Privacy Policy
Effective Date: Janurary 2, 2025
Docscare.org (“Docscare,” “we,” “our,” or “us”) respects your privacy and is committed to protecting the personal information you share with us. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit our website docscare.org (the “Site”), communicate with us, or use our outsourced medical billing and revenue cycle management (“RCM”) services (collectively, the “Services”).
By using the Site or Services, you agree to this Privacy Policy. If you do not agree, please do not use the Site or Services.
Who We Are
Docscare is a US-based outsourced medical billing and RCM company headquartered in Austin, Texas. We provide services such as medical billing, coding support, credentialing support, denial management, A/R follow-up, practice audits, and reporting for healthcare providers.
Contact:
Docscare
Address : 5900 Balcones Dr 25846, Austin, TX 78731
Email : info@docscare.org
Phone : (214) 646-1606
Information We Collect
We may collect the following categories of information:
A. Information You Provide
Contact details: name, email, phone number, practice/organization name, job title
Business details: practice address, NPI (if provided), specialty, payer information (if provided), and other details you submit in messages or forms
Communications: information you include in emails, calls, chat messages, or form submissions
B. Information We Collect Automatically (Website Usage)
When you use the Site, we may automatically collect:
Device and technical data: IP address, device type, browser type, operating system
Usage data: pages visited, time on page, links clicked, referring/exit pages
Approximate location: inferred from IP address (city/state level)
We may collect this using cookies and similar technologies (see Section 8).
C. Sensitive Information / Protected Health Information (PHI)
Docscare is not a healthcare provider. However, when providing RCM Services to provider clients, we may receive or process certain patient information on behalf of a healthcare provider or other covered entity.
If we receive Protected Health Information (PHI) in the course of providing Services, we handle it in accordance with applicable law and our contractual obligations (including Business Associate Agreements, where required).
Important: Please do not submit patient data or PHI through general website contact forms unless we explicitly request it through a secure method.
How We Use Information
We use information to:
Provide and operate the Site and Services
Respond to inquiries and communicate with you about requests, support, or Services
Improve our Site and Services, including troubleshooting and performance analysis
Maintain security, prevent fraud, and protect our rights and users
Comply with legal obligations and enforce our terms and policies
Marketing and business communications (where permitted by law), such as sending service updates or educational content
You can opt out at any time (see Section 9)
We do not use your information for automated decision-making that produces legal or similarly significant effects without appropriate safeguards.
How We Share Information
We do not sell your personal information.
We may share information in these situations:
A. Service Providers
We may share information with trusted vendors who help us operate the Site and Services, such as:
website hosting and infrastructure
analytics providers (e.g., Google Analytics)
email and communications tools
security and monitoring tools
CRM systems
These providers are permitted to use information only to perform services for us under contractual protections.
B. Legal, Safety, and Rights Protection
We may disclose information if required to:
comply with law, regulation, subpoena, or court order
protect the rights, safety, and security of Docscare, our customers, users, or the public
detect and prevent fraud or security incidents
C. Business Transfers
If we are involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of assets, information may be transferred as part of that transaction, subject to appropriate confidentiality protections.
D. De-Identified or Aggregated Data
We may share de-identified or aggregated information that cannot reasonably identify you.
Data Security
We use reasonable administrative, technical, and physical safeguards designed to protect information against unauthorized access, disclosure, alteration, or destruction. These measures may include access controls, encryption where appropriate, monitoring, and security practices aligned to industry standards.
No method of transmission or storage is 100% secure. We cannot guarantee absolute security.
Data Retention
We retain information as long as necessary to:
provide the Site and Services
meet contractual requirements
comply with legal and regulatory obligations
resolve disputes and enforce agreements
Retention periods may vary depending on the type of information and the context in which it was collected. Where we handle PHI on behalf of provider clients, retention may be governed by applicable law and client contracts (including Business Associate Agreements).
HIPAA and Healthcare Data
When Docscare performs services that involve PHI on behalf of a covered entity (such as a healthcare provider), Docscare may act as a Business Associate under HIPAA and will comply with applicable HIPAA requirements and our contractual obligations.
If you are a patient and have questions about how your healthcare provider uses or discloses your medical information, please contact your provider directly. This Privacy Policy primarily applies to information collected through our Site and business interactions, not your provider’s HIPAA Notice of Privacy Practices.
Cookies and Tracking Technologies
We use cookies and similar technologies to:
operate and secure the Site
remember preferences
understand usage and improve performance
measure marketing effectiveness (if enabled)
You can control cookies through:
browser settings (block/delete cookies)
device settings (where applicable)
Google Analytics opt-out tools (if we use Google Analytics)
Disabling cookies may impact Site functionality.
Your Rights and Choices
Depending on where you live, you may have rights regarding your personal information, such as:
Access: request the information we hold about you
Correction: request correction of inaccurate information
Deletion: request deletion, subject to legal and contractual limits
Opt out of marketing: unsubscribe from promotional emails at any time
To exercise these rights, contact us at privacy@docscare.org.
State Privacy Disclosures (US)
If you are a resident of certain US states (such as California), you may have additional rights under applicable privacy laws. Docscare does not sell personal information and does not share personal information for cross-context behavioral advertising in the way those laws define it. If that changes, we will update this Policy.
Third-Party Links
The Site may contain links to third-party sites. We are not responsible for their privacy practices. Please review the privacy policies of any third-party sites you visit.
Children’s Privacy
The Site and Services are not directed to children under 13, and we do not knowingly collect personal information from children. If you believe a child has provided personal information to us, contact us at privacy@docscare.org and we will take appropriate steps to delete it.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time. When we do, we will update the “Last Updated” date above. If changes are material, we may provide additional notice (such as a banner on the Site or email notification, where appropriate).
Contact Us
If you have questions about this Privacy Policy or our privacy practices, contact:
Contact:
Docscare
Address : 5900 Balcones Dr 25846, Austin, TX 78731
Email : info@docscare.org
Phone : (214) 646-1606