At Imperial RCM, we value your privacy and are committed to protecting the information you share with us. This Privacy Policy explains how we collect, use, store, and protect personal and professional information when you visit our website ImperialRCM.com or use our services. By using our Site or engaging our services, you agree to the practices described in this Policy.
1. Information We Collect
We may collect information directly from you when you fill out forms on our Site, request a consultation, or engage our services. This may include your name, email address, phone number, practice details, and billing information. If you are a client, we may also collect Protected Health Information (PHI) necessary to perform billing and coding services on your behalf. In addition, we automatically collect certain technical data such as IP address, browser type, and usage details when you visit our Site, which helps us improve performance and user experience.
2. How We Use Your Information
The information we collect is used to provide and improve our services, respond to inquiries, manage client relationships, and carry out billing and coding processes. For clients, PHI is used solely for legitimate healthcare billing purposes and is handled in compliance with HIPAA regulations. We may also use non-personal information, such as website usage patterns, to analyze site traffic and enhance our online presence. We never sell your personal information to third parties.
3. Protected Health Information (PHI) & HIPAA Compliance
As a medical billing and coding service provider, we understand the sensitivity of PHI. Imperial RCM is fully committed to maintaining compliance with the Health Insurance Portability and Accountability Act (HIPAA). We implement administrative, technical, and physical safeguards to protect PHI from unauthorized access, use, or disclosure. Clients who provide PHI will be required to enter into a Business Associate Agreement (BAA) with us, ensuring that both parties are bound by strict confidentiality and data protection requirements.
4. Sharing of Information
We only share information with third parties when it is necessary to deliver our services, comply with legal obligations, or protect our rights. For example, we may share data with insurance companies, clearinghouses, or payment processors as part of billing operations. In limited cases, we may disclose information to regulatory bodies or law enforcement if legally required. Any third-party vendors we work with are carefully selected and are required to maintain strong data protection practices.
5. Data Security
We take data security seriously and employ industry-standard measures such as encryption, secure servers, firewalls, and restricted access controls to protect information. Access to sensitive data is limited to authorized personnel who need the information to perform their job responsibilities. While we make every effort to safeguard your information, no system is completely secure, and therefore we cannot guarantee absolute protection against all threats.
6. Cookies & Website Tracking
Our website may use cookies and similar tracking technologies to improve your browsing experience, analyze website performance, and deliver relevant content. Cookies are small files stored on your device that help us recognize returning visitors and customize user experience. You may choose to disable cookies in your browser settings, but doing so may limit some features of our Site.
7. Your Rights
Depending on your location, you may have certain rights regarding your personal information, including the right to access, update, or delete your data. Clients may also request copies of records related to services provided. If your information includes PHI, you have rights under HIPAA, including the right to request restrictions on certain uses or disclosures. Requests can be made by contacting us directly through the details provided below.
8. Retention of Data
We retain information only for as long as it is necessary to provide services, comply with legal requirements, resolve disputes, and enforce agreements. PHI and financial records may be retained for periods required under federal and state laws. Once data is no longer needed, it is securely destroyed or anonymized.
9. Third-Party Links
Our Site may contain links to external websites that are not operated by Imperial RCM. We are not responsible for the privacy practices or content of these external sites. We encourage users to review the privacy policies of any third-party websites they visit.
10. Changes to This Policy
Imperial RCM may update this Privacy Policy from time to time to reflect changes in regulations, technology, or our business practices. When we make significant updates, we will update the “Last Updated” date at the top of this page. Continued use of our Site or services after changes are posted indicates your acceptance of the revised policy.
11. Contact Us
If you have any questions, concerns, or requests related to this Privacy Policy or our data practices, please contact us at:
Imperial RCM, LLC
Email: info@imperialrcm.com