HealthUnits (“we,” “our,” or “us”) is committed to protecting the privacy, confidentiality, and security of all personal and health information we collect while providing our healthcare support services. This Privacy Policy explains how we collect, use, disclose, safeguard, and manage information in compliance with applicable laws, including HIPAA (Health Insurance Portability and Accountability Act), state privacy regulations, and industry standards.
By accessing or using our website, services, or communicating with HealthUnits, you consent to the practices described in this Privacy Policy.
1. Introduction
HealthUnits provides a range of healthcare administrative services, including Virtual Medical Assistance, Front Office Management, Patient Eligibility & Benefits Verification, Credentialing Services, Medical Billing, Revenue Cycle Management, and Medical Transcription. To deliver these services effectively, we may collect, process, and store personal, professional, and health-related information on behalf of healthcare providers and their patients.
We maintain strict data protection protocols to ensure that all information handled by HealthUnits is secure, confidential, and used solely for its intended purpose.
2. Information We Collect
2.1 Personal Information (Providers & Staff)
We may collect:
- Full name
- Contact details (email, phone number, address)
- Professional details (specialty, NPI number, clinic information, credentials)
- Login credentials for authorized platforms
- Communication preferences
2.2 Patient Information (Protected Health Information – PHI)
Depending on service type, we may process:
- Patient name, date of birth, gender
- Contact information
- Insurance information
- Medical history and clinical notes
- Visit details, diagnoses, procedures, prescriptions
- Billing and claim information
All PHI is processed strictly under HIPAA regulations.
2.3 Usage & Technical Data
When using our website or digital tools, we may automatically collect:
- IP address
- Browser type
- Device details
- Log data, cookies & analytics
- Session behavior and navigation patterns
2.4 Financial Information
If required for billing purposes:
- Payment details
- Invoices and transaction records
We do not store credit card information on our servers.
3. How We Use Your Information
We use the information we collect for the following purposes:
3.1 Service Delivery
- Provide medical billing & RCM services
- Conduct insurance verification and eligibility checks
- Perform credentialing and enrollment activities
- Deliver accurate medical transcription
- Manage appointments, scheduling, follow-ups
- Support virtual medical assistant tasks
- Optimize documentation and administrative workflow
3.2 Business Operations & Security
- Maintain service quality
- Improve website functionality
- Monitor platform performance
- Enhance internal training and compliance
- Prevent fraud and unauthorized access
3.3 Legal & Regulatory Compliance
- Comply with HIPAA and related healthcare laws
- Respond to audits, legal requests, or investigations
- Maintain accurate business and financial records
HealthUnits never sells, trades, or rents personal data or PHI.
4. How We Share Your Information
We may share your information with:
4.1 Healthcare Providers
Patient data is shared with authorized providers or staff directly involved in care coordination, billing, credentialing, or administrative processes.
4.2 Authorized Third-Party Vendors
We may use trusted vendors for:
- Secure hosting & cloud storage
- Eligibility & insurance verification
- Claims submission & payment processing
- Encrypted communication tools
Each vendor is contractually bound by HIPAA Business Associate Agreements (BAA).
4.3 Legal Authorities
Only when required by law, court order, or regulatory mandate.
HealthUnits does not share data with marketers or unauthorized third parties.
4.4 SMS Consent
SMS consent is not shared with third parties or affiliates for marketing purposes. Phone numbers collected for SMS communication are used solely to provide credentialing, billing, and account-related updates and are not sold, rented, or shared with unauthorized third parties.
5. Data Protection & Security Measures
We employ industry-grade security protocols including:
- End-to-end encryption (AES-256, SSL/TLS)
- HIPAA-compliant data storage
- Multi-factor authentication (MFA)
- Restricted access control
- Regular audits & vulnerability assessments
- Data backup and disaster recovery processes
- Secure file transfer protocols
- Continuous staff HIPAA training
Security is a top priority, and we continuously enhance measures to protect all user and patient information.
6. Your Rights & Choices
Depending on your jurisdiction, you may have the right to:
- Access personal or patient data
- Request corrections or updates
- Request deletion (where legally allowed)
- Restrict or object to certain processing activities
- Request a copy of your data
- Withdraw consent for non-essential data usage
Certain rights may not apply when processing is required for healthcare operations, billing, or legal compliance.
7. Data Retention Policy
We retain information for as long as necessary to:
- Deliver contracted services
- Comply with legal obligations
- Maintain accurate business records
Patient information (PHI) is stored in accordance with HIPAA retention requirements and state laws.
8. Cookies & Tracking Technologies
HealthUnits uses cookies and analytics tools to:
- Improve website performance
- Enhance user experience
- Track service usage patterns
Users may disable cookies in browser settings, but some features may not function as intended.
9. Children’s Privacy
Our services are intended for healthcare providers—not minors.
We do not knowingly collect data directly from children under 13.
Any patient-related child data is handled solely as part of HIPAA-compliant clinical operations.
10. International Data Transfers
If information is transferred across borders, we ensure:
- HIPAA compliance
- Secure transfer protocols
- Legal safeguards under applicable privacy laws
11. Third-Party Links
Our website may contain links to external sites.
HealthUnits is not responsible for the privacy practices of third-party websites.
12. Updates to This Privacy Policy
We may update this Privacy Policy periodically.
Changes will be posted with a revised “Last Updated” date.
We encourage you to review this page regularly.
13. Contact Information
For questions, concerns, or data rights requests, contact:
HealthUnits – Privacy Office
Email: info@infohealthunits.com
