Privacy Policy
Effective Date: February 01, 2020 | Last Updated: March 2026
This Privacy Policy (“Policy”) describes how BILLCARES PROVIDER SERVICES LLC, doing business as Bill Cares(“Bill Cares” “we,” “us,” or “our”), collects, uses, discloses, and protects information when you visit www.billcares.com (the “Site”), use our services, or communicate with us, including via SMS/text messaging.
By accessing the Site, submitting an inquiry, signing a proposal, service agreement, statement of work, business associate agreement, or other order document, or by using our Services, you agree to this Policy. If you are agreeing on behalf of an organization, you represent that you have authority to bind that organization to this Policy.
1. Information We Collect
We may collect the following types of information:
- Personal identifiers such as name, email address, phone number, and mailing address
- Business and practice information necessary to provide our services
- Protected health information (PHI) as governed by applicable Business Associate Agreements
- Mobile phone numbers provided for the purpose of receiving SMS/text communications
- Usage data, IP addresses, browser type, and device information collected via cookies and similar technologies
- Any other information you voluntarily provide to us
2. How We Use Your Information
We use collected information to:
- Provide and manage healthcare administrative and revenue cycle management services
- Communicate with you about your account, services, and related matters, including via SMS/text messages
- Process payments and manage billing
- Comply with legal, regulatory, and contractual obligations
- Improve our Site, services, and user experience
- Send marketing communications where permitted by law (with opt-out available)
3. SMS/Text Messaging Communications
3.1 Consent and Opt-In
By providing your mobile phone number and opting in to receive text messages from Bill Cares, you expressly consent to receive recurring SMS/text messages from us at the mobile number provided. Consent is not a condition of purchase or use of any service.
You may opt in to receive SMS messages by:
- Submitting your phone number through our website opt-in form
- Providing verbal or written consent during the service enrollment process
- Texting a designated keyword to our messaging number
3.2 Types of Messages
Messages may include, but are not limited to:
- Service-related notifications and updates
- Appointment reminders and scheduling communications
- Account alerts and billing information
- Credentialing and enrollment status updates
- Practice support and operational communications
3.3 Message Frequency and Rates
Message frequency varies based on your account activity and service needs. Standard message and data rates may apply depending on your mobile carrier and plan. Bill Cares is not responsible for any charges incurred from your wireless provider.
3.4 Opt-Out
You may opt out of receiving SMS messages at any time by replying STOP to any message received from Bill Cares. Upon receipt of your STOP request, you will receive a one-time confirmation message, and no further messages will be sent unless you re-opt in.
3.5 HELP
For assistance with our SMS messaging program, reply HELP to any message or contact us at:
- Phone: +1 241-638-4145
- Email: admin@billcares.com
3.6 Mobile Information Privacy
Your mobile information, including your mobile phone number, will not be sold, rented, loaned, traded, leased, or otherwise shared with or disclosed to third parties, including affiliates, for promotional or marketing purposes.
We may share your mobile information only as necessary to provide the services you have requested, to comply with applicable law, or to protect our legal rights.
3.7 Supported Carriers
Our SMS program is supported by major U.S. carriers. Carriers are not liable for delayed or undelivered messages. T-Mobile is not responsible for the content of messages sent via our service.
4. Cookies and Tracking Technologies
We may use cookies, web beacons, and similar technologies to collect usage data and improve your experience. You may control cookie preferences through your browser settings.
5. Information Sharing and Disclosure
We do not sell your personal information. We may share information with:
- Service providers and contractors who assist in delivering our services, bound by confidentiality obligations
- Third-party systems (EHRs, clearinghouses, payer portals) as necessary to perform services
- Government or regulatory bodies when required by law, subpoena, or legal process
- Parties to a merger, acquisition, or sale of assets, subject to confidentiality protections
6. HIPAA and Protected Health Information
If Bill Cares handles protected health information (“PHI”) on your behalf and a Business Associate Agreement (“BAA”) is required by law, the parties shall execute a BAA before such handling.
You remain responsible for your own legal and regulatory compliance, including HIPAA, payer requirements, documentation standards, and coding practices.
7. Data Security
We implement reasonable administrative, technical, and physical safeguards to protect information from unauthorized access, disclosure, alteration, or destruction. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.
8. Data Retention
We retain information for as long as necessary to provide services, comply with legal obligations, resolve disputes, and enforce agreements. When no longer needed, information is securely deleted or anonymized.
9. Your Rights
Depending on your jurisdiction, you may have rights regarding your personal information, including the right to access, correct, delete, or port your data. To exercise these rights, contact us using the information in Section 12.
10. Children’s Privacy
Our Site and Services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children under 18.
11. Changes to This Privacy Policy
We may update this Policy from time to time. Changes will be posted on this page with an updated effective date. Your continued use of the Site or Services after changes constitutes acceptance of the updated Policy.
12. Contact Information
BILLCARESPROVIDER SERVICES LLC
10638 Se 254th PI Apt B 308 Kent WA 98030
Phone: +1 241-638-4145
Email: admin@billcares.com