Privacy Policy

Effective Date: July 1, 2021
Last Updated: January 1, 2025
Contact Email: sigma@pulsercm.com

At PulseRCM, we are committed to protecting the privacy and security of your personal information. As a leading healthcare revenue cycle management (RCM) consulting company, we understand the importance of safeguarding sensitive data, including personal and health-related information, in compliance with applicable laws and industry standards. This Privacy Policy explains how we collect, use, disclose, and protect information when you interact with our website (https://pulsercm.com), engage our services, or communicate with us. By using our website or services, you agree to the terms outlined in this policy.

---

1. Scope of This Policy

This Privacy Policy applies to:

• Visitors to our website (https://pulsercm.com).
• Clients, prospective clients, and their representatives who engage with our RCM consulting services.
• Individuals who contact us via email (e.g., sigma@pulsercm.com), phone, or other channels.
• Business partners, vendors, and third parties with whom we collaborate.

This policy does not apply to information collected by third-party websites, platforms, or services linked from our site, which have their own privacy policies.

---

2. Information We Collect

We collect information to provide our RCM consulting services, improve user experience, and fulfill legal obligations. The types of information we may collect include:

a. Personal Information

• Contact Details: Name, email address (e.g., when you email sigma@pulsercm.com), phone number, mailing address, or job title provided when you contact us, request a consultation, or engage our services.
• Professional Information: Employer name, role, and business contact details for clients, partners, or vendors.
• Website Interaction Data: IP address, browser type, device information, and pages visited, collected automatically via cookies and analytics tools (see Section 7).

b. Protected Health Information (PHI)

• As an RCM consulting firm, we may process PHI on behalf of healthcare clients (e.g., patient billing data, claims information, or coding details) under strict HIPAA compliance as a Business Associate. We only collect PHI when necessary to perform contracted services and with client authorization.

c. Non-Personal Information

• Aggregated or anonymized data (e.g., website traffic statistics) that does not identify individuals.

---

3. How We Collect Information

We collect information through:

• Direct Interactions: When you submit inquiries via email (sigma@pulsercm.com), fill out forms on our website, or provide data during consulting engagements.
• Client Engagements: When healthcare providers share data (including PHI) with us to perform RCM services under a Business Associate Agreement (BAA).
• Automated Technologies: Cookies, web beacons, and analytics tools track website usage (see Section 7 for details).
• Third Parties: Information from business partners, vendors, or public sources (e.g., professional directories) to facilitate our services.

---

4. How We Use Your Information

We use collected information to:

• Provide RCM Services: Deliver consulting, analytics, and process optimization for healthcare revenue cycles, including claims management, coding audits, and denial prevention.
• Communicate with You: Respond to inquiries (e.g., emails to sigma@pulsercm.com), send service updates, or schedule consultations.
• Improve Our Offerings: Analyze website usage and client feedback to enhance our services and user experience.
• Ensure Compliance: Meet legal and regulatory requirements, such as HIPAA, and maintain secure records of PHI as a Business Associate.
• Marketing (Optional): With your consent, send promotional materials about PulseRCM services or industry insights.

We do not sell, rent, or trade your personal information or PHI for commercial purposes.

---

5. How We Share Your Information

We may share information in the following circumstances:

• With Clients and Authorized Parties: PHI is shared with healthcare providers or payers as required to perform RCM services, per our Business Associate Agreements.
• Service Providers: We use third-party vendors (e.g., cloud hosting, analytics providers) who are contractually bound to protect your data and comply with HIPAA where applicable.
• Legal Obligations: We may disclose information to comply with laws, court orders, or government requests (e.g., audits by the Department of Health and Human Services).
• Business Transitions: If PulseRCM is involved in a merger, acquisition, or sale, your information may be transferred, with safeguards to maintain privacy.

We do not share PHI beyond what is permitted under HIPAA or our client agreements.

---

6. How We Protect Your Information

PulseRCM employs robust security measures to protect your data:

• Technical Safeguards: Encryption, secure servers, firewalls, and access controls to prevent unauthorized access.
• Administrative Safeguards: Staff training on HIPAA compliance, data handling policies, and regular security audits.
• Physical Safeguards: Secure facilities and restricted access to physical records.

While we strive to protect your information, no system is 100% secure. We will notify you and relevant authorities of any data breach as required by law.

---

7. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to:

• Enhance functionality (e.g., remembering your preferences).
• Analyze usage (e.g., via Google Analytics) to improve our site.
• Deliver targeted content (with consent, where applicable).

Cookie Types:

• Essential Cookies: Necessary for website operation.
• Analytics Cookies: Track anonymized usage data.
• Marketing Cookies: Used for promotional purposes (optional).

Your Choices: You can manage cookie preferences via your browser settings. Disabling cookies may limit website functionality. For details, see our Cookie Policy here.

---

8. Your Rights and Choices

You have rights regarding your personal information:

• Access and Correction: Request to view or update your personal data by emailing sigma@pulsercm.com.
• Opt-Out: Unsubscribe from marketing emails via the “Unsubscribe” link or by contacting us.
• PHI Rights: If we process your PHI, you may exercise HIPAA rights (e.g., access, amendment) through your healthcare provider, as we act as their Business Associate.

We will respond to requests within 30 days, subject to legal verification.

---

9. HIPAA Compliance

As a Business Associate under HIPAA, PulseRCM:

• Processes PHI only as directed by covered entities (e.g., healthcare providers) under a signed BAA.
• Implements safeguards to protect PHI confidentiality, integrity, and availability.
• Reports breaches of PHI to affected clients and, if required, to individuals and regulators.

For questions about PHI handling, contact sigma@pulsercm.com.

---

10. Third-Party Links

Our website may contain links to external sites (e.g., industry partners like HFMA or AHIMA). We are not responsible for their privacy practices. Review their policies before sharing information.

---

11. Children’s Privacy

Our services are not directed to individuals under 13. We do not knowingly collect personal information from children. If we learn such data has been collected, we will delete it promptly.

---

12. Data Retention

We retain personal information and PHI only as long as necessary:

• For active clients, as required by our service agreements and applicable laws (e.g., HIPAA’s 6-year retention rule for PHI-related records).
• For website visitors, up to 2 years unless you request deletion.
• Marketing data is kept until you opt out.

Data is securely deleted or anonymized when no longer needed.

---

13. Changes to This Privacy Policy

We may update this policy to reflect legal, operational, or technological changes. The “Last Updated” date will change, and significant updates will be communicated via email or a website notice. Review this page periodically for the latest information.

---

14. Contact Us

For questions, requests, or concerns about this Privacy Policy or our data practices, please reach out to us at sigma@pulsercm.com. We aim to respond within 30 days.