Scope and Purpose

This Privacy Policy (“Policy”) outlines how QuickClaimMed (“QuickClaimMed”, “we”, “us”, “our”) and its affiliated entities collect, use, and disclose information gathered from individuals who access our websites, applications, and services (collectively, “Sites”), including those linked to this Policy. This Policy also applies to offline data collection, such as interactions with our physical locations or representatives at events, as well as other scenarios where this Policy is provided.

The terms of this Policy do not cover product offerings from QuickClaimMed that have separate privacy policies, nor does it cover third-party websites linked on our Sites. QuickClaimMed does not control or assume responsibility for third-party privacy practices, and we encourage you to review the privacy policies of those sites.

In compliance with the Health Insurance Portability and Accountability Act (HIPAA), QuickClaimMed processes data on behalf of healthcare providers under our agreements, including Business Associate Agreements (BAAs), where applicable. Your healthcare provider may have their own privacy policies regarding your data, and we encourage you to review those policies independently.

Services Provided by QuickClaimMed

Headquartered in the United States, QuickClaimMed offers Medical billing, Medical coding, Revenue Cycle Management (RCM), and provider credentialing services to healthcare providers across the country. Our secure, cloud-based healthcare solutions support providers with comprehensive tools, including electronic health records (EHR), patient engagement features, and Medical coding services designed to enhance operational efficiency. For more details, please visit the “About” section on our website.

Communications and Transparency Policy

At QuickClaimMed, we prioritize transparency, compliance, and respect in our communication practices. As a provider of medical billing, coding, and RCM services, we ensure that all communication aligns with industry standards, including HIPAA compliance, and is conducted professionally with respect for client preferences. Below, we detail how we manage client communications.

Communication Methods

1. SMS Notifications
   We use SMS exclusively for work-related communications with our clients, such as billing updates, claim status, and RCM service information. We do not engage in unsolicited marketing through SMS.
   
   Example SMS:
   “Hi Dr. [Name], your January billing update is now available in your portal. Please review and contact us if you have any questions. —QuickClaimMed Team”
2. RingCentral Communications
   We rely on RingCentral for direct communications with both healthcare providers and internal staff. This includes processing
   Medical billing inquiries and resolving Medical coding issues.
   
   Example RingCentral Message:
   “Hello Dr. [Name], your claim has been processed. Please check your portal for details or let us know if you need any assistance.”
   

    

3. Initial Contact Procedure
   We do not initiate unsolicited marketing messages. If a healthcare provider fills out the “Contact Us” form on our website, they consent to be contacted by our team via phone to schedule a consultation or demo of our Medical billing and RCM services.
   

    

Consent and Opt-Out

Before sending any SMS communication, clients must explicitly consent to receiving service-related messages. Consent is provided during the initial interaction, such as when healthcare providers schedule consultations or request demos of our services.

Clients can opt out of SMS communications at any time by replying “STOP.” Once consent is revoked, no further messages will be sent unless initiated by the client.

HIPAA Compliance and Data Security

QuickClaimMed is fully HIPAA compliant, ensuring the security of Protected Health Information (PHI) with the following measures:

1. Encryption: All data, including SMS, calls, and emails, is encrypted during transmission and at rest to protect PHI.
2. Access Controls: PHI is only accessible to authorized personnel with the proper clearances.
3. Business Associate Agreements (BAAs): We ensure that all third-party vendors, including RingCentral, comply with HIPAA regulations.

Additionally, all client data is stored securely on HIPAA-compliant servers, and we conduct regular security audits to ensure compliance with industry standards.

Data Protection and Privacy Commitment

QuickClaimMed is committed to safeguarding your information. We do not sell, rent, or trade contact information to third parties. Personal data is retained only as long as necessary to fulfill the purpose for which it was collected and in accordance with legal requirements.

If your contract with QuickClaimMed ends, all communications cease, and your data is securely archived following HIPAA guidelines.

Transparency and Client Rights

We believe in clear and honest communication. Whether you are a prospective client or an existing customer, our practices are designed to provide transparency and maintain HIPAA compliance. If you have any questions about this Policy or wish to update your communication preferences, please contact us directly via our website or by email [email protected].

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SMS Communication Policies

We do not send marketing or promotional messages via SMS. Our SMS communications are strictly limited to work-related updates and support for our contracted clients.

When do you use SMS to communicate?

SMS is used only after a provider becomes a contracted client, and we use it solely for service-related updates and support.

How does opt-in for SMS work?

Consent is obtained when clients provide their details or fill out our forms. However, SMS is used only after they have become contracted clients.

Can clients opt out of SMS communication?

Yes, clients can opt out by replying “STOP” to any SMS. We will immediately cease all SMS communication. This option is also available if a contract ends.

Do you use automated messaging?

No, we do not currently use automated messaging. If we choose to implement automated messaging in the future, it will fully comply with RingCentral’s policies and guidelines.

What guidelines do you follow for SMS communication?

We comply with RingCentral’s policies, such as adhering to message limits, avoiding link shorteners, and obtaining express consent.

Are there prohibited messages or campaigns you avoid?

Yes, we avoid sending messages related to loans, debt relief, political ads, or any prohibited content according to RingCentral guidelines.

What happens if a client’s contract ends?

All SMS communication stops once a contract ends. However, we still provide opt-out instructions for added peace of mind.

Are you compliant with HIPAA regulations?

Yes, Quick Claim Med ensures full compliance with HIPAA regulations, safeguarding all communication and client information.

Personal Data Collection and Use

BellMedEx collects various types of personal data depending on the nature of your interactions with us. Here are the broad categories of personal data collected over the past 12 months:

• Identifiers: Personal details like your name, email address, and IP address.
• Customer Records: Includes postal addresses, phone numbers, etc.
• Commercial Information: Data related to purchased products or services.
• Network Activity: Information about how you interact with our website.
• Professional Information: Job titles, employer details, etc.
• Geolocation Data: General or precise location based on your IP address or GPS data.

How We Collect Your Personal Data

Your personal data is collected through various methods:

• Direct information you provide, such as forms, service requests, surveys, and customer service inquiries.
• Automatic data collection tools (cookies, pixels, etc.) to gather information about your device and website activity.
• Data from third parties, including social networks, lead generation companies, and business partners.

How We Use Your Personal Data

We use your data to:

• Respond to your requests and improve our services.
• Identify and authenticate you as a client or user.
• Communicate with you, including sending surveys and service-related updates.
• Maintain the security and functionality of our services and comply with legal obligations.
• Safeguard our personnel, clients, and the public.

Sharing Your Personal Data

We may share your personal information with:

• External service providers for services like analytics, market research, and advertising.
• Affiliates and related entities for business operations.
• Legal authorities or third parties if required for legal reasons, such as national security or law enforcement requests.
• Third-party vendors or service providers for business operations, such as surveys, focus groups, or market research.

How We Safeguard and Retain Data

We use security measures like encryption to protect your information. However, while we strive to keep your data secure, we cannot guarantee complete security. We retain your data only as long as necessary for business or legal reasons.

Data Collection Technologies (Cookies)

We use automated technologies like cookies, pixels, and ad tags to enhance user experience and collect data for statistical analysis. These technologies also help us deliver personalized ads based on your behavior on our sites.