Effective Date: 01 May 2025

Who We Are

RICH SOLUTIONS LLC is a medical billing service provider specializing in claims processing, revenue cycle management, and credentialing support for healthcare providers. As a business associate under the Health Insurance Portability and Accountability Act (HIPAA), we take our role in protecting patient data seriously.

Information We Collect

To perform our services effectively, we collect various types of information from healthcare providers, staff, and indirectly, from patients. This may include:

Personally Identifiable Information (PII):

• Name
• Email address
• Mailing address
• Phone number
• Job title and credentials

Protected Health Information (PHI):

As a medical billing company, we access PHI as necessary to process insurance claims. This may include:

• Patient names and demographic data
• Insurance details
• Diagnoses and procedure codes
• Treatment and service records
• Provider notes

Financial Information:

• Bank account and routing numbers (for payment processing)
• Tax identification numbers (TINs)
• Billing records and remittance advice

Website and Technical Information: When visiting our website, we may collect:

• IP addresses
• Browser type
• Cookies and usage data
• Time and duration of visits
• Referring websites

This data helps us enhance the user experience and improve our website performance.

How We Use the Information

RICH SOLUTIONS LLC uses the collected information for the following purposes:

• Submitting insurance claims and managing reimbursements
• Credentialing and contracting with payers
• Performing eligibility verifications and prior authorizations
• Communicating with healthcare providers and payers
• Troubleshooting claim denials and resolving issues
• Maintaining internal records for compliance and auditing
• Enhancing the functionality of our services and website
• Responding to inquiries and support requests

We only use the data for the purposes for which it was provided and do not sell or rent any personal or health information.

Sharing and Disclosure of Information

We do not share your information with third parties, except in the following circumstances:

• With Authorized Personnel: Information is only accessible by authorized employees or contractors who need access to perform their job responsibilities.
• With Payers and Clearinghouses: Data is transmitted securely to insurance companies, Medicare, Medicaid, and clearinghouses for the purpose of processing claims.
• With Third-Party Service Providers: We may engage IT vendors, secure cloud storage services, and credentialing partners to assist in our operations. These third parties are contractually obligated to maintain confidentiality and data security.
• To Comply with Legal Obligations: We may disclose information when required by law, regulation, subpoena, or court order.
• In Case of Business Transfers: If RICH SOLUTIONS LLC is involved in a merger or acquisition, client information may be transferred, but only under the same data protection standards.

HIPAA Compliance

RICH SOLUTIONS LLC is a HIPAA-compliant organization. We follow the administrative, technical, and physical safeguards required under HIPAA to ensure the confidentiality, integrity, and availability of PHI.

• Administrative Safeguards: Staff training, privacy policies, and access controls.
• Technical Safeguards: Data encryption, secure user authentication, and audit trails.
• Physical Safeguards: Restricted office access, secure storage of physical documents, and safe data disposal.

We execute Business Associate Agreements (BAAs) with all our clients and subcontractors who access PHI.

Data Security

We use industry-standard security measures to protect your information, including:

• SSL encryption for data transmission
• Password-protected systems and user access controls
• Firewalls and intrusion detection systems
• Regular vulnerability assessments and security updates

Despite our efforts, no system is 100% secure. Clients are encouraged to follow cybersecurity best practices when sharing data with us.

Data Retention

We retain information only as long as necessary to fulfill the purpose for which it was collected or as required by applicable laws and regulations, including HIPAA and IRS guidelines.

Once data is no longer needed, it is securely deleted or anonymized in compliance with data retention and destruction policies.

Your Rights and Choices

Depending on your relationship with us, you may have the following rights:

• Access: You may request access to the information we hold about you or your practice.
• Correction: You may request corrections to inaccurate or outdated data.
• Restriction: You may request that we limit the use of certain information.
• Account Termination: If you are a client and choose to terminate our services, we will work with you to securely return or destroy your data as appropriate.

To exercise these rights, please contact us using the information below.

Third-Party Websites

Our website may contain links to third-party websites. This Privacy Policy does not apply to any third-party content or services. We encourage you to review their privacy policies before interacting with their platforms.

Cookies and Tracking Technologies

We may use cookies and similar tracking technologies on our website to:

• Analyze traffic patterns
• Improve site functionality
• Enhance user experience

You can choose to disable cookies in your browser settings, but some features of the website may not function properly as a result.

Children’s Privacy

Our services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware of such data, we will delete it promptly.

Policy Updates

RICH SOLUTIONS LLC reserves the right to update this Privacy Policy periodically. Changes will be posted on our website with a revised "Effective Date." We encourage you to review the policy regularly to stay informed.

Contact Us

If you have any questions about this Privacy Policy or your data, please contact:

RICH SOLUTIONS LLC

Email: support@richsolutionsrcm.com
Phone: 1-844-258-2885
Address: 201 13TH ST UNIT 28972 OAKLAND, CA 94604

By continuing to use our services or website, you acknowledge that you have read and understand this Privacy Policy.