Thank you for choosing Prime Care Nexus for your medical billing, revenue cycle management, and medical claim management needs. As a trusted medical billing company serving healthcare providers across the United States, Prime Care Nexus is deeply committed to safeguarding the privacy, confidentiality, and security of the personal and protected health information entrusted to us.

This Privacy Policy explains in detail how we collect, use, disclose, protect, and retain your information when you visit our website, communicate with our team, or use any of our services. It also describes the rights you have over your personal information and the choices available to you. By accessing our website or using our services, you acknowledge that you have read, understood, and agreed to the practices described in this Privacy Policy. If you do not agree with the terms outlined here, we kindly ask that you refrain from using our services.

Prime Care Nexus operates in compliance with applicable U.S. federal and state laws, including the Health Insurance Portability and Accountability Act (HIPAA), the Health Information Technology for Economic and Clinical Health (HITECH) Act, and other relevant data protection regulations governing the healthcare and medical billing industry.

1. Information We Collect

In the course of delivering our medical billing and revenue cycle management services, Prime Care Nexus may collect several categories of information from healthcare providers, patients, and authorized representatives. The types of information we collect include:

Contact Information: This includes your full name, mailing address, billing address, email address, phone number, fax number, and other communication details necessary to identify and reach you.

Medical and Health Information: As a medical billing company, we may handle protected health information (PHI), including patient records, diagnostic codes (ICD-10), procedure codes (CPT/HCPCS), treatment history, physician notes, prescriptions, lab results, prior authorizations, referral details, and insurance eligibility information.

Insurance Information: This includes insurance policy numbers, group numbers, payer details, coverage information, copay and deductible amounts, claim history, and Explanation of Benefits (EOB) data.

Financial Information: This includes billing statements, payment records, banking and ACH details (where applicable), credit card information for payment processing, outstanding balances, and accounts receivable data.

Professional Information: For healthcare providers and practice administrators, we collect NPI numbers, tax identification numbers (EIN), license numbers, credentialing documentation, and practice details.

Usage Data and Technical Information: When you visit our website or use our digital platforms, we may automatically collect technical data such as IP addresses, browser type, device information, operating system, referral URLs, pages visited, time spent on pages, click activity, and analytics data gathered through cookies and similar tracking technologies.

We collect this information through several channels, including direct submissions made by you, transmissions from healthcare providers or authorized entities on your behalf, third-party systems integrated with our billing infrastructure, and automatically generated data through your interaction with our website and services.

2. How We Use Your Information

Prime Care Nexus uses the information we collect for legitimate business, operational, and legal purposes, including but not limited to:

Service Delivery: We use your information to process medical billing transactions, submit and follow up on insurance claims, manage denials and appeals, post payments, generate patient statements, perform eligibility verification, conduct credentialing, and manage the complete revenue cycle on behalf of our clients.

Communication: We use your contact information to communicate with you regarding your account, service updates, claim status, billing inquiries, payment confirmations, scheduled appointments, and customer support requests.

Legal and Regulatory Compliance: We use information to comply with HIPAA, HITECH, federal and state healthcare regulations, tax laws, audit requirements, court orders, subpoenas, and other legal obligations.

Service Improvement and Analytics: We analyze usage data, claim performance metrics, and operational reports to enhance our services, develop new features, identify trends, improve billing accuracy, reduce denial rates, and deliver better outcomes for our clients.

Security and Fraud Prevention: We use information to detect, prevent, and respond to fraudulent claims, unauthorized access attempts, security incidents, and other risks to our systems or clients.

Marketing and Business Development: Where permitted by law and with appropriate consent, we may use your contact information to send promotional materials, newsletters, industry updates, educational resources, and information about our services. You may opt out of marketing communications at any time.

Privacy Policy

Effective Date: [Insert Date] Last Updated: [Insert Date]

Thank you for choosing Prime Care Nexus for your medical billing, revenue cycle management, and medical claim management needs. As a trusted medical billing company serving healthcare providers across the United States, Prime Care Nexus is deeply committed to safeguarding the privacy, confidentiality, and security of the personal and protected health information entrusted to us.

