Privacy Policy

At MedClear Solutions (“MedClear,” “we,” “us,” or “our”), we respect your privacy and are committed to protecting the information you provide to us. This Privacy Policy explains how we collect, use, protect, and disclose information when you visit our website, request a consultation, or contact us about our medical billing, coding, credentialing, and revenue cycle management services.

By using this website or submitting information through our forms, you acknowledge this Privacy Policy. If you do not agree, please do not use the site or submit personal information through it.

Information We Collect

We may collect information you voluntarily provide, including:

• Name, email address, phone number, and practice name
• Specialty, approximate claim volume, and related business details
• Messages and consultation requests you submit through our forms
• Other contact or operational information you choose to share with us

When you visit our website, we may also collect limited technical information such as browser type, device type, general location derived from IP address, referring pages, and pages viewed. This information helps us operate, secure, and improve the site.

How We Use Information

We use collected information to:

• Respond to inquiries and schedule consultations
• Provide, improve, and support our billing and RCM services
• Communicate about service updates, proposals, and support
• Maintain website security, integrity, and performance
• Meet legal, contractual, and regulatory obligations

We do not sell your personal information. We do not use website contact form submissions to market unrelated third-party products.

HIPAA Compliance & Protected Health Information

MedClear Solutions provides medical billing and related administrative services to healthcare providers. When we create, receive, maintain, or transmit protected health information (PHI) on behalf of a covered entity client, we act as a business associate under the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and applicable regulations.

In that role, PHI is handled according to applicable Business Associate Agreements (BAAs), HIPAA Privacy, Security, and Breach Notification requirements, and other applicable federal and state privacy laws. Our workforce is expected to follow HIPAA-aligned policies for access control, confidentiality, and responsible use of PHI.

Please do not submit patient medical records, diagnoses, Social Security numbers, insurance member IDs, claim attachments, or other sensitive patient information through a general website contact or consultation form. Use only secure channels that MedClear designates after onboarding for any PHI-related exchange.

Safeguards for PHI

MedClear follows the HIPAA minimum-necessary principle: limiting use, disclosure, and access to PHI to what is reasonably needed to perform authorized billing and administrative functions, when that standard applies.

Access to PHI is limited based on job responsibilities and business need. We maintain administrative, technical, and physical safeguards appropriate to our role as a billing partner, which may include access controls, workforce training, secure transmission practices, and audit-ready documentation. Specific requirements may vary by client contract, services provided, and applicable law.

Information Sharing

We may disclose information when reasonably necessary to:

• Provide requested services to your practice
• Work with service providers that support our business operations (for example hosting, email, or form delivery), under appropriate confidentiality obligations
• Meet legal, contractual, or regulatory requirements
• Protect the rights, safety, and security of MedClear Solutions, our clients, or others
• Respond to lawful requests from government or regulatory authorities

When we disclose PHI under a client engagement, disclosures are made only as permitted by the applicable BAA, HIPAA, and related agreements. We take reasonable steps so that third parties receiving information are authorized to receive it and are subject to appropriate confidentiality and security obligations.

Cookies & Website Analytics

Our website may use cookies or similar technologies that are necessary for basic site function, security, or performance. If we use analytics tools, they help us understand aggregate traffic and improve content. You can control cookies through your browser settings; disabling certain cookies may affect site functionality.

Data Retention

We retain personal information collected through this website for as long as needed to respond to your inquiry, manage a business relationship, meet legal or contractual obligations, or resolve disputes. PHI retained in connection with client billing services is retained and disposed of according to the applicable client agreement, BAA, and legal requirements.

Your Choices

You may request updates to, or deletion of, personal information you submitted through this website by contacting us using the details below. We may retain information when required by law or needed for legitimate business or security purposes. For PHI held under a client relationship, patient rights requests are typically handled through the covered entity (your healthcare provider) according to HIPAA and the applicable BAA.

Children’s Privacy

This website is intended for healthcare professionals and practice decision-makers. We do not knowingly collect personal information from children under 13 through this site. If you believe a child has provided information to us, please contact us so we can delete it.

Changes to This Policy

We may update this Privacy Policy from time to time. The effective date at the top of this page will be revised when changes are posted. Continued use of the website after an update constitutes acceptance of the revised policy.

Contact

If you have questions about this Privacy Policy, website privacy practices, or the handling of PHI by MedClear Solutions, please contact: