Medtransic Privacy Policy & Data Protection Practices
Comprehensive privacy policy detailing how Medtransic protects your healthcare data with HIPAA-compliant security measures, encrypted data storage, and strict access controls. Learn about your privacy rights and our commitment to healthcare data security.
Privacy Policy - Medtransic
This Privacy Policy describes how Medtransic LLC ("Medtransic," "we," "us," or "our") collects, uses, discloses, and protects your personal information and protected health information (PHI) when you visit our website, use our services, or interact with us in any capacity. We are committed to maintaining the privacy and security of your information in compliance with the Health Insurance Portability and Accountability Act (HIPAA), the Health Information Technology for Economic and Clinical Health (HITECH) Act, and all applicable state and federal privacy laws. This policy applies to all users of our website and services, including healthcare providers, patients, and visitors.
Information We Collect
We collect information that you provide directly to us and information that is automatically collected when you visit our website or use our services.
Personal Information - Name, email address, phone number, mailing address, and professional credentials provided through contact forms, service inquiries, or account registration
Protected Health Information (PHI) - Patient demographic data, insurance information, medical records, diagnosis codes, procedure codes, and billing information provided in the course of delivering our medical billing and revenue cycle management services
Business Information - Practice name, NPI numbers, tax identification numbers, insurance network affiliations, and other business-related data necessary for credentialing and billing services
Technical Information - IP addresses, browser type, device information, operating system, referring URLs, pages visited, time spent on pages, and other usage data collected automatically through cookies and similar technologies
Communication Records - Records of communications between you and Medtransic, including emails, phone calls, chat messages, and support tickets
How We Use Your Information
We use the information we collect for specific, legitimate business purposes related to providing our medical billing and revenue cycle management services.
Service Delivery - Processing medical claims, posting payments, managing accounts receivable, credentialing providers, and performing all other RCM functions on behalf of our healthcare provider clients
Communication - Responding to your inquiries, providing customer support, sending service updates, and delivering important notices about your account or our services
Compliance - Meeting our legal and regulatory obligations under HIPAA, HITECH, and other applicable laws, including breach notification requirements and audit trail maintenance
Quality Improvement - Analyzing service performance, identifying areas for improvement, conducting internal audits, and enhancing our billing accuracy and efficiency
Website Operations - Maintaining and improving our website functionality, analyzing usage patterns, and ensuring the security of our online platforms
Protected Health Information (PHI) Handling
Medtransic handles protected health information as a Business Associate under HIPAA. We process PHI solely for the purpose of providing medical billing, coding, and revenue cycle management services to our covered entity clients. All PHI is handled in strict accordance with our Business Associate Agreements (BAAs) and HIPAA regulations. We do not use PHI for marketing purposes, sell PHI to third parties, or disclose PHI except as permitted or required by law and our BAAs. Access to PHI is restricted to authorized personnel who have completed HIPAA training and have a legitimate business need to access the information.
Data Security Measures
We implement comprehensive administrative, physical, and technical safeguards to protect your personal information and PHI from unauthorized access, use, disclosure, alteration, or destruction.
Encryption - 256-bit AES encryption for all data at rest and TLS 1.2+ encryption for all data in transit
Access Controls - Role-based access controls (RBAC) ensuring that employees only access information necessary for their job functions, enforced through multi-factor authentication
Network Security - Firewalls, intrusion detection and prevention systems, regular vulnerability scanning, and penetration testing to protect our network infrastructure
Physical Security - Secure facilities with controlled access, surveillance monitoring, and environmental controls for all data processing locations
Audit Logging - Comprehensive audit trails that record all access to and modifications of PHI, maintained for a minimum of six years
Employee Training - Mandatory annual HIPAA privacy and security training for all employees, with additional specialized training for personnel handling PHI
Incident Response - Documented incident response procedures for detecting, investigating, containing, and remediating security incidents, with breach notification protocols compliant with HIPAA and HITECH requirements
Data Retention
We retain personal information and PHI only for as long as necessary to fulfill the purposes for which it was collected, comply with our legal and regulatory obligations, and support our legitimate business interests. Medical billing records and associated PHI are retained for a minimum of seven years from the date of service or as required by applicable state and federal regulations, whichever is longer. Upon expiration of the retention period, data is securely destroyed using industry-standard methods including digital shredding, degaussing, and certified destruction processes.
Third-Party Sharing and Disclosure
We do not sell, rent, or trade your personal information or PHI to third parties. We may share information only in the following limited circumstances.
Service Providers - With trusted third-party vendors who assist in delivering our services, such as clearinghouses, cloud hosting providers, and software vendors, all of whom are bound by BAAs and confidentiality agreements
Legal Requirements - When required by law, regulation, court order, or governmental authority, including HIPAA-mandated disclosures
Business Transfers - In connection with a merger, acquisition, or sale of assets, with appropriate protections for your information
With Your Consent - When you have given explicit written authorization for a specific disclosure
Insurance Payers - Submission of claims and related information to insurance companies and government payers as part of the billing process authorized under our client agreements
Your Rights and Choices
You have certain rights regarding your personal information and PHI under HIPAA and applicable state privacy laws.
Right to Access - You may request access to the personal information and PHI we maintain about you
Right to Amendment - You may request corrections to inaccurate or incomplete information in your records
Right to an Accounting of Disclosures - You may request a record of certain disclosures of your PHI made by Medtransic
Right to Restrict Use - You may request restrictions on certain uses or disclosures of your PHI, although we are not required to agree to all restrictions
Right to Confidential Communications - You may request that we communicate with you through specific channels or at specific locations
Right to Opt Out - You may opt out of receiving marketing communications from us at any time
Cookie Policy
Our website uses cookies and similar tracking technologies to enhance your browsing experience, analyze website traffic, and understand user preferences. Essential cookies are necessary for website functionality and cannot be disabled. Analytics cookies help us understand how visitors interact with our website so we can improve content and user experience. You can manage your cookie preferences through your browser settings. Disabling certain cookies may affect the functionality of our website. We do not use cookies to collect or store PHI.
Contact Us for Privacy Concerns
If you have questions, concerns, or complaints about this Privacy Policy or our privacy practices, please contact our Privacy Officer. Phone: +1 (888) 777-0860. Email: contact@medtransic.com. Mailing Address: Medtransic LLC, 30 N Gould St Ste R, Sheridan, WY 82801. We will respond to your inquiry within 30 business days. If you believe your privacy rights have been violated, you may also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights.
Policy Updates
We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. When we make material changes, we will post the updated policy on our website with a revised effective date. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.