1. Introduction
Welcome to MedexCareLLC (“Company,” “we,” “our,” or “us”), a medical billing company headquartered in Texas, United States. We specialize in providing medical billing, coding, revenue cycle management, credentialing, and related administrative services to healthcare providers.
We are committed to safeguarding the privacy, confidentiality, and security of all personal and health-related information entrusted to us. This Privacy Policy explains how we collect, use, disclose, store, and protect information through our website and in the course of providing our services.
This Privacy Policy applies to:
- Visitors to our website
- Healthcare providers and business partners
- Patients whose information we process on behalf of providers
- Job applicants
- Any individual who interacts with our company online or offline
2. Compliance with Laws and Regulations
As a Texas-based medical billing company operating in the United States, we comply with all applicable federal and state privacy laws, including but not limited to:
- The Health Insurance Portability and Accountability Act (HIPAA)
- The Health Information Technology for Economic and Clinical Health (HITECH) Act
- Texas Medical Records Privacy Act (Texas Health & Safety Code Chapter 181)
- Applicable Federal Trade Commission (FTC) regulations
- Other relevant federal and state data protection laws
When acting as a Business Associate under HIPAA, we comply with the requirements set forth in Business Associate Agreements (BAAs) executed with covered entities.
3. Scope of This Policy
This Privacy Policy covers:
- Information collected through our website
- Information collected during client onboarding
- Information processed on behalf of healthcare providers
- Information collected via email, phone, or other communication channels
- Employment-related information
This policy does not apply to information handled directly by healthcare providers in their role as covered entities. Patients should contact their healthcare provider directly for questions about provider-specific privacy practices.
4. Information We Collect
4.1 Information Collected from Website Visitors
When you visit our website, we may collect:
- Name
- Email address
- Phone number
- Company or practice name
- Job title
- IP address
- Browser type and version
- Device information
- Pages visited and time spent
- Referral source
4.2 Information Collected from Healthcare Providers and Clients
We may collect:
- Practice details
- Tax identification numbers
- National Provider Identifier (NPI)
- Bank account information for billing services
- Credentialing information
- Contact information of administrative staff
4.3 Patient Information (Processed on Behalf of Providers)
In the course of providing medical billing services, we may process Protected Health Information (PHI), including:
- Patient name
- Address
- Date of birth
- Social Security number
- Insurance information
- Medical record numbers
- Diagnosis and procedure codes
- Treatment information
- Billing and payment records
We process PHI strictly in accordance with HIPAA, applicable state law, and the applicable Business Associate Agreement.
4.4 Employment-Related Information
If you apply for a job, we may collect:
- Resume and employment history
- Educational background
- Professional certifications
- References
- Background check information (where permitted by law)
5. How We Use Information
We use information for the following purposes:
5.1 Service Delivery
- Medical billing and coding
- Claims submission and follow-up
- Payment posting
- Revenue cycle management
- Insurance verification
- Credentialing services
5.2 Operational and Administrative Purposes
- Client communication
- Account management
- Contract management
- Compliance and auditing
5.3 Website Functionality
- Responding to inquiries
- Providing requested information
- Improving website functionality
- Analytics and performance monitoring
5.4 Legal and Regulatory Compliance
- HIPAA compliance
- Fraud prevention
- Compliance audits
- Responding to lawful requests from regulatory authorities
6. Legal Basis for Processing
Where applicable, we process information based on:
- Performance of a contract
- Legal obligations
- Legitimate business interests
- Consent (where required)
For PHI, processing is governed by HIPAA and applicable state laws.
7. Disclosure of Information
We do not sell personal information.
We may disclose information under the following circumstances:
7.1 To Healthcare Providers (Covered Entities)
Patient information is disclosed back to the healthcare provider or as directed by them.
7.2 Service Providers
We may share information with trusted third-party vendors who assist in:
- IT infrastructure
- Cloud hosting
- Software platforms
- Payment processing
- Compliance services
All vendors handling PHI are required to sign Business Associate Agreements.
7.3 Legal Requirements
We may disclose information if required to:
- Comply with federal or Texas law
- Respond to subpoenas or court orders
- Cooperate with law enforcement
- Protect our legal rights
7.4 Business Transfers
In the event of a merger, acquisition, or asset sale, information may be transferred as part of the transaction, subject to confidentiality obligations.
8. Data Security
We implement administrative, physical, and technical safeguards to protect information, including:
- Encrypted data transmission (SSL/TLS)
- Encrypted storage where appropriate
- Secure cloud infrastructure
- Role-based access controls
- Multi-factor authentication
- Secure data centers
- Regular security audits
- Employee training on HIPAA compliance
- Incident response planning
Despite our efforts, no data transmission or storage system can be guaranteed 100% secure.
9. Data Retention
We retain information:
- For as long as necessary to provide services
- As required by contractual obligations
- As required by HIPAA and Texas law
- As necessary to resolve disputes and enforce agreements
After retention periods expire, data is securely deleted or destroyed.
10. Your Privacy Rights
10.1 Patients
Patients should contact their healthcare provider regarding:
- Access to medical records
- Amendments to health records
- Accounting of disclosures
- Restrictions on use or disclosure
We will assist covered entities in fulfilling patient rights as required under HIPAA.
10.2 Texas Residents
Texas residents may have additional rights under the Texas Medical Records Privacy Act.
10.3 Website Users
You may:
- Request access to your personal information
- Request correction of inaccurate data
- Request deletion (where legally permissible)
- Opt out of marketing communications
Requests may be submitted via the contact information below.
11. Cookies and Tracking Technologies
Our website may use:
- Essential cookies
- Performance and analytics cookies
- Security cookies
Cookies help us:
- Improve website performance
- Understand visitor behavior
- Enhance user experience
Users may control cookies through browser settings. Disabling cookies may limit website functionality.
12. Third-Party Links
Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of those websites. Users should review third-party privacy policies independently.
13. Children’s Privacy
Our services are not directed to children under 13. We do not knowingly collect personal information from children through our website.
14. Data Breach Notification
In the event of a data breach involving PHI or personal information:
- We will comply with HIPAA breach notification requirements
- We will notify affected covered entities without unreasonable delay
- Notifications will be issued in accordance with federal and Texas law
15. International Data Transfers
Our services are intended for use within the United States. Data may be stored or processed within secure U.S.-based facilities. If any international transfer occurs, appropriate safeguards will be implemented.
16. Do Not Track Signals
Our website does not currently respond to “Do Not Track” browser signals.
17. Changes to This Privacy Policy
We reserve the right to update this Privacy Policy at any time. Updates will be posted on this page with a revised “Last Updated” date.
Continued use of our website or services constitutes acceptance of any changes.
18. Contact Information
If you have questions about this Privacy Policy or our privacy practices, please contact:
MedExCareLLC
5900 Balcones Drive #20726 Austin, TX 78731, United States
Phone: +17373630074
Email: admin@medexcares.com
19. Business Associate Agreement Statement
Where required, we execute Business Associate Agreements with covered entities in compliance with HIPAA. Our responsibilities regarding Protected Health Information are defined within those agreements and applicable federal and state law.
20. Acknowledgment
By using our website or engaging our services, you acknowledge that you have read and understood this Privacy Policy.