Our Relationship to You
To understand eProvider Solutions’ data protection obligations and your rights to your personal information under this Policy, it is important that you identify which relationship(s) you have with eProvider Solutions.
- “Practitioners” refers to the registered healthcare providers and practitioners utilizing the eProvider Solutions Services on whose behalf eProvider Solutions collects certain consumer and patient information, and on whose behalf eProvider Solutions submits insurance claim information and processes payments. (Authorized users of a Practitioner’s account are collectively and individually referred to as “Practitioners” or “Practitioner.”)
- “Clients” refers to individuals utilizing the services of a Practitioner utilizing eProvider Solutions Services. If you are a Client, eProvider Solutions will collect your personal information solely on behalf of a Practitioner. Your agreement with the relevant Practitioner should explain how the Practitioner shares your personal information with eProvider Solutions and other third parties, and if you have questions about this sharing, then you should direct those questions to the Practitioner.
- “Visitors” refers to any individual accessing the Sites, as well as to any individual submitting personal information via the Sites for any reason, including but not limited to submitting a “contact us” or other online inquiry form, engaging in an online Chat session, subscribing to a newsletter or blog, registering for a demo or webinar, completing an online survey, or uploading any content to the Sites or via the Services.
Hereinafter we may refer to Practitioners, Clients, and Visitors individually and collectively as “you.”
Collection and Use of Personal Information
For purposes of this policy, “Personal Information” refers to any information about an identified or identifiable individual, including financial account information, Protected Health Information (PHI/ePHI), and any device information that may be linked with an identifiable individual. Any information that is anonymized or aggregated is no longer Personal Information and we may use it and share it for any reason, including using anonymized PHI/ePHI as authorized by the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”), the Health Information Technology for Economic and Clinical Health Act (“HITECH”) and their implementing regulations set forth at 45 C.F.R. Parts 160 and Part 164 (collectively “the HIPAA Rules”), or any other law or regulation.
We collect Personal Information from and about Visitors to our Sites, we collect Personal Information from and about Practitioners through our Sites and Services, and we collect Personal Information from and about Clients and other individuals who utilize the services of Practitioners that use our Services for insurance claims submission, invoicing and billing, patient communications, online payments, and other practice management services.
Personal Information about Clients may be provided to us by Practitioners or directly by the Clients themselves. By providing information to us through an online payment form or online communication channel that is part of a Practitioner’s instance of our Services, Clients consent to our collection of such information and our sharing of that information with the Practitioner as set forth in this policy. In cases where Practitioners enter a Client’s Personal Information into our systems, they certify that they have received any required authorization to do so from the Client, and that the disclosure does not violate the Payment Card Industry Data Security Standard (PCI DSS), the HIPAA Rules, or any other law or regulation.
Parts of our Sites are public and any information that is disclosed on such public parts of our Sites may appear on search engines or other publicly available platforms, and may be “crawled,” searched and used by other Visitors, Practitioners, Clients, or other third parties. Please do not post any information that you do not want to reveal publicly.
In all cases where we share Personal Information with third parties, we will use a “minimum necessary” standard to disclose only that information required for satisfying the purpose of or performing the service for which the information is disclosed.
We generally collect and use information as follows:
From Practitioners with Paid eProvider Solutions Accounts
To obtain an eProvider Solutions Account you must provide contact information (name, address, phone number, and e-mail address) in addition to other personal information and information about your practice, and payment information to authorize automatic recurring billing for your subscription fees and deposit of payments for insurance claims eProvider Solutions submits on your behalf. You may also enter personal information for your own Clients as part of using the eProvider Solutions Services. You represent and warrant that you have the right to provide eProvider Solutions with any information, content, data, or materials provided by you, and that the disclosure does not violate the PCI DSS, the HIPAA Rules, or any other law or regulation.
We use your personal information to administer your account, to send you messages related to your usage of the Services, and to send you information about our company and your account.
We use billing and financial information (bank account numbers/credit card numbers) to process recurring subscription fees and other fees as applicable, via third-party payment processors, and to facilitate the deposit of insurance claims payments. eProvider Solutions does not store any bank account or credit card information in its own systems. All payment card data and bank account data is stored by our third party vendors who are contractually required to maintain compliance with the PCI DSS and to adhere to all NACHA rules for ACH payment processing.
