Introduction
ZenithMedCare ("we," "our," or "us") is a healthcare services company offering medical billing, revenue cycle management, credentialing, virtual scribe, and back-office support services for healthcare providers across the United States. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website and services.
Scope
This Privacy Policy applies to personal information collected from:
- Healthcare providers and organizations that use our services
- Employees and contractors of our client practices
- Visitors to our website (zenithmedcare.com)
- Individuals who contact us for inquiries or support
Disclosure of Personal Data
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. We do not sell your personal information to any third party.
SMS Consent & Data
Any SMS consent data collected is kept strictly confidential and is not shared with third parties for marketing purposes. Opt-in data and consent records are not shared with any unrelated third parties. Only authorized service delivery vendors (such as platform providers and carriers) may receive limited data as needed to facilitate messaging.
Types of Data Collected
We may collect the following types of personal information:
Contact Information
- Name, email address, phone number, and mailing address
Professional Information
- Medical license numbers, NPI, specialty, credentials, and practice details
Service & Financial Information
- Billing details, payment records, and service agreement data
Protected Health Information (PHI)
As a Business Associate under HIPAA, we may collect and process PHI on behalf of healthcare provider clients, including:
- Patient names and contact information
- Medical record numbers and insurance information
- Diagnosis codes and procedure codes
- Treatment information necessary for billing purposes
- Payment and claims information
Automatically Collected Information
- IP address and device information
- Browser type and operating system
- Pages viewed and time spent on our website
- Referring website and navigation patterns
How We Collect Information
We collect information through:
- Website forms and contact submissions
- Direct communications (email, phone, chat)
- Client onboarding processes
- Service delivery and ongoing operations
- Automated website tracking technologies
How We Use Your Information
Service Delivery
- Provide medical billing and revenue cycle management services
- Process claims and manage accounts receivable
- Communicate with insurance payers and patients
- Generate reports and analytics
Business Operations
- Respond to inquiries and provide customer support
- Send service updates and important notices
- Improve our services and develop new features
- Maintain records and internal documentation
Legal & Compliance
- Comply with HIPAA and other healthcare regulations
- Respond to legal requests and prevent fraud
- Enforce our terms and conditions
- Protect our rights and the rights of others
Opt-Out of SMS Communications
You may opt out of receiving SMS messages at any time by replying STOP or UNSUBSCRIBE to any message, or by contacting us at +1 (448) 877-0810 or info@zenithmedcare.com. Please note that essential service-related messages may still be sent as required.
How We Protect Your Information
We implement comprehensive security measures to protect your information:
Encryption
All data is encrypted in transit (SSL/TLS) and at rest
Access Controls
Role-based access with multi-factor authentication
Secure Infrastructure
HIPAA-compliant cloud hosting with regular security audits
Employee Training
All staff undergo HIPAA training and sign confidentiality agreements
Routine Backups
Regular data backups to prevent loss
BAA Compliance
We maintain BAAs with all vendors who handle PHI
Data Retention
We retain information only as long as necessary to fulfill the purposes outlined in this policy and to comply with legal and regulatory requirements. When data is no longer needed, it is securely deleted or anonymized.
- PHI is retained according to HIPAA requirements (typically 6-7 years)
- Financial records are retained according to IRS requirements (7 years)
- Marketing data is retained until you opt out or request deletion
Your Rights
You have the right to:
For PHI we process on behalf of healthcare providers, patients should contact their healthcare provider directly to exercise HIPAA rights.
Children's Privacy
Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children except as part of PHI processed on behalf of healthcare providers.
Third-Party Websites
Our website may contain links to third-party websites. We are not responsible for the privacy practices of these websites. We encourage you to review their privacy policies.
Updates to This Policy
We may update this Privacy Policy periodically. We will notify you of material changes by posting a notice on our website. Your continued use of our services after such changes constitutes acceptance of the updated policy.
Contact Us
If you have questions, concerns, or complaints about this Privacy Policy or our privacy practices, please contact us:
HIPAA Notice
ZenithMedCare is a Business Associate under the Health Insurance Portability and Accountability Act (HIPAA). We are committed to complying with all HIPAA Privacy and Security Rules. If you believe your privacy rights have been violated, you may file a complaint with:
- Our team at the contact information above
- The U.S. Department of Health and Human Services Office for Civil Rights
You will not be retaliated against for filing a complaint.
Effective Date: This Privacy Policy is effective as of February 18, 2026.