ClaimEase Privacy Policy

Effective Date: May 27, 2025

Introduction

Elite Technical Care LLC (“Elite Technical Care,” “we,” “our,” or “us”), located at 27789 Mound Rd STE 400, Warren, MI 48092, provides the ClaimEase medical billing practice management software (“ClaimEase,” or “the Service”). Protecting your privacy and maintaining the confidentiality and security of your Protected Health Information (PHI) is our highest priority. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information, including PHI, in compliance with applicable laws, notably the Health Insurance Portability and Accountability Act (“HIPAA”).

Information We Collect

Personal and Protected Health Information (PHI)

We collect personal and PHI that you provide directly to us or input into ClaimEase, including but not limited to:

• Patient demographics (name, date of birth, address, contact information)

• Medical records, SOAP notes, treatment history

• Insurance details (policy numbers, claims information)

• Billing and financial data related to medical services

• Login credentials and account information for your facility and users

Automated Information

ClaimEase may automatically collect certain technical data such as:

• IP addresses

• Device identifiers

• Usage analytics (frequency of use, access patterns)

• Browser and operating system details

How We Collect Information

• Directly from you during registration, billing setup, and regular use of ClaimEase

• Automatically through software usage and system logs

• From third-party integrations (such as Waystar for electronic claim submissions) with your explicit consent

Purposes and Lawful Basis of Processing

We process your information primarily for:

• Providing and managing the ClaimEase service

• Facilitating insurance billing and electronic claims processing

• Ensuring security, compliance, and audit logging

• Providing customer support and communication

Our lawful basis under HIPAA and applicable privacy laws includes fulfilling contractual obligations, obtaining explicit consent, and complying with legal requirements.

How We Share Your Information

We share PHI and other information strictly in accordance with HIPAA regulations:

• Third-party integrations: We share data with Waystar or similar partners solely to facilitate electronic claims processing. All such third parties are contractually obligated to adhere strictly to HIPAA and related privacy requirements.

• Legal Compliance: We may disclose information as required by law, regulatory agencies, or court orders.

• Business Associates: Our contracted service providers (such as cloud hosting providers) operate under HIPAA-compliant Business Associate Agreements (BAAs).

Data Security

We implement stringent administrative, technical, and physical safeguards as required by HIPAA to secure PHI, including:

• Encryption (data in transit and at rest)

• Strict access controls and authentication protocols

• Regular security audits and employee training

• Incident response plans for potential data breaches

User Rights

You have the right to:

• Access: You can download your data anytime using the built-in export tools provided within the ClaimEase application. If you encounter issues accessing your data directly (e.g., technical problems or suspended account), you may request a manual export from Elite Technical Care, and we will respond to your request within 30 days. We reserve the right to charge a reasonable, cost-based fee in compliance with HIPAA guidelines for manual data exports.

• Correction: Amend inaccurate or incomplete data.

• Deletion: Request deletion of your data post-license termination (completed within 30 days).

Data Retention

In compliance with HIPAA, we securely store your data for up to six (6) years after license termination unless earlier deletion is requested. After this retention period, data may be permanently deleted.

Reporting Breaches

We follow HIPAA-required breach notification procedures. If a breach involving your PHI occurs, we will promptly notify affected parties, regulatory authorities, and take immediate remediation steps.

Your Compliance Responsibilities

You are responsible for:

• Ensuring your use of ClaimEase complies with HIPAA and related privacy laws

• Securing your account credentials

• Promptly notifying us of any security concerns or breaches

Changes to this Privacy Policy

We may update this Privacy Policy periodically. Significant changes will be communicated via the ClaimEase application, and your continued use of the Service will require acceptance of the updated policy.

Contact Information

For privacy-related queries or to exercise your rights, please contact:

Elite Technical Care LLC
27789 Mound Rd STE 400
Warren, MI 48092
Email: legal@etcapps.co