CLAIMWAVE LLC – PRIVACY POLICY

ClaimWave LLC (“we,” “us,” or “our”) is committed to protecting the privacy and security of all information entrusted to us. This Privacy Policy explains how we collect, use, disclose, and safeguard personal and protected health information (“PHI”) when providing medical billing, revenue-cycle management, and provider credentialing services.

1. Information We Collect

We may collect the following types of information:

A. Personal Information

From providers, practices, and business clients:

  • Name, address, phone number, email

  • Tax ID, NPI, and professional details

  • Banking or payment info for billing purposes (if needed)

B. Protected Health Information (PHI)

As defined under HIPAA:

  • Patient demographics

  • Insurance information

  • Diagnosis codes (ICD-10)

  • Procedure codes (CPT/HCPCS)

  • Medical records necessary for billing or verification

  • Claim, payment, and remittance details

C. Website & Technical Data

  • IP address

  • Browser type

  • Pages viewed

  • Cookies (for site functionality only)

2. How We Use Information

We use collected information to:

  • Submit and process insurance claims

  • Complete provider credentialing and enrollment

  • Verify insurance benefits

  • Manage billing communications

  • Respond to client inquiries

  • Improve our services and website

  • Maintain compliance with federal and state laws

We never sell PHI or personal information.

3. HIPAA Compliance

ClaimWave LLC adheres to all HIPAA Privacy, Security, and Breach Notification Rules.

We:

  • Use secure, encrypted systems for storing and transmitting PHI

  • Limit access to PHI to authorized personnel only

  • Maintain signed Business Associate Agreements (BAAs) as required

  • Conduct periodic compliance reviews

  • Follow minimum necessary disclosure standards


4. How We Share Information

We may share information only when necessary and lawful:

  • Insurance companies and payers

  • Clearinghouses

  • Providers and healthcare organizations involved in treatment

  • Credentialing agencies and health plans

  • Authorized business partners (with signed BAA)

  • As required by law, subpoena, or regulation

We never share PHI for marketing or non-billing purposes.

5. Data Security

We safeguard PHI and personal data using:

  • Encrypted storage and transmission

  • Multi-factor authentication

  • Secure email and portal systems

  • Role-based access controls

  • Routine security audits

6. Your Rights

Clients and providers have the right to:

  • Request copies of information we maintain

  • Ask for corrections to inaccurate data

  • Limit certain disclosures

  • Request a list of disclosures we’ve made

  • File privacy complaints without fear of retaliation

To submit a request: contact@claimwavemed.com

7. Data Retention

We retain billing and credentialing records for the period required by:

  • State and federal laws

  • Payer contracts

  • HIPAA (minimum 6 years)

After that period, records are securely destroyed.

8. Third-Party Services

Our website may link to external sites. We are not responsible for the privacy practices of third-party websites or tools.

9. Updates to This Policy

We may update this Privacy Policy periodically. The newest version will always be posted on our website with a revised effective date.

10. Contact Information

For privacy questions or compliance concerns, contact:

ClaimWave LLC

New York, NY

Email: info@claimwavemed.com

Phone: 602-492-3980