Can a healthcare administration company license its business records to AI companies?

Updated October 25, 2026 · How we research

What does this page cover, and what does it not?

This page is for companies that run the business side of healthcare: practice management firms, medical billing companies, credentialing services, scheduling and call center vendors, and the administrative staff of clinics and groups. It covers only records about how the business operates.

It does not cover clinical records, medical transcripts, or anything about patients' health. Those are handled on a separate track through our sister site, licensemydata.com, which deals with clinical and medical data. If clinical data is what you have, start there instead.

Why does patient information have to stay out?

HHS (U.S. Department of Health and Human Services) explains that the HIPAA Privacy Rule protects individually identifiable health information held by covered entities (health plans, clearinghouses, and most providers) and their business associates, in any form. It includes information about a person's health, their care, and payment for that care. Billing companies and other vendors that handle this information for providers are typically business associates, bound by contracts that limit how they can use it.

That means claims, remittances, patient statements, appointment records, and patient calls are all likely to contain protected health information. HIPAA does allow properly de-identified data, through either a defined list of identifiers to remove or an expert's determination, but that is a specialized process and belongs on the clinical track, not in a business-records license. For this site, treat patient information as excluded.

What systems does a healthcare administration company usually run on?

Typical systems include practice management and revenue cycle software. athenahealth, for example, describes its revenue cycle product as covering claim creation, coding, billing, scheduling and eligibility checks, and denial management. Those systems are full of patient information.

Alongside them, companies keep the usual business tools: email and chat, shared drives, HR and payroll, accounting, vendor contracts, and ticketing for internal IT. These are where licensable, non-clinical records are more likely to be found.

Which non-clinical records may be of interest?

Buyers interested in healthcare operations generally want process knowledge. Records that may fit, once confirmed to contain no patient information, include the following.

• Internal procedures and training material for billing, coding, or front-desk work, written without real patient examples.
• Payer policy summaries and workflow guides your team wrote from public sources.
• Vendor management, purchasing, and contract administration records.
• Internal IT tickets and project records that do not involve patient systems' data.
• Staffing and scheduling process documents, cleaned of employee personal data.

What usually has to be excluded?

Typical exclusions include the following.

• All patient information: names, dates, account numbers, diagnoses, procedures, and payments.
• Claims, remittances, eligibility responses, and patient statements.
• Recorded or transcribed patient calls and patient messages.
• Clinical notes and medical records of any kind (see licensemydata.com).
• Data covered by business associate agreements with your clients.
• Employee health and HR records.

How does a healthcare administration company get started?

First, confirm with your privacy officer or lawyer which of your systems hold patient information, and set those aside entirely. Then review your business associate agreements, since they may restrict even internal uses of client-related material. What remains, usually internal procedures and operations records, is the starting point. If your real interest is clinical data, go to licensemydata.com.

• Read the guide on what can be excluded.
• Read the guide on who owns the data.
• Read the guide on preparing a data inventory.
• Read the guide on whether your company qualifies.

General information, not legal, tax or financial advice.