In order to streamline certain business operations, develop products and services that better meet the interests and needs of our customers, and inform our customers about relevant products and services, you hereby agree that we may share your Personal Information with any of our current or future affiliated entities, subsidiaries and parent companies. We may also create anonymous records from personal information by excluding information (such as your name) that makes the information personally identifiable to you. We may use this anonymous information to direct future development, including but not limited to analyzing usage patterns so that we may enhance our services, and providing reports based on anonymous non-personal information.
From Clients Using an Online Payment form or Electronic Communications
Any Personal Information we collect about a Client (consumer or other individual), whether entered directly into our systems by the Client via an online payment form or other electronic communication mechanism operated on behalf of a Practitioner, or entered by an authorized Practitioner User, is used solely for the purpose of providing our Services or as otherwise set forth herein.
As part of utilizing an online payment form or other electronic communication mechanism you may send and receive free-form messages to/from Practitioners, make payments to or activate payment plans with Practitioners, and receive, review, complete and upload forms supplied by the Practitioner. In all of those cases, the information collected may be classified as Protected Health Information (PHI/ePHI) under the HIPAA Rules.
eProvider Solutions, via integration with third parties, processes payments for and collects information from Clients via online payment forms. When you submit a payment or payment account information via an online payment form, we may collect information necessary to process that transaction, including your name, address, zip/postal code, credit card or financial account number, IP address, and any other information necessary to process or authenticate the transaction. Furthermore, we may collect information about you and your payment, as well as any personal information or demographic data that you provide at the time of payment, including (without limitation) your email address, contact information, and other information related to the products/services purchased. This information is shared with third party processors solely for the purpose of processing the transaction, and the third party’s use of the information is governed by the contractual agreements between the Practitioner and the third party.
We may also create anonymous records from Personal Information by excluding information (such as name) that makes the information personally identifiable to a specific consumer or other individual. We may use this anonymous information to direct future development, including but not limited to analyzing usage patterns so that we may enhance our services, and providing reports based on anonymous non-personal information. We may also use anonymized PHI/ePHI as authorized by the HIPAA “Privacy Rule” as described in 45 C.F.R. § 164.514(b)
From Visitors to the Sites
When you submit an online “contact us” or other online inquiry form, when you engage in an online chat session, or when you call, write, fax or otherwise initiate contact with eProvider Solutions, we record your contact information (name, address, phone number, and email address) in our CRM (Customer Relationship Management) system. This information is used for answering your questions as well as ongoing marketing communication programs. In some cases, you may be referred to an eProvider Solutions online inquiry form via a link on a third-party referral website. In that case, any information collected on the eProvider Solutions hosted online inquiry form may be shared with the referring party, and that referring party may use it for their own, non-eProvider Solutions- related, marketing communication programs. If you exchange any messages through our Sites or through our Services, we may store those as well.
Automated Data Collection Technologies
Cookies and Similar Technologies
Certain portions of our Services may collect information via cookies, web beacons, pixel tags, and similar digital tracking technologies. These technologies can be used to collect and analyze other information related to the devices you use to access the Services, such as IP addresses, browser types, browser language, unique device identifiers and other information about your computer(s) and/or mobile device(s).
We may also use these technologies to log click-stream or similar data collected from certain portions of our Sites. Generally, this information is collected when you request pages from our Sites, and typically includes information such as the page served, the time, the source and type of browser making the request, the most recent page view, what you clicked on in order to arrive at our Sites, the content you viewed on our Sites, and other similar information relating to your use of our Sites.
We typically use these cookies and similar technologies for essential and functional purposes (e.g. to maintain an active session), to improve the performance and usability of our Sites, and to analyze how users interact with the Services (e.g. to understand how long users stay on a page, how often they return, and how they arrived at our Site). On certain portions of our Sites, we may collect data through these technologies for advertising, remarketing, or other similar purposes. Click-stream and related data is typically used for purposes of system administration, to improve our Services, for marketing and advertising-related purposes, and other similar uses.
You may also refuse or accept Cookies from the Sites or any other website at any time by activating settings on your browser. Most browsers automatically accept Cookies, but you can usually modify your browser setting to decline Cookies if you prefer. If you choose to decline Cookies, you may not be able to sign in or use other interactive features of our Sites that depend on Cookies. Information about the procedure to follow in order to enable or disable Cookies can be found at:
- Safari Mobile (iPhone and iPads)
- Microsoft Edge
For more information about other commonly used browsers, and to learn more about cookies and similar tracking technologies, and how they can affect your privacy, visit please refer to http://www.allaboutcookies.org/manage-cookies/.
