Payer Ready LLC Privacy Policy

1. Introduction and Scope

Payer Ready LLC (“Payer Ready,” “we,” “our,” or “us”) is committed to maintaining the highest standards of data privacy and security. This Privacy Policy (the “Policy”) governs the collection, use, disclosure, and protection of information obtained through your interaction with our website at PayerReady.com, any subdomains, and the integrated software solutions we provide, including but not limited to provider credentialing, enrollment, EDI/EFT/ERA management, and compliance monitoring (collectively, the “Service”).

This Policy applies to information collected:

• On the Site or through the Service.
• In electronic communications (email, text, API calls) between you and Payer Ready.
• Through Organization Admin or RCM partner portals when managing provider rosters.

It does not apply to information collected by third parties, including third-party applications or websites that may link to or be accessible from our Service.

2. Categories of Information We Collect

In order to provide specialized healthcare administrative services, we collect several categories of information, including “Personal Information” as defined under various state and federal laws.

A. Identifiers and Professional Information

• Personal Identifiers: Legal name, alias, postal address, unique personal identifier, online identifier, IP address, email address, Social Security Number (SSN), and date of birth.
• Professional & Employment Information: National Provider Identifier (NPI), CAQH ID, DEA registration, state medical/professional licenses, board certifications, CV/resume details, and employment history.
• Financial Information: Bank account numbers, routing numbers (for EFT setup), and billing details.

B. Sensitive and Protected Classifications

• Government-Issued IDs: Driver’s license, passport, or other state-issued identification for Primary Source Verification (PSV).
• Protected Characteristics: Under California or federal law, we may process information such as race, color, sex/gender, or age as part of certain credentialing or demographic reporting requirements.

C. Technical and Usage Data

• Automatic Collection: Details of your visits to the Site, including traffic data, logs, browser type, operating system, and the resources that you access.
• Cookies and Tracking: We utilize cookies, web beacons, and tracking pixels to analyze user behavior, store preferences, and improve Service performance.

3. Sources of Collection

We acquire the information described above from the following sources:

• Directly from You: When you register, complete your Provider Profile, or submit documents.
• From Organization Admins: When your employer, practice group, or RCM organization enters your data to facilitate credentialing and enrollment.
• Automated Technologies: As you navigate the dashboard.
• Third-Party Verifiers: From state licensing boards, the OIG/SAM exclusion lists, and other primary sources during the verification process.

4. Use of Your Information

We use the information we collect for the following business and commercial purposes:

• Credentialing & Enrollment: To populate 837 claims, 835 ERA files, and payer-specific enrollment applications.
• Compliance Monitoring: To execute continuous monitoring of Expirables (licenses/certifications) and federal exclusion lists.
• Financial Management: To facilitate EFT direct deposits and manage EDI transactions.
• Service Optimization: To diagnose technical issues, enhance the user interface, and estimate audience size.
• Legal & Contractual: To enforce our rights under the Terms of Service and comply with healthcare regulatory audits.

5. Disclosure and Sharing of Information

Payer Ready does not sell your Personal Information. We share information only as follows:

• Payer Organizations & Networks: To secure your participation in health and dental plans.
• Service Providers: To third-party vendors who assist with hosting, payment processing, and data analytics. These parties are contractually bound to keep personal information confidential.
• RCM Partners: If your organization utilizes a third-party billing firm, your data is shared to facilitate revenue cycle management.
• Legal Compulsion: To comply with a court order, law, or legal process, including responding to government or regulatory requests.
• Business Transfers: To a buyer or successor in the event of a merger, divestiture, or restructuring.

6. Your Rights and Choices

A. Access and Correction

You can review and change your personal information by logging into your Provider Profile. You may also request deletion of certain information, although we may be required by law to retain specific healthcare-related records for audit and compliance purposes.

B. Tracking Technologies

You can set your browser to refuse cookies. However, note that certain sections of the Payer Ready dashboard may become inaccessible or fail to function properly without them.

C. “Do Not Track” Signals

We do not currently respond to “Do Not Track” signals as no industry-wide standard has been established.

7. State-Specific Privacy Rights (CCPA/CPRA)

For residents of California and other states with comprehensive privacy laws:

• Right to Know: You may request disclosure of the categories and specific pieces of personal information we have collected about you over the past 12 months.
• Right to Delete: You have the right to request the deletion of your personal information, subject to certain exceptions (e.g., maintaining data for an ongoing business relationship or legal compliance).
• Right to Opt-Out of Sale/Sharing: As stated, Payer Ready does not sell personal information.

To exercise these rights, please contact us at privacy@payerready.com.

8. Data Security and Retention

We have implemented robust technical and organizational measures designed to secure your personal information from accidental loss and unauthorized access. These include encryption of data at rest and in transit.

Retention: We retain your information for as long as your account is active or as needed to provide you the Service, and as necessary to comply with our legal obligations (which, in healthcare, can span several years).

9. International Users

Payer Ready is a United States-based company. Our Site and Service are not intended for residents of the European Economic Area (EEA) or the UK. By using the Service, you acknowledge that your data will be processed and stored in the U.S.

10. Children’s Privacy

The Service is intended for use by professional adults. We do not knowingly collect information from individuals under the age of 18.

11. Changes to This Policy

Payer Ready reserves the right to amend this Policy at its sole discretion. Any changes will be posted on this page with an updated “Last Modified” date. Material changes will be communicated via the email address associated with your account.

12. Contact Information

To ask questions or comment about this Privacy Policy and our privacy practices, contact us at:

Payer Ready LLC
Email: privacy@payerready.com
Phone: 888 701 6090