This Privacy Policy explains in detail how we collect, use, disclose, protect, and retain your information when you visit our website, communicate with our team, or use any of our services. It also describes the rights you have over your personal information and the choices available to you. By accessing our website or using our services, you acknowledge that you have read, understood, and agreed to the practices described in this Privacy Policy. If you do not agree with the terms outlined here, we kindly ask that you refrain from using our services.

Prime Care Nexus operates in compliance with applicable U.S. federal and state laws, including the Health Insurance Portability and Accountability Act (HIPAA), the Health Information Technology for Economic and Clinical Health (HITECH) Act, and other relevant data protection regulations governing the healthcare and medical billing industry.

1. Information We Collect

In the course of delivering our medical billing and revenue cycle management services, Prime Care Nexus may collect several categories of information from healthcare providers, patients, and authorized representatives. The types of information we collect include:

Contact Information: This includes your full name, mailing address, billing address, email address, phone number, fax number, and other communication details necessary to identify and reach you.

Medical and Health Information: As a medical billing company, we may handle protected health information (PHI), including patient records, diagnostic codes (ICD-10), procedure codes (CPT/HCPCS), treatment history, physician notes, prescriptions, lab results, prior authorizations, referral details, and insurance eligibility information.

Insurance Information: This includes insurance policy numbers, group numbers, payer details, coverage information, copay and deductible amounts, claim history, and Explanation of Benefits (EOB) data.

Financial Information: This includes billing statements, payment records, banking and ACH details (where applicable), credit card information for payment processing, outstanding balances, and accounts receivable data.

Professional Information: For healthcare providers and practice administrators, we collect NPI numbers, tax identification numbers (EIN), license numbers, credentialing documentation, and practice details.

Usage Data and Technical Information: When you visit our website or use our digital platforms, we may automatically collect technical data such as IP addresses, browser type, device information, operating system, referral URLs, pages visited, time spent on pages, click activity, and analytics data gathered through cookies and similar tracking technologies.

We collect this information through several channels, including direct submissions made by you, transmissions from healthcare providers or authorized entities on your behalf, third-party systems integrated with our billing infrastructure, and automatically generated data through your interaction with our website and services.

2. How We Use Your Information

Prime Care Nexus uses the information we collect for legitimate business, operational, and legal purposes, including but not limited to:

Service Delivery: We use your information to process medical billing transactions, submit and follow up on insurance claims, manage denials and appeals, post payments, generate patient statements, perform eligibility verification, conduct credentialing, and manage the complete revenue cycle on behalf of our clients.

Communication: We use your contact information to communicate with you regarding your account, service updates, claim status, billing inquiries, payment confirmations, scheduled appointments, and customer support requests.

Legal and Regulatory Compliance: We use information to comply with HIPAA, HITECH, federal and state healthcare regulations, tax laws, audit requirements, court orders, subpoenas, and other legal obligations.

Service Improvement and Analytics: We analyze usage data, claim performance metrics, and operational reports to enhance our services, develop new features, identify trends, improve billing accuracy, reduce denial rates, and deliver better outcomes for our clients.

Security and Fraud Prevention: We use information to detect, prevent, and respond to fraudulent claims, unauthorized access attempts, security incidents, and other risks to our systems or clients.

Marketing and Business Development: Where permitted by law and with appropriate consent, we may use your contact information to send promotional materials, newsletters, industry updates, educational resources, and information about our services. You may opt out of marketing communications at any time.

3. Disclosure of Information

Prime Care Nexus does not sell, rent, or trade your personal information. However, in the regular course of business, we may disclose your information to trusted third parties under the following circumstances:

Service Providers and Business Associates: We may share information with vetted third-party service providers who assist us in delivering our services, including clearinghouses, billing software vendors, EHR/EMR platforms, IT infrastructure providers, cloud storage providers, and payment processors. All such partners are bound by Business Associate Agreements (BAAs) and confidentiality obligations in accordance with HIPAA.

Insurance Companies and Payers: To process claims and manage reimbursements, we share necessary information with insurance carriers, Medicare, Medicaid, and other payers.

Healthcare Providers and Covered Entities: We share information with the physicians, hospitals, clinics, and healthcare practices we serve, as well as their authorized representatives.

Business Partners: We may share information with strategic business partners offering complementary services that enhance the value we provide to our clients.