Alternatively, you can opt out of certain types of cookie use by visiting the Network Advertising Initiative opt out page or permanently using the Google Analytics Opt Out Browser add on. If you wish to take steps to opt-out of tracking by certain online advertisers, you can visit the Digital Advertising Alliance’s opt-out page at http://www.aboutads.info/choices or the Network Advertising Initiative at www.networkadvertising.org/optout_nonppii.asp. You may control Facebook’s use of interest-based ads through your Facebook account settings, or may visit the customer support page here.
Please note that because there is no consistent industry understanding of how to respond to “Do Not Track” signals, we do not alter our data collection and usage practices when we detect such a signal from your browser.
How We Share Information with Third Parties
If you make a payment to a Practitioner via an online form, we may grant access to or share with the Practitioner any and all information we collect as part of that transaction, including credit card and other financial account information and Protected Health Information (PHI/ePHI), except where that disclosure is prohibited by law, regulation or other obligations (e.g. for data security).
If you make an appointment with a Practitioner, message a Practitioner, complete and upload a Practitioner supplied form, or otherwise provide personal information to a Practitioner via an online component of our Services we will grant access to and share all information collected with that Practitioner.
Additionally, we may share any personal or other information we possess, including but not limited to credit card and other financial account information and Protected Health Information (PHI/ePHI) when necessary or appropriate to: comply with the law; cooperate with law enforcement or national security requirements; respond to lawful requests; comply with law or credit card rules; participate in a lawful federal, state or local government investigation; protect the rights of eProvider Solutions, other eProvider Solutions Practitioners or Clients, and third parties; or to investigate violations of or to enforce our terms of service. We may also share PHI/ePHI with the Department of Health and Human Services as part of a lawful investigation. However, when complying with information sharing requests, we may: (i) dispute demands for release to the extent we believe, in our sole discretion, are unwarranted, illegitimate or overbroad; and (ii) when we determine that it is necessary or appropriate, we will notify you of any requests for release.
In all cases where we share Personal Information with third parties, we will use a “minimum necessary” standard to disclose only that information required to perform the service or fulfill the obligation for which the information is disclosed.
Data Retention Policy, Managing Your Information
We will retain personal information for as long as you remain an active eProvider Solutions Paid Account Holder and for a reasonable time thereafter.
We may store on behalf of Practitioners, for as long as a valid business reason exists, which may be indefinitely, any Personal Information, including but not limited to financial account information and Protected Health Information (PHI/ePHI), collected about a consumer or other individual (Client), whether entered directly into our systems by the consumer, or entered by an authorized Practitioner User. We may retain anonymized and aggregate data indefinitely.
Upon termination of a contract with a Covered Entity, we will remove any ePHI stored in our systems on behalf of that Covered Entity where required by applicable law or the Business Associate Agreement with the Covered Entity; any PHI that we continue to maintain, will be stored and protected per the terms of our Business Associate Agreement with the Covered Entity.
eProvider Solutions takes security very seriously and has security measures in place designed to protect against the loss, misuse and alteration of the information under our control. We protect your Personal Information by maintaining physical, technical and procedural safeguards to protect the confidentiality and security of your Personal Information. Such safeguards include use of secured socket layers (“SSL”), firewalls, data encryption, enforcing physical access controls to our buildings and files, and limiting access to Personal Information only to those employees, agents or third parties who need to know that information in order to process it for us.
eProvider Solutions policies, processes, procedures and systems are designed to be in compliance with the requirements of the HIPAA Rules. This includes using all reasonable efforts to safeguard PHI/ePHI from intentional or unintentional use or disclosure. eProvider Solutions has physical safeguards to protect computer systems, buildings and equipment from fire and other environmental hazards, as well as intrusion and catastrophic failure. All eProvider Solutions servers reside in a secure and environmentally protected facility and we store all PHI/ePHI in secure computer systems with strict access controls. All access to PHI/ePHI is granted on a strict business necessary basis.
eProvider Solutions does not directly store, process, or transmit bank account and credit card information. All payment processing, and collection of payment account data, is accomplished via integration with third-party service providers. These providers are contractually required to maintain compliance with the PCI DSS – Payment Card Industry Data Security Standards, and with all NACHA rules for ACH transaction processing. This includes secure transmission of credit card/bank account information, and encrypted storage of all payment account information.
