Privacy Policy

Doc Flow RCM ("we," "our," or "us") respects your privacy and is committed to protecting the business, operational, and healthcare data entrusted to us. This Privacy Policy explains how we collect, use, safeguard, and disclose information when you visit docflowrcm.com or engage our medical billing and revenue cycle management (RCM) services.

1. Information We Collect

We collect only the information required to communicate with healthcare practices and deliver our revenue cycle services:

• Practice & Contact Information: Name, practice name, medical specialty, email address, phone number, NPI, and state when submitted via our website forms or consultation requests.
• Client Operational Data: Provider credentialing files, payer fee schedules, EHR/PM access configurations, and billing records needed to perform contracted services.
• Website Usage Data: Standard technical logs including IP address, browser type, device information, and page visits collected via cookies and analytics.

2. How We Use Your Information

• To respond to inquiries, schedule consultations, and provide medical billing audits or pricing quotes.
• To deliver contracted RCM services, including eligibility verification, prior authorization, medical coding, claim submission, payment posting, and A/R recovery.
• To send operational updates, billing reports, and client support communications.
• To maintain website security, monitor performance, and comply with legal obligations.

3. HIPAA Compliance & Protected Health Information (PHI)

When performing services for covered healthcare providers, Doc Flow RCM acts as a Business Associate under the Health Insurance Portability and Accountability Act (HIPAA) and HITECH Act. All Protected Health Information (PHI) is handled strictly under signed Business Associate Agreements (BAAs) and accessed only within authorized EHR, Practice Management, and clearinghouse systems. Do not submit sensitive patient medical records through public website contact forms.

4. SMS & Telephone Communications Policy

By providing your phone number on our website or during onboarding, you consent to receive operational, appointment, or consultation calls and text messages from Doc Flow RCM.

5. Information Sharing & Disclosure

We do not sell, trade, or rent your personal or practice information. Information is shared only with authorized healthcare clearinghouses, insurance payers (as required to process claims and verifications), secure HIPAA-compliant infrastructure providers, or when required by law.

6. Data Security

We implement strict administrative, physical, and technical safeguards—including 256-bit SSL/TLS encryption, encrypted VPN connections, Multi-Factor Authentication (MFA), and role-based staff access controls—to protect all client and website data against unauthorized access.

7. Cookies & Your Privacy Rights

Our website uses standard cookies to analyze traffic and improve functionality. You may disable cookies in your browser settings at any time. You may also contact us at any time to review, update, or request deletion of your business contact information.