Privacy Policy

Who We Are

Mobile Audiology LLC (DBA Valor Medical Services) provides audiological evaluation services for veterans and active-duty service members, primarily in support of VA Compensation & Pension (C&P) examinations. We operate through a network of licensed audiologists across multiple states.

This privacy policy applies to:

• Our public website at mobileaudiology.org
• Our provider portal used by our contracted audiologists
• Our patient intake forms, hosted by Cognito Forms — a HIPAA-compliant form platform with a signed Business Associate Agreement on file

What Information We Collect

We keep data collection to the absolute minimum necessary to schedule, document, and reconcile your appointment.

Information collected through our patient intake form (Cognito Forms):

• Name, date of birth, and contact information as required for your exam
• Relevant health history needed to conduct your audiological evaluation
• This information is collected and stored by Cognito Forms under a signed HIPAA Business Associate Agreement and is used solely to prepare for and conduct your examination

Information stored in our provider portal (for scheduling and billing):

• Last name — used to match your appointment to your TPA case
• TPA case ID number — the reference number assigned by the contracting agency
• Date, time, and general city of your appointment
• Procedure codes reflecting the services performed during your visit (e.g., audiological evaluation)

How We Use Your Information

The information we collect is used exclusively for:

• Scheduling and confirming your appointment with a licensed audiologist
• Verifying that services were completed and documenting which procedures were performed
• Reconciling appointment records with TPA billing statements to ensure accuracy
• Sending SMS appointment reminders and logistics information to veterans prior to their scheduled appointment. Message frequency varies based on appointment scheduling. Message and data rates may apply. Reply STOP to opt out of SMS messages at any time.
• Resolving any discrepancies between our records and the contracting agency's records

We do not use your information for marketing, advertising, research, or any purpose beyond managing your appointment and our billing records.

Who Has Access to Your Information

Access to appointment records is strictly limited:

• The audiologist assigned to your appointment can view their own appointment records only
• Administrative staff at Mobile Audiology can access records for billing reconciliation purposes
• No other parties — including other providers, third-party marketers, or advertisers — have access to your information

Our provider portal enforces these restrictions at the database level, meaning it is technically impossible for one provider to access another provider's appointments.

How We Protect Your Information

• All data is encrypted in transit (HTTPS) and at rest
• Provider portal access requires a verified login with multi-factor authentication on new devices
• Sessions automatically expire after a period of inactivity
• All access is logged and auditable
• We do not store payment card information — provider pay is processed through secure payroll systems

Our Website

Our public website at mobileaudiology.org does not collect any personal information from visitors. There are no contact forms that store your data, no login requirements, and no tracking cookies used for advertising.

The website may use basic analytics (such as page view counts) to understand how visitors use the site. This data is anonymous and cannot be used to identify individual visitors.

Data Retention

We retain appointment records only as long as required for billing reconciliation and any contractual obligations with the TPA. Records are securely deleted when no longer needed in accordance with our internal data retention schedule.

Your Rights

You have the right to:

• Request a copy of any information we hold about you
• Request correction of any inaccurate information
• Request deletion of your information, subject to any legal retention requirements

To exercise any of these rights, contact us using the information below. We will respond within 30 days.

Changes to This Policy

If we make material changes to this privacy policy, we will update the effective date at the top of this page. We encourage you to review this page periodically. Continued use of our services after any changes constitutes acceptance of the updated policy.