Clearly Claims LLC — Privacy Policy
IMPORTANT
Certain information we process is Protected Health Information (PHI) governed by HIPAA — not by this Privacy Policy. See Section 1A below for details.
We collect the following categories of personal information:
- Identity & Contact: Full name, phone number, email address, username, job title
- Credentials: Provider NPI numbers, DEA numbers, professional credentials
- Billing: Billing addresses, payment information (processed by Stripe)
- Clinical Data (as Business Associate): Medical Record Numbers (MRNs), insurance IDs, diagnoses/ICD-10 codes, medications, allergies, vitals, last 4 digits of SSN where required for claims processing
- Account Security: Passwords (hashed), multi-factor authentication tokens
- Usage Data: Log data, IP addresses, browser type, pages visited, session duration
Protected Health Information (PHI) is NOT governed by this Privacy Policy.
When Clearly Claims LLC acts as a Business Associate under HIPAA on behalf of covered entities (healthcare providers, billing companies), the PHI we process is governed by:
- Our Notice of Privacy Practices
- Executed Business Associate Agreements (BAAs) with each covered entity
- The Health Insurance Portability and Accountability Act (HIPAA) and its implementing regulations
For PHI-related requests, contact: us-privacy@clearlyclaims.com
This section describes how Clearly Claims LLC handles mobile phone number information and SMS/text messaging in connection with our patient appointment reminder service.
- Opt-In Consent: Patients (or their authorized representative) provide express opt-in consent before any SMS/text messages are sent. Mobile phone numbers are collected directly from the patient or from the covered healthcare provider that directs us to send reminders on their behalf.
- How We Use Phone Numbers: Mobile phone numbers and SMS data are used solely to deliver appointment reminders and related service notifications (such as appointment confirmations, rescheduling notices, and follow-up reminders). We do not use SMS for marketing or promotional messaging.
- No Sale or Sharing of Mobile Information: We do not sell mobile phone numbers or SMS data, and we do not share mobile information with third parties or affiliates for marketing or promotional purposes. Information sharing to subcontractors in support services, such as customer service, is permitted. All other use case categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
- Service Providers: Phone numbers may be processed by our SMS transmission provider (a business service provider bound by contract to handle data only as we direct) for the sole purpose of delivering messages. Our SMS provider is prohibited from using patient mobile information for its own purposes.
- Message Frequency: Message frequency varies based on the patient's appointment schedule (typically 1–3 reminders per scheduled appointment). Standard message and data rates may apply to messages received, as determined by the patient's mobile carrier and service plan.
- Opt Out (STOP): Patients may opt out of SMS reminders at any time by replying STOP to any message. Upon opting out, Clearly Claims will confirm the opt-out and send no further SMS messages to that number (except a single final confirmation message).
- Help (HELP): Patients may reply HELP to any message for assistance, including contact information for support.
- Data Retention: SMS message records (delivery status, opt-out status, and patient replies) are retained for the duration necessary to provide the service and meet HIPAA and regulatory recordkeeping requirements.
For questions about our SMS/text messaging practices, contact us at us-privacy@clearlyclaims.com or call (302) 546-4848.