Legal Authorities: We may disclose information when required by law, in response to subpoenas, court orders, regulatory investigations, or to protect the rights, property, or safety of Prime Care Nexus, our clients, our employees, or the public.

Business Transfers: In the event of a merger, acquisition, restructuring, sale of assets, or similar transaction, your information may be transferred to the successor entity, subject to the protections of this Privacy Policy.

4. Data Security

Prime Care Nexus takes data security seriously and has implemented industry-standard administrative, technical, and physical safeguards designed to protect your information from unauthorized access, use, alteration, disclosure, or destruction. These measures include:

• End-to-end data encryption (both in transit and at rest)
• Multi-factor authentication and role-based access controls
• Secure servers and HIPAA-compliant data centers
• Regular security audits, vulnerability assessments, and penetration testing
• Employee training on HIPAA compliance, data privacy, and cybersecurity best practices
• Strict access policies limiting information to authorized personnel only
• Incident response protocols and breach notification procedures

Despite our best efforts, no method of electronic transmission or digital storage is completely secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security. By using our services, you acknowledge this inherent risk.

5. Data Retention

We retain personal and medical information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, comply with our legal obligations, resolve disputes, enforce agreements, and meet healthcare industry record-keeping requirements. Retention periods are determined based on applicable federal and state laws, including HIPAA-mandated retention timelines.

6. Your Rights and Choices

You have important rights regarding your personal information, including:

Right to Access: You may request access to the personal information we hold about you and ask for clarification regarding how it is used.

Right to Correction: You may request corrections to any inaccurate or incomplete information.

Right to Deletion: Subject to legal and regulatory limitations, you may request deletion of certain personal information.

Right to Opt-Out: You may opt out of receiving marketing or promotional communications at any time by clicking the “unsubscribe” link in our emails or by contacting us directly.

Right to Restrict Processing: You may request that we limit how we process your information in certain circumstances.

To exercise any of these rights, please contact us using the details provided at the end of this policy. We will respond to verified requests within the timeframes required by applicable law.

7. SMS and Text Messaging Consent

Your privacy is of the utmost importance to us. When you provide your phone number and consent to receive SMS communications from Prime Care Nexus, please be assured that this information is handled with the highest level of confidentiality.

We will never share, sell, rent, or disclose your SMS consent or phone number to any third party for marketing or promotional purposes, except where required by law or necessary to deliver the service you requested. SMS messages from us may include appointment reminders, billing notifications, account updates, and service-related communications. You may opt out of SMS communications at any time by replying “STOP” to any message. Message and data rates may apply.

8. Cookies and Tracking Technologies

Our website uses cookies, web beacons, and similar tracking technologies to enhance user experience, analyze website performance, and deliver relevant content. You may adjust your browser settings to refuse cookies or alert you when cookies are being sent. Please note that disabling cookies may affect the functionality of certain features on our website.

9. Third-Party Links

Our website may contain links to external websites operated by third parties. Prime Care Nexus is not responsible for the privacy practices, content, or security of these external sites. We encourage you to review the privacy policies of any third-party websites you visit.

10. Children’s Privacy

Our services are not directed to, marketed toward, or intended for individuals under the age of 18. Prime Care Nexus does not knowingly collect, solicit, or store personal information from children. If we discover that we have inadvertently collected information from a child without verified parental consent, we will promptly delete such information. If you believe that a child has provided us with personal information, please contact us immediately so we can take appropriate action.

11. HIPAA Compliance

As a medical billing company handling protected health information (PHI), Prime Care Nexus operates in full compliance with the Health Insurance Portability and Accountability Act (HIPAA) and the HITECH Act. We function as a Business Associate to the covered entities we serve and adhere to all applicable Privacy, Security, and Breach Notification Rules. Business Associate Agreements (BAAs) are executed with our healthcare partners and downstream subcontractors to ensure consistent compliance across our service network.

12. Changes to This Privacy Policy

Prime Care Nexus reserves the right to update, modify, or revise this Privacy Policy at any time to reflect changes in our practices, technologies, legal requirements, or business operations. Any updates will be posted on this page with a revised “Last Updated” date. For significant changes, we may provide additional notice through email or prominent notice on our website. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy, our data practices, or your personal information, please do not hesitate to contact us.