However, you are also responsible for keeping your Personal Information confidential and secure. eProvider Solutions cannot guarantee that your Personal Information will be 100% safe while using our Services. You should choose a password that is complex (e.g., special characters and numbers, sufficient length, etc.) and keep your password confidential. Do not leave your device unlocked so that other individuals may access your device or account. eProvider Solutions is not in control of your Internet or wireless connection or the devices you use to log into the Services, so you should make sure you trust the devices and connections you use to access the Services. If you believe that you have experienced unauthorized access or use of your account, please contact us immediately at [email protected]
Unfortunately, the transmission of information via the internet is not completely secure. Although we do our best to protect your Personal Information, we cannot guarantee the security of your Personal Information transmitted via our Sites or Services. Any transmission of Personal Information is at your own risk. We are not responsible for circumvention of any privacy settings or security measures contained on the Sites or the Services.
You may opt-out of receiving marketing communications from us by following the opt-out instructions we include in such communications.
To the extent required by law, you may choose to opt out of sharing with any other parties with whom we may share your personal information; however, you may be unable to use the Services or certain features if you wish to limit such sharing.
Accessing, Correcting and Deleting your Information
eProvider Solutions acknowledges the right of individuals to access their personal data. If you are a Practitioner, you may access and modify your personal and other account information using your account settings page. You may also access, change and modify information previously provided or collected by sending an email to eProvider Solutions at [email protected] to initiate changes or modifications or to obtain a file for review. Note that we will require you to verify your identity prior to releasing any personal information.
You may close your eProvider Solutions account by emailing us at [email protected]. To fully close your eProvider Solutions account you may also be required to complete account closure forms with the third-party providers of any services integrated with your eProvider Solutions account.
Further, you may request that your personal information be removed from all eProvider Solutions systems. This request must be made in writing to the address provided below. Note that if you request removal of your personal information you will no longer have access to any existing eProvider Solutions account and will not be able to use any eProvider Solutions product or service. eProvider Solutions reserves the right to retain certain account information for its recordkeeping or compliance purposes.
If you are a patient, customer, or otherwise do business with or utilize the services of a Covered Entity that utilizes eProvider Solutions systems as part of providing service to you, you can request that the Covered Entity provide you with access to the Personal Health Information (PHI/ePHI) stored in eProvider Solutions systems on its behalf, that it make changes to that ePHI, and/or that the ePHI be deleted from eProvider Solutions systems. eProvider Solutions cannot honor such requests directly, but will assist Practitioners with addressing them.
Note that using the system delete function to remove any data related to your Clients, or to remove any personal data about your company or its authorized users, only restricts viewing that data from any system interface and prevents utilizing that data for any system function. It does not permanently delete the data from eProvider Solutions systems. To have any personal data permanently deleted from our systems, you must make an official request in writing, to the address provided below or by emailing [email protected], that includes the specific information that you would like permanently deleted from our systems. Note that eProvider Solutions will require you to verify your identity prior to executing any request to permanently delete data.
California residents may request and obtain from us a list of what personal information (if any) we disclosed to third parties for direct marketing purposes in the preceding calendar year and the names and addresses of those third parties. You may make one request each year by contacting us as set forth below.
If you have any questions or concerns, please contact eProvider Solutions by e-mail at [email protected]. We will do our best to address your concerns. If you feel that your complaint has been addressed incompletely, we invite you to let us know for further investigation. If we are unable to reach a resolution to the dispute, you and eProvider Solutions will settle the dispute exclusively as set forth in the Terms of Service.
A Note About Children
We do not intentionally gather information about visitors who are under the age of 18, do not offer Practitioner accounts to children under the age of 18, and prohibit Practitioners from granting online access to children under the age of 18 without explicit permission from an authorized parent or legal guardian. If you are under the age of 18 you should not use our Sites or Services without permission.
E Provider Solutions, L.L.C.
111 N Magnolia Ave Ste 1100
Orlando, FL 32801
P: 605 – 323 – 0800
E: [email protected]