HIPAA COMPLIANCE NOTICE: ClaimsCrafter is committed to protecting your privacy and maintaining HIPAA compliance in all our healthcare billing services.

1. Information We Collect

Personal Information:

Name, address, phone number, email address
Business information (practice name, tax ID, NPI numbers)
Financial information (bank account details for payments)

Protected Health Information (PHI):

Patient names, addresses, and contact information
Insurance information and policy numbers
Treatment codes and billing information
Medical and dental procedure details

2. How We Use Your Information

We use your information solely for the purposes of providing billing services:

Processing insurance claims and billing
Verifying patient insurance eligibility
Communicating with insurance companies
Providing customer support and account management
Complying with legal and regulatory requirements

3. HIPAA Compliance & Data Security

We maintain strict HIPAA compliance through:

Encrypted data transmission and storage
Access controls and user authentication
Regular security audits and risk assessments
Employee training on HIPAA requirements
Business Associate Agreements (BAAs) with all vendors

4. Information Sharing & Disclosure

We do not sell, trade, or rent your personal information. We may share information only in the following circumstances:

Authorized Disclosures:

With insurance companies for claims processing
With healthcare clearinghouses for billing
With your written authorization

Required Disclosures:

When required by law or court order
To prevent serious harm to health or safety
For law enforcement purposes as permitted by law

5. Data Retention & Deletion

We retain your information only as long as necessary for business purposes and legal requirements:

Billing records: 7 years after final payment
PHI: As required by HIPAA and state laws
Account information: 3 years after account closure
Marketing data: Until you opt out

6. Your Rights

Under HIPAA and privacy laws, you have the right to:

Access your personal information
Request corrections to inaccurate information
Request restrictions on use or disclosure
File a complaint with us or the Department of Health and Human Services
Request an accounting of disclosures

7. Website Privacy & Cookies

Our website may collect non-personal information through:

Cookies: For website functionality and analytics
Log files: IP addresses, browser types, referring pages
Analytics: Google Analytics for website improvement

You can disable cookies in your browser settings, but this may affect website functionality.

8. Third-Party Services

We work with HIPAA-compliant third-party vendors for:

Data hosting and cloud storage
Payment processing
Insurance claim clearinghouses
Communication platforms

All third-party vendors sign Business Associate Agreements (BAAs) and maintain appropriate security measures.

9. Data Breach Notification

In the event of a data breach involving PHI, we will:

Notify affected individuals within 60 days
Report to the Department of Health and Human Services
Notify local media if breach affects 500+ individuals
Provide detailed information about the breach and remediation steps

10. International Data Transfers

Your information is stored and processed in the United States. If you are located outside the US, your information may be transferred to, stored, and processed in the United States where our servers are located.

11. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of any material changes by posting the updated policy on our website and sending notice to your registered email address.

12. Contact Information

For questions about this Privacy Policy or to exercise your privacy rights, contact us at:

ClaimsCrafter Privacy Officer

Phone: (475) 241-5435

Email: privacy@claimscrafter.com

For HIPAA-related complaints, you may also contact the Department of Health and Human Services at www.hhs.gov/hipaa