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Privacy Policy

Orion Privacy Policy

Orion Medical Billing Specialists (“Orion”, “we”, “our”, or “us”) is committed to protecting the privacy and confidentiality of all personal and medical information entrusted to us. This Privacy Policy explains how we collect, use, store, and safeguard personal information in compliance with the Protection of Personal Information Act, 4 of 2013 (POPIA) and applicable healthcare regulations in South Africa.

Information we collect

In providing billing and practice-management services, Orion may collect and process the following categories of information:

 

  • Personal Information: Names, ID numbers, contact details, addresses, medical aid/insurer information.

  • Medical Information: Diagnostic and treatment codes, claims details, procedure notes, referrals (where required for billing).

  • Financial Information: Bank account details, payment history, billing records.

  • Practice Information: Practitioner details, practice numbers, and related administrative information.

2. How We Collect Information
 
 
We may collect information directly from:
 

  • Medical practitioners and their staff,

  • Patients (where necessary for claim submission),

  • Medical aids, insurers, or third-party administrators,

  • Digital platforms (e.g., Orion’s app and practice management system).

 
 
 
 
3. How We Use Information
 
 
We process personal information only for lawful purposes, including:
 

  • Submitting and processing medical aid and insurance claims,

  • Managing billing, collections, and reconciliations,

  • Preparing financial reports for medical practices,

  • Communicating with practitioners, patients, and insurers,

  • Compliance with legal, regulatory, and audit requirements.

 
 
 
 
4. Sharing of Information
 
 
Orion will never sell or misuse personal information. Information may only be shared with:
 

  • Medical aids and insurers for claims processing,

  • Authorised Orion staff and trusted service providers under confidentiality agreements,

  • Legal service providers (only with practitioner consent, where legal debt collection is required),

  • Regulators, auditors, or authorities where required by law.

 
 
 
 
5. Data Storage & Security
 
 
We implement appropriate organisational and technical safeguards, including:
 

  • Secure digital platforms with encrypted access,

  • Restricted access to sensitive information,

  • Regular data backups and monitoring,

  • Staff training on confidentiality and POPIA compliance.

 
 
Personal information is retained only as long as necessary to fulfil billing obligations, comply with legal requirements, and maintain accurate records.
 
 
 
6. Your Rights
 
 
In terms of POPIA, you have the right to:
 

  • Request access to your personal information,

  • Request correction or deletion of inaccurate information,

  • Object to the processing of your information (where lawful grounds allow),

  • Lodge a complaint with the Information Regulator of South Africa.

 
 
 
 
7. International Transfers
 
 
Where necessary, Orion ensures that any transfer of information outside South Africa complies with POPIA and is subject to equivalent levels of protection.
 
 
 
8. Updates to this Policy
 
 
We may update this Privacy Policy from time to time. Updated versions will be published on our website www.orionmbs.co.za with the effective date clearly indicated.

 

9. Contact Us

 

 

If you have any questions or concerns about this Privacy Policy or how your information is handled, please contact us:

 

Email: info@orionmbs.co.za

Phone: 083 415 4235

Website: www.orionmbs.co.za

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