Privacy Policy
Healthcare Utilization Consultants LLC, a Florida limited liability company also doing business as "Healthcare Utilizations" ("HUC," "we," "us," "our"), provides consulting, technology, managed IT and security, AI and automation, data, utilization review, prior authorization and appeals, and care management support services to physician practices and other healthcare organizations. This Privacy Policy explains what information we collect through www.healthcareutilization.com (the "Website"), through our business phone line, and when you email or text us; how we use and share it; and the choices you have.
In short: we collect only what you choose to send us and what we need to run and protect the Website. We do not sell your information, share it for targeted advertising, or use advertising or analytics trackers. Please do not send patient health information through this Website.
1. Scope
This policy covers the Website, including its forms, the provider portal, and the Practice Innovation page, and your business communications with us. It does not cover:
- Protected health information (PHI) we handle for clients. When we provide services to a healthcare organization, any PHI we access is governed by HIPAA, our Business Associate Agreement with that organization, and our services agreement, not by this policy (see section 7).
- Our products and other websites. Products such as AiFax and AdmitLogic, and any third-party website we link to, have their own privacy policies.
The Website is intended for business and professional users, not patients. If you are a patient, please contact your own healthcare provider.
2. Information we collect
Information you give us. When you submit a form, email us, or call or text us, we collect what you provide, such as your name, organization or practice name, role, business email address, phone and fax numbers, how you heard about us, how you prefer to be contacted, and the contents of your message.
Phone calls. Calls to our business phone line may be answered by an automated or AI voice assistant operated by a service provider. When you call, we receive your phone number and the information you share, and the call may be recorded, transcribed, and summarized so the right person can follow up. We tell callers this at the start of the call; if you do not want to proceed, you can end the call and email us instead. We send the caller's number, a summary, and the transcript to our team by email, and may send the number and a short summary to our team's phones by text message or a messaging app.
Provider portal. If you are an authorized portal user, we record your username, sign-in and sign-out times, IP address, and a random session identifier for security and access auditing.
Technical information. Like most websites, our servers and hosting provider automatically process technical information needed to deliver and protect the Website, such as IP address, browser and device type, the page requested, and the date and time. We use IP addresses briefly to limit spam and abuse of our forms and sign-in pages.
Cookies and browser storage. We use only cookies that are strictly necessary for the Website to work, such as the secure sign-in cookie for the provider portal. The self-check and calculators on the Practice Innovation page save your selections and the numbers you enter in your own browser's local storage so they are there when you return. They are not sent to us unless you choose to add your snapshot or results to your message and submit the form; in that case they are sent to us by email with your inquiry. You can clear the stored values at any time in your browser. We do not use advertising cookies, analytics cookies, tracking pixels, or third-party tracking scripts, and our fonts and images are served from our own servers.
3. How we use information
- to respond to inquiries, calls, and messages, and to follow up by your preferred method;
- to discuss, propose, provide, and support our services;
- to operate the provider portal and verify authorized users;
- to keep the Website, our systems, and our users secure, including detecting and preventing spam, fraud, and abuse;
- to improve the Website and our services;
- to keep business records and comply with legal, regulatory, and contractual obligations; and
- to establish, exercise, or defend legal claims.
4. AI and automated processing
We use AI tools offered by service providers to transcribe and summarize phone calls so we can respond quickly. These providers process the information to provide that service to us, subject to their business terms. Where available, we use provider settings and terms that restrict providers from using this information for their own purposes, such as training their general AI models. We do not use automated processing to make decisions that have legal or similarly significant effects on you. The chat assistant on our Care Management page is automated and scripted; it runs entirely in your browser and does not send or save what you type.
5. How we share information
We do not sell personal information, and we do not share it for cross-context behavioral or targeted advertising. We share information only as follows:
- Service providers and platforms that help us run our business, such as website hosting, email, telephone and voice assistant, AI processing, and IT providers, and the messaging app and mobile carrier text gateways we use to alert our team about calls. We share only what each needs for its task. Where we have service agreements with them, those agreements limit their use of the information; otherwise their own terms and privacy policies apply;
- Professional advisors, such as attorneys, accountants, and insurers, under confidentiality obligations;
- Legal and safety reasons, when we believe disclosure is required by law, subpoena, or other legal process, or is necessary to protect the rights, property, or safety of HUC, our clients, or others;
- Business transfers, in connection with a merger, acquisition, financing, or sale of all or part of our business, subject to this policy; and
- With your direction or consent.
