Privacy Policy

Welcome to Evocare Billings & IT Solutions LLC (“Evocare Billings,” “we,” “us,” or “our”). We are committed to protecting the privacy and confidentiality of all information entrusted to us by healthcare providers, clients, and visitors to our website (the “Site”) or users of our services (the “Services”).

This Privacy Policy explains how we collect, use, protect, and disclose information in compliance with applicable laws, including the Health Insurance Portability and Accountability Act (HIPAA) and the Health Information Technology for Economic and Clinical Health (HITECH) Act.
By accessing or using our Site or Services, you agree to the terms outlined in this Privacy Policy.

1. Information We Collect

We collect information necessary to provide our services, ensure compliance, and maintain secure operations. This includes:

Client and Business Information:
When you inquire about our services, request a consultation, or sign up for our solutions, we may collect your name, business name, email, phone number, NPI, Tax ID, specialty, and other operational details.

Protected Health Information (PHI):
In performing billing, credentialing, or revenue cycle management services, we may process PHI such as patient demographics, insurance details, encounter data, and claim information, as authorized under HIPAA and your provider’s Business Associate Agreement (BAA).

Technical and Website Data:
When you visit our website, we may automatically collect non-identifiable information such as your IP address, device type, browser information, and usage activity through cookies and analytics tools to monitor performance and enhance user experience.

2. Geolocation and Device Data

We may collect general location information (city, region) based on your IP address or browser settings to detect fraud, enhance security, and analyze service demand. We do not use precise GPS-based tracking. Any future collection of specific geolocation data will require your explicit consent and will be used only for legitimate business purposes.

3. How We Use Information

We use collected information solely for legitimate operational, compliance, and communication purposes, including:

• Providing billing, credentialing, and revenue cycle management services.

• Performing eligibility verifications and claim submissions.

• Communicating account updates, billing notices, and service-related alerts.

• Managing client relationships and delivering customer support.

• Analyzing system performance, fraud prevention, and improving services.

• Complying with legal, regulatory, and contractual obligations.

We may also use your business contact information to share service updates, educational content, or event invitations. You can opt out of marketing communications at any time.

4. Social Media and External Links

Our website may include links to social media platforms (e.g., LinkedIn, Facebook) or third-party websites. Your interactions with these platforms are governed by their own privacy policies. Evocare Billings does not collect or track any information from third-party sites without your consent.

5. Sharing and Disclosure

Evocare Billings does not sell, trade, or rent any personal or business information. Information may only be shared under the following circumstances:

• With clearinghouses, payers, or vendors necessary to perform billing or credentialing tasks.

• With subcontractors or service partners under written confidentiality and HIPAA-compliant Business Associate Agreements.

• With auditors, regulators, or legal authorities as required by law.

• When necessary to protect our legal rights, enforce agreements, or prevent fraud.

All disclosures are made under strict privacy, confidentiality, and data security safeguards.

6. Data Security and Protection

We maintain administrative, technical, and physical safeguards consistent with HIPAA (45 CFR §164.308–312) to protect all client and patient data.
These include:

• Encrypted transmission and storage of sensitive data.

• Multi-factor authentication and access controls.

• Secure servers in monitored environments.

• Employee confidentiality agreements and HIPAA training.

• Regular system updates, risk assessments, and security audits.

While no system is completely immune to risk, Evocare continually enhances its data security framework to ensure the confidentiality, integrity, and availability of all protected information.

7. Data Retention and Destruction

We retain information only as long as necessary for business, contractual, or legal purposes.

• PHI and billing records are typically retained for a minimum of seven (7) years in accordance with HIPAA and payer requirements.

• Financial and tax-related records are retained as required by law.

• Website analytics and marketing data may be stored for up to twelve (12) months or until you opt out.

When data is no longer needed, it is securely deleted or de-identified in compliance with federal and state laws.

8. Your Rights

Depending on your location and applicable laws, you may have rights to:

• Access, correct, or request deletion of personal information.

• Request limitations on how your data is used.

• Opt out of marketing communications.

For Protected Health Information (PHI), requests must be directed to your healthcare provider, as they are the Covered Entity under HIPAA.

9. Children’s Privacy

Our website and services are intended for professional healthcare entities. We do not knowingly collect information from children under 16 years of age.
If such data is inadvertently collected, it will be promptly deleted upon discovery.

10. Policy Updates

We may update this Privacy Policy periodically to reflect regulatory, technological, or operational changes. The latest version will always be available on this page with a revised effective date. Continued use of our Site or Services indicates acceptance of any updates.

11. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy, please contact us at:

Evocare Billings & IT Solutions LLC
📧   info@evocarebilling.com
📞  +1 (323) 412-5399
📍   1209 Mountain Road PL NE Ste R, Albuquerque, NM 87110

Your privacy and trust are integral to our mission. We are dedicated to ensuring full compliance with healthcare privacy standards while helping providers achieve financial efficiency and peace of mind.