How NeuroReachAI protects your data

People who reach out about depression, anxiety, OCD or PTSD are trusting your clinic with something personal. NeuroReachAI is built to keep that information limited to the people who need it.

Access control

• Role-based access. Four roles (primary administrator, administrator, coordinator and specialist) control who can edit and delete leads, restore deleted records and manage users. Specialists can view leads and add notes.
• Invite-only accounts. Team members are invited by an administrator and must set their own password on first sign-in. Deactivated users lose access immediately.
• Short sessions. Sign-in sessions expire automatically.

Data protection

• Encrypted contact details. Patient names, email addresses and phone numbers are encrypted at the field level in the database.
• Encrypted connections. The application is served over HTTPS.
• Minimal tracking of visitors. IP addresses from the intake form are stored only as one-way hashes.
• Safe deletion. Deleted leads can be restored by administrators; permanent deletion is restricted to administrators.

Accountability

• Audit log. Creating, viewing, editing and deleting leads, sending messages and running exports are written to a timestamped audit log.
• Activity timeline. Every call outcome and note on a lead is attributed to a named team member.

Communication

• Secure email. Patient emails are sent through Paubox, an email provider built for healthcare, by default.

AI with guardrails

• Humans send, not AI. AI email drafts appear in the coordinator’s email window, fully editable; nothing is sent until a team member clicks Send.
• Aggregate data for briefings. The AI pipeline briefing is generated from aggregate pipeline numbers, not individual patient records.
• Minimal context for drafts. To personalize an email, the writer uses the lead’s first name and journey details such as condition, insurance and stage. We’ll walk your compliance team through this data flow.

Questions from your compliance team

We’re happy to walk your team through our architecture, data flows and agreements. Email ask@tmsinstitute.co or bring your questions to a demo.