WebChartMD is the healthcare brand of Xelex Digital, LLC, a leader in innovative software solutions that increase productivity and provide clients with a competitive advantage.
WebChartMD's cloud-based platform specializes in voice recording technology combined with industry-leading online workflow tools that provide an end-to-end solution for creating and managing clinical documentation.
Since 2007 over 40 million minutes of audio and over 23 million documents have been generated using WebChartMD by over 40,000 healthcare and other professionals that use a dictation and transcription workflow, such as lawyers, social workers, military and government employees, law enforcement agents, mental health providers, insurance adjusters, and others. Xelex Digital is based in Johnson City, Tennessee.
Developing software that's easy to use. We strive to create the best visual and functional user experience possible for our clients.
Highly optimized infrastructure. Efficient, secure and optimized infrastructure that is 100% virtualized for quick deployment within existing client environments, or for use as a cloud-based system.
Voice recording expertise. Telephone and audio file recording software used to capture and record single and multiple speaker dictations and recordings, and to move those recordings through a document creation workflow.
Document creation and distribution. Software used in document creation, editing, distribution and management, including tracking and storing document iterations and maintaining version control.
Robust process controls. Software used by authors, transcriptionists and transcription companies to manage all aspects of the production process used to convert audio files to documents / transcripts.
Productivity and analytics tracking. Software used to track productivity and financial analytics related to document production.
Document Interfacing and Distribution. Software used to electronically distribute documents into other document repositories, including interfaces into electronic health record (EHR) systems.
WebChartMD is committed to protecting your privacy. This Privacy Statement sets forth our current privacy practices with regard to the information we collect when you or your computer interact with our website.
Additional information related to the policies and practices we follow to protect PHI (protected health information) can be found in our posted documentation, “Sensitive Data Protection.” By accessing Xelex Digital/www.Xelex Digital.com, you acknowledge and fully understand our Privacy Statement and freely consent to the information collection and use practices described in this Website Privacy Statement.
Information We Collect and How We Use It
Xelex Digital collects certain information from and about its users three ways: directly from our Web Server logs, the user, and with Cookies.
Web Server Logs
When you visit our Website, we may track information to administer the site and analyze its usage. Examples of information we may track include:
Your Internet protocol address.
The kind of browser or computer you use.
Number of links you click within the site.
State or country from which you accessed the site.
Date and time of your visit.
Name of your Internet service provider.
Web page you linked to our site from.
Pages you viewed on the site.
Personal Information of Users
Visitors to our website can register for an online demonstration of Xelex Digital. When you register, we will request some personal information such as name, address, email, telephone number or facsimile number, and other relevant information.
You may also be asked to disclose personal information to us so that we can provide assistance and information to you. For example, such data may be warranted in order to provide online technical support and troubleshooting to our clients. Xelex Digital does not disclose personally identifiable information we collect from you to third parties except:
To fulfill your service requests for services
To protect ourselves from liability
To respond to legal process or comply with law
One of the primary purposes of cookies is to provide a convenience feature to save you time. For example, if you personalize a web page, or navigate within a site, a cookie helps the site to recall your specific information on subsequent visits. Hence, this simplifies the process of delivering relevant content and eases site navigation by providing and saving your preferences and login information as well as providing personalized functionality.
Xelex Digital reserves the right to share aggregated site statistics with partner companies, but does not allow other companies to place cookies on our website.
You have the ability to accept or decline cookies. Most Web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies. If you reject cookies by changing your browser settings then be aware that this may disable some of the functionality on our Website.
Accessing Web Account Information
We will provide you with the means to ensure that personally identifiable information in your web account file is correct and current. Access to your personally identifiable information can be found in your online account, under Settings, “Password” and Settings, “User Manager.”
Changes to this Statement
Xelex Digital has the discretion to occasionally update this privacy statement. When we do, we will also revise the “updated” date at the top of this Privacy page. We encourage you to periodically review this privacy statement to stay informed about how we are helping to protect the personal information we collect. Your continued use of the service constitutes your agreement to this privacy statement and any updates.
If you have questions regarding our Privacy Statement, its implementation, failure to adhere to this Privacy Statement and/or our general practices, please contact us at privacy@Xelex Digital.com, or send your comments to:
Attention: Privacy Statement Personnel
PO Box 6154
Johnson City TN 37602
Sensitive Data Protection
Protecting sensitive data across all industries is a core responsibility for Xelex Digital. This includes Patient Privacy and Document Security features required for HIPAA compliance within healthcare. Our solution employs numerous security and audit features including:
Encryption and password protection
Xelex Digital utilizes the following primary features for Audit and Security:
All Web traffic is sent over a 128-bit encrypted SSL channel.
All dictations and documents are stored in an encrypted form in the database. A 256-bit AES (Rijndael) encryption scheme is used to accomplish this. The same scheme is also approved for securing TOP SECRET US Government data by the NSA (PDF).
All passwords are stored using a one way hash and a random salt value. When users authenticate themselves on the web portal, the passwords entered are hashed as well and only hashes are compared, thus increasing user password security.
Xelex Digital attaches two different audit trails to every document:
Document History Audit Trail
Xelex Digital captures and stores all versions of documents edited via the Xelex Digital portal in a Document History audit trail. This insures a complete and transparent record of any edits made to patient records, including the time and date of edit, and the author of the edits.
Comprehensive Audit Trail
All document and dictation access is captured in a comprehensive audit trail, with every action taken against the document or dictation being made available to view via the web portal. Each action is also marked with a date/time stamp, the type of action, and the username of the person who performed the action.
Protecting PHI in the Digital Workplace
Xelex Digital takes the following steps to protect PHI from being stored on the computers of employees involved in the production and management of patient healthcare information:
Deletion of artifacts from the Temp and Temporary Internet folders acquired during the user’s session.
Deletion of transcribed document from the transcriptionist’s computer following file upload.
Certifications and Documentation
All healthcare clients must sign Xelex Digital’s Business Associate Agreement (PDF) at the time of formalizing the business relationship.
Current Risk Assessment.
Current Risk Management Plan.
Current SOC1 Report
Current SOC2 Report
Current Vulnerability Scan
Current Disaster Recovery Plan
Current Security Compliance Assessment Reports