6. Calls, text messages, and email
We send text messages only when you choose text as your contact method and agree to receive texts. Message frequency varies, and message and data rates may apply. Reply STOP, END, CANCEL, QUIT, or UNSUBSCRIBE to opt out at any time, or HELP for help; you may also opt out by any other reasonable means, such as emailing admin@healthcareutilization.com. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging opt-in data and consent are excluded from the sharing described in section 5 and are not shared with any third party, except the service providers that deliver our text messages. You can also ask us at any time to stop emailing or calling you about our services.
7. Patient health information and HIPAA
Please do not send PHI through this Website. The Website, its forms, and our general email, phone, and text contacts are not intended for patient names, dates of birth, medical record or Medicare numbers, Social Security numbers, diagnoses, or other PHI. If PHI reaches us through these channels anyway, we will limit its use and handle it as required by applicable law and any Business Associate Agreement that applies.
When we provide services to a healthcare organization, such as managed IT, database, software, AI, data, documentation, prior authorization and appeals, or care management support, we may create, receive, maintain, or transmit PHI on that organization's behalf. In that role we act as a business associate (or subcontractor) under HIPAA, and we use and disclose PHI only as permitted by our Business Associate Agreement, our services agreement, and applicable law. Individuals with questions about their own health information should contact the healthcare provider or health plan that holds it.
8. How long we keep information
We keep information only as long as reasonably necessary for the purposes described in this policy, including responding to you, managing a business relationship, maintaining security and audit records, and meeting legal, tax, accounting, and contractual requirements. Inquiry emails, call notifications (which include the caller's phone number, a summary, and the call transcript), and alerts to our team are kept as part of our business correspondence. Our voice service provider keeps call recordings and transcripts under its own retention practices and our account settings. Portal sign-in records are kept for security and auditing. When information is no longer needed, we delete it or de-identify it in line with our records practices.
9. How we protect information
We use reasonable administrative, technical, and physical safeguards designed to protect information, including encrypted connections (HTTPS), access controls, secure sign-in cookies, and limits on who can access information. No method of transmission or storage is completely secure, so we cannot guarantee absolute security. If a security incident affects your personal information, we will notify you as required by applicable law.
10. Your choices and rights
You may ask us to access, correct, or delete the personal information we hold about you, or to stop contacting you, by emailing admin@healthcareutilization.com or calling 786-435-0634. Depending on where you live, you may have additional rights under state privacy laws, such as the right to know what we collect, to obtain a copy, to correct or delete it, and to opt out of the sale of personal information, targeted advertising, or certain profiling. We do not sell personal information or engage in targeted advertising, so there is nothing to opt out of, and we treat browser-based opt-out signals such as Global Privacy Control as a valid request where the law requires it.
We will verify requests in a reasonable way, which may include confirming information you previously gave us. You may use an authorized agent where the law allows. We will respond within the time required by applicable law, and we will not discriminate against you for exercising your rights. If we decline a request, we will explain why, and where the law provides a right to appeal, you may appeal by replying to our response.
11. Children
The Website is intended for adults acting in a business or professional capacity. It is not directed to children, and we do not knowingly collect personal information from anyone under 18. If you believe a child has sent us personal information, contact us and we will delete it.
12. Location of processing
We are based in the United States, and we process and store information primarily in the United States. Some service providers, such as AI, messaging, and hosting providers, may process information in other countries. If you contact us from outside the United States, your information will be transferred to and processed in the United States.
13. Changes to this policy
We may update this Privacy Policy from time to time. We will post the updated version on this page with a new "Last updated" date, and where changes are material we will take additional steps to notify you as required by law.
14. Contact
Healthcare Utilization Consultants LLC
7901 4th St N, STE 300
St. Petersburg, FL 33702
Phone: 786-435-0634
Email: admin@healthcareutilization.com