
How We Protect Your Data on Our Web-based Software Services
What This Security Notice Covers
Unique identification of users
To comply with the HIPAA requirements and to provide a secure service, Tebra requires all users to have a unique username. Tebra currently requires a valid email address to be the username for the Service.
In addition to a unique username, every user account must be protected with a password of sufficient complexity. Tebra allows its customers to set their own password complexity policy. If your user account has access to multiple Kareo customers, you will be required to use the more restrictive policy.
All Service sign-ins are protected by account lock-out systems. If a user incorrectly authenticates a number of times or the user’s account is locked by a system administrator, their user account will be locked until a system administrator of the user’s account unlocks it. Tebra’s support team is prohibited from unlocking user accounts unless the account is the system administrator account.
Security on the Kareo web site
Service users may choose to sign into their account at the Kareo platform web site in order to access the downloads or account status. Such sign-ins are protected by TLS security. Your browser will usually display an indicator (such as a “lock” icon) when using a secure TLS connection.
Security in the Service
The Service communicates with secure Tebra-hosted and -controlled servers and networks. All communications are secured with public-key encryption. Tebra disallows the use of low cipher strength in our production service.
Tebra helps to ensure physical and technical security protections of customer data, as it uses servers located in SOC 2 type 2 certified hosting providers.
Tebra employs redundant, next-generation firewalls, intrusion detection and prevention services monitored 24X7X365. Critical servers are protected with industry-leading Endpoint Detection and Response protection. Tebra uses a PCI Approved Scanning Vendor (“ASV”) as well as internal and external threat prevention delivering timely and accurate reports of our production services.
In addition to these controls, Tebra deploys up to date advanced threat protection services which help to identify, block, and track hacking attempts, scans, data breaches, adware, malware, spyware, Trojans, phishing attempts and other equally malicious requests.
Every user in the Service belongs to one or more roles. A role is defined by each customer and is assigned a set of permissions. Tebra roles follow an allow-then-deny pattern of applying permissions—such that multiple role permissions are combined, and then filtered against any role’s restrictions.
In accordance with HIPAA policies, the Service will automatically lock up if left unattended for a period of time. Correct credentials of the user will need to be provided prior to using the application again.
Tebra password policy
Tebra system passwords are meant to help protect sensitive patient medical and financial records, as well as practice financial information. They serve as a deterrent to malicious agents as well as protection against casual or accidental lowering of security through carelessness.
The passwords need to be at least (8) eight characters long and have to maintain a level of complexity such that they will not be easily guessed or cracked by a determined attacker.
A user may change their password at any point in the application or the Kareo platform web site. Passwords changed by third parties will immediately expire to allow users to log in but also to ensure that they immediately change their passwords to something that only they know.
Tebra will never store any passwords in permanent storage in a way that is reversible. The Service will never show the password in plain-text, human-readable form.
Enabling two-factor authentication (“2FA”) is an additional layer of security that is recommended for all accounts. Only system administrators can enable 2FA. When 2FA is enabled, it is enabled at the account level and enabled for all users for all practices under the account.
Tebra’s support team is prohibited from changing authentication settings unless the account is the system administrator account.
Changes to this security policy
Tebra may update this policy at any time for any reason. If there are any significant changes to how we handle security, we will make a reasonable commercial effort to send a notice to the contact email address specified in your company’s Tebra account or by placing a prominent notice on our site.
If you have questions or suggestions, you can contact us at:
Tebra Security Administrator
1111 Bayside Drive Suite 150
Corona Del Mar, CA 92625
To report a security violation, please call us at 888-77-KAREO (888-775-2736).
Last Updated: This policy was last updated on December 03, 2022.