Provider and Payer Information
Clinical utility of MamaBear
Medical Necessity
Use of the MamaBear Health platform is medically necessary to support the timely evaluation and management of pediatric respiratory symptoms when in-person assessment is delayed or unavailable. The tool enables secure, HIPAA-compliant collection of structured symptom data (including video, environmental exposure, and symptom duration) to facilitate clinician review and appropriate triage, reducing risk of delayed diagnosis and unnecessary antibiotic use.
Justification of Medical Necessity
MamaBear Health is a medically necessary store-and-forward telehealth platform that allows asynchronous clinical review of pediatric respiratory symptoms when live telehealth or in-person evaluation is not feasible. This service supports early intervention, reduces avoidable urgent care and emergency visits, and promotes adherence to evidence-based care plans in accordance with state and federal telehealth policies.
Workflow
MamaBear Report
The MamaBear Report was developed in collaboration with pediatric specialists. It distills the key information clinicians say is most helpful when making a well-informed referral decision — including structured symptom data, context (such as exposure or triggers), and optional video or images. By organizing this data in a consistent format, the MamaBear Check-In helps reduce unnecessary back-and-forth and supports timely, efficient triage and care coordination.
How we store and protect patient data
Patient data submitted through MamaBear Health is securely stored on HIPAA-compliant servers hosted by TierPoint, a U.S.-based data center provider specializing in enterprise-grade infrastructure. Our hosting environment is managed by Scala Hosting, which ensures data is encrypted both in transit and at rest, with access restricted through role-based controls and monitored via audit logs.We have a Business Associate Agreement (BAA) in place with our infrastructure partners to ensure that all handling of protected health information (PHI) complies with HIPAA requirements. Access to submitted reports (including video and symptom data) is provided through secure, time-limited weblinks that are generated upon submission. These links are designed to be EHR-friendly and accessible without requiring login, making them easy to view during a clinical workflow. If needed, the report can also be submitted via Epic InBasket or a secure message, depending on the clinic’s preference. If you have questions or need support accessing a report, please get in touch with us at mamabear@LoonMD.com.
Our HIPAA Compliance Measures
If you are a covered entity or care team member with questions about our HIPAA compliance practices, please contact us at mamabear@LoonMD.com.
- Data Encryption: All PHI is encrypted both in transit (via TLS 1.2 or higher) and at rest.
- Access Controls: Access to PHI is restricted to authorized personnel using role-based permissions and multi-factor authentication.
- Audit Logging: All access and activity related to PHI is logged and monitored to ensure compliance and traceability.
- Business Associate Agreements (BAAs): We maintain signed BAAs with all third-party vendors who process or store PHI on our behalf, including our hosting and infrastructure providers.
- Incident Response & Breach Notification: In the event of a data breach involving PHI, we follow HIPAA’s breach notification requirements, including timely communication to affected parties and regulatory authorities.
- Workforce Training: All staff and contractors with access to PHI undergo HIPAA training and are bound by confidentiality agreements.
- Minimum Necessary Standard: We limit data collection and access to the minimum information required for patient care coordination and app functionality.
Insurance Information
MamaBear is a Store-and-forward telemedicine service that allows patients to upload health information—such as images, videos, or audio recordings—for providers to review at a later time. It’s commonly used in specialties like dermatology, radiology, wound care, and speech therapy, where real-time interaction isn’t necessary. Unlike live telehealth visits, this approach enables more flexible care and efficient use of clinician time.
As of 2024, over 37 state Medicaid programs reimburse for store-and-forward services, though coverage details vary by state and specialty. Private insurers in approximately 34 states are also required to reimburse for asynchronous telehealth services, often at the same rate as in-person visits when billed with the correct modifier (e.g., GQ). Medicare coverage remains limited, with only specific asynchronous codes reimbursed—such as G2010 and G2012—and typically at lower rates than traditional office visits.
For a detailed breakdown of which states reimburse for asynchronous telemedicine and the corresponding reimbursement rates, click here to view the full report.
HIPAA Compliance
MamaBear Health and its parent company, Loon Medical, LLC, are committed to full compliance with the Health Insurance Portability and Accountability Act (HIPAA). We follow strict administrative, physical, and technical safeguards to protect the privacy and security of protected health information (PHI).
Electronic Health Record
We welcome your feedback on which EHR platforms or communication systems you’d like us to integrate with next. Your input helps us improve care coordination across diverse workflows—contact mamabear@loonmd.com.
MamaBear Health is currently integrated with Epic, enabling reports to be delivered securely via medical messaging directly into the patient’s chart.
If you did not receive a child’s report or need assistance accessing it, please get in touch with us at mamabear@LoonMD.com. We typically respond within one business day. For urgent cases, include “URGENT” in the subject line so we can prioritize your request.
Parents also have the option to:
- Send the secure weblink directly to your clinic’s email address during submission
- Or, if they chose to receive a copy themselves, forward the weblink from their email account
Contact MamaBear
Need Help?
If you did not receive a MamaBear Health report, have questions about the information provided, or need support managing a patient who used the app, please contact us directly. If you did not receive a child’s report, you may ask the parent to forward the secure weblink to you from their email.
Email: mamabear@LoonMD.com
We’ll respond promptly between 8:00 a.m. and 5:00 p.m. CST to ensure continuity of care. Outside of those hours we will respond within one hour of our help desk opening at 8 am CST. Please mark your request URGENT if you require immediate attention.
When you email, include the following information if applicable:
- Child’s Name: [Child’s Full Name]
- Child’s Date of Birth [MM/DD/YYYY]
- MamaBear Weblink (if applicable)
- Your (or clinic’s) Email Address where you can be contacted about this issue
- Your (or clinic’s) Phone Number where you can be contacted about this issue
NOTE: For protected information, please use only encrypted channels unless the patient has authorized such communication.
