Private practice · Client files
Client files in Downloads
are still client files.
Your records system keeps notes where they belong. The intake packet you downloaded, the superbill on the desktop and the referral scan from last spring are on your laptop — and that is where a lost device or a careless email exposes them.
For Mac and Windows. Free to try, no account required.
Where client information leaks in a small practice
Files collect outside the records system
Intake forms, consent documents, insurance correspondence and telehealth attachments arrive by email and download to the same folder as everything else. Months later nobody remembers what is in there.
Deleting does not delete
Moving a file to the Trash and emptying it removes the name, not necessarily the contents. On a laptop that is sold, repaired or lost, that difference matters.
Sending a document means sending everything in it
A letter to an insurer or a referral partner often only needs part of a file. Drawing a black box in a PDF editor usually leaves the text underneath, readable by anyone who copies it.
Security that depends on remembering
A password-protected folder you have to remember to lock is a folder that stays unlocked. The safest system is the one that locks itself.
What VaultSort does on your computer
An encrypted Vault for client files
Keep active client documents in a Vault encrypted with AES-256. Open it with Touch ID, Windows Hello or a YubiKey; it locks again when you step away or the computer sleeps. A recovery code, kept somewhere safe, is the way back in if a key is lost.
Intake that files itself
Build a rule once — by name, type, date or the text inside a file — and VaultSort moves new intake forms and superbills out of Downloads on a schedule, into the folders you choose.
Redaction that removes the text
Remove client names, dates of birth and policy numbers from PDFs, scans and Word documents before you send them. The text is removed, not covered, and every redaction is checked before the file is saved.
Send securely, without a portal
Send a document as a password-protected PDF or a secure page that opens in any browser. The recipient installs nothing and needs no account; you give them the password another way.
Deletion that suits the drive
When a file’s retention period is over, VaultSort deletes it with the method that works on the drive it is on, and tells you plainly what that method can and cannot guarantee.
Nothing leaves your computer
Organizing, encryption, redaction and deletion all run locally. VaultSort never uploads client files and has no account or cloud storage to sign up for.
What VaultSort is not
- — VaultSort is not a records system and does not make a practice HIPAA compliant. It is a set of tools that can support your own safeguards and policies.
- — On an SSD — most modern laptops — no software can guarantee a single deleted file is gone. Turn on FileVault or BitLocker, and keep sensitive files encrypted before they are ever deleted.
- — If every way into a Vault is lost, nobody can recover its files, including us. Create a recovery code and keep it somewhere other than the computer.
- — VaultSort works on files on your computer. It does not connect to your records system or practice-management software.
Questions people ask
Is VaultSort HIPAA compliant?
No software makes a practice compliant on its own, and VaultSort holds no certification. It helps with specific safeguards — encryption at rest, controlled disposal, sending only what is needed — on the computer where client files actually end up.
Will you sign a BAA?
VaultSort runs on your computer and never receives your files, so there is no client information for us to hold. Whether that fits your obligations is a question for your compliance adviser.
Does the app send anything anywhere?
It sends anonymous usage data — which features are used and error reports, with file names removed — and you can turn that off in Settings. Client files are never sent.
Can I try it first?
Yes. The free version includes free uses of Premium features such as redaction, so you can try them on your own documents before you buy.
Try it on your own files
One purchase, no subscription. $24.99 once, and every feature is included.
Buying for a group practice? See business plans