Privacy Policy

We Protect Your Private Data on Our Website

This Privacy Policy explains how Radiant RCM collects, uses, stores, protects, and discloses information through our website, contact forms, demo request forms, email communications, phone communications, SMS communications, and business interactions.

Radiant RCM provides medical billing, revenue cycle management, medical coding, provider credentialing, denial management, AR follow-up, payment posting, eligibility verification, prior authorization support, reporting support, and healthcare virtual assistant services.

Because our services may involve healthcare and practice-related information, Radiant RCM takes privacy, security, and responsible data handling seriously.

This Privacy Policy applies to the Radiant RCM website at radiantrcm.com and related online communications.

Definitions

Personal Information

Personal information means information that can identify a person or business contact, such as name, email address, phone number, company name, practice name, job title, IP address, or other information submitted through our website or communications.

Protected Health Information

Protected Health Information, or PHI, means individually identifiable health information protected under HIPAA when handled by a covered entity or business associate.

Website visitors should not submit PHI through public website forms.

Site

The term “Site” means the Radiant RCM website and related web pages.

Users

The term “Users” means visitors, prospects, clients, business contacts, healthcare providers, medical practice representatives, and other individuals who access our Site or communicate with Radiant RCM.

Information We Collect

Radiant RCM may collect information that you voluntarily provide to us, including:

• Name
• Email address
• Phone number
• Practice or company name
• Medical specialty
• Job title or role
• Current EHR or practice management system
• Monthly claim volume
• Service interest
• Preferred demo date and time
• Message or inquiry details
• Information shared during calls, emails, meetings, SMS messages, or onboarding

We may also collect certain technical information automatically when you visit our Site, including:

• IP address
• Browser type
• Device type
• Operating system
• Pages visited
• Time spent on pages
• Referral source
• General location based on IP address
• Website activity and performance data
• Cookies and similar tracking data

How We Collect Information

We may collect information when you:

• Visit our website
• Submit a contact form
• Request a demo
• Call us
• Email us
• Communicate with our team by SMS
• Schedule a consultation
• Subscribe to communications
• Become a client
• Share information during service onboarding
• Use our services under an agreement

If you only visit our website to read information about our services, you are not required to provide personal information.

Information You Should Not Submit Through Website Forms

Our public website forms are intended for general business inquiries, demo requests, consultation scheduling, and service communication.

Please do not submit patient records, claim files, diagnosis details, insurance records, Social Security numbers, medical record numbers, patient billing records, or any other protected health information through public website forms.

If protected health information is required for contracted services, Radiant RCM will use approved communication channels, secure systems, and appropriate agreements.

How We Use Personal Information

Radiant RCM may use collected information for the following purposes:

• To respond to inquiries
• To schedule demos and consultations
• To provide information about our services
• To understand your practice needs
• To communicate with you about your request
• To deliver medical billing and RCM services
• To support credentialing, coding, denial management, AR follow-up, payment posting, eligibility verification, prior authorization, and related services
• To improve our website and user experience
• To analyze website performance
• To manage client relationships
• To send service-related updates
• To provide customer support
• To maintain website and system security
• To meet legal, regulatory, contractual, and compliance obligations

SMS Communications and 10DLC Compliance Disclosure

By opting in to SMS from a website form, phone call, email, written form, verbal request, or other communication method, you agree to receive SMS text messages from Radiant RCM.

These messages may include:

• Demo scheduling messages
• Appointment confirmations
• Consultation reminders
• Service-related communication
• Follow-up messages related to your inquiry
• Customer care messages
• Account or service updates
• Practice communication related to requested services

Message frequency may vary. Message and data rates may apply.

You may opt out at any time by replying STOP to any SMS message. You may request help by replying HELP.

Radiant RCM does not use SMS to send unrelated third-party marketing messages.

Consent to receive SMS messages from Radiant RCM is not a condition of purchasing services.

Mobile Information and SMS Consent Sharing

Radiant RCM does not sell, rent, trade, or share your mobile phone number, SMS opt-in information, or SMS consent status with third parties or affiliates for their marketing or promotional purposes.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes.

All categories of data sharing described in this Privacy Policy exclude text messaging originator opt-in data and consent. SMS opt-in data, mobile phone numbers, and consent records will not be shared with any third party for marketing or promotional purposes.

Consent to receive SMS messages from Radiant RCM cannot be transferred, sold, rented, or reused by another company.

Contact Form SMS Consent Notice

If a contact form, demo form, or similar website form collects a phone number, users may see a notice similar to the following:

“By providing your telephone number and submitting this form, you consent to receive SMS text messages from Radiant RCM related to your inquiry, demo request, appointment, or service communication. Message frequency may vary. Message and data rates may apply. Reply STOP to opt out of further messaging. Reply HELP for more information. By submitting this form, you also agree to our Privacy Policy.”

This notice should appear clearly near the phone number field or submit button when the form is used to collect phone numbers.

Email Communications

Radiant RCM may send email communications related to inquiries, demo requests, consultation scheduling, service updates, support, onboarding, billing, and client communication.

If you subscribe to newsletters or marketing emails, you may unsubscribe by using the unsubscribe link where available or by contacting us directly.

You may not be able to opt out of important service, security, legal, or transactional communications.

Cookies and Tracking Technologies

Radiant RCM may use cookies, analytics tools, pixels, tags, local storage, and similar technologies to improve website performance and understand how visitors use our Site.

These tools may help us understand:

• Which pages are visited
• Which services receive interest
• How users interact with forms
• How users find our website
• Which pages need improvement
• Website performance and technical issues
• General user behavior on the Site

Cookies may be session cookies or persistent cookies. Session cookies are removed when you close your browser. Persistent cookies may remain on your device for a longer period unless removed by your browser settings.

You can control or disable cookies through your browser settings. Some website features may not work properly if cookies are disabled.

Third-Party Analytics, Advertising, and Communication Tools

Radiant RCM may use third-party tools for website analytics, advertising, retargeting, performance monitoring, communication, scheduling, SMS messaging, security, and service delivery.

These providers may include website hosting providers, analytics platforms, CRM tools, scheduling tools, advertising platforms, communication providers, SMS platforms, and security tools.

Radiant RCM may use Zoom or other communication providers to support phone, meeting, SMS, or customer communication workflows.

These providers may process information only as needed to provide services to Radiant RCM.

Radiant RCM does not knowingly use website tracking tools to collect protected health information.

SMS opt-in data, mobile phone numbers, and SMS consent records are not shared with third parties or affiliates for marketing or promotional purposes.

Behavioral Targeting and Retargeting

Radiant RCM may work with advertising or analytics providers that use cookies, web beacons, pixels, or similar technologies to show relevant advertisements or measure campaign performance.

These tools may collect non-sensitive website activity data, such as pages visited, general interests, referral sources, browser activity, and interaction patterns.

Users may manage advertising preferences through browser settings or advertising platform controls where available.

How We Share Personal Information

Radiant RCM does not sell personal information.

We may share information only when necessary for business, service, legal, security, or compliance purposes, including with:

• Authorized Radiant RCM team members
• Website hosting providers
• Email and communication providers
• Analytics and security providers
• CRM or scheduling tools
• SMS and phone communication providers
• Payment or billing service providers where applicable
• Professional advisors
• Legal or regulatory authorities when required
• Approved vendors or subcontractors supporting our services
• Client-authorized systems and platforms

When protected health information is involved, sharing is limited to permitted service purposes, client agreements, Business Associate Agreements, and applicable law.

SMS opt-in data, mobile phone numbers, and SMS consent records are excluded from third-party sharing for marketing or promotional purposes.

Legal and Compliance Disclosures

Radiant RCM may disclose information if required to do so by law, court order, subpoena, legal process, government request, regulatory requirement, or to protect the rights, safety, and security of Radiant RCM, our clients, users, or others.

We may also disclose information to investigate suspected fraud, misuse of our Site, security incidents, illegal activity, or violations of our Terms of Service.

HIPAA and Business Associate Responsibilities

Radiant RCM may act as a business associate when we create, receive, maintain, or transmit protected health information on behalf of a healthcare provider, covered entity, or another business associate.

Where required, Radiant RCM enters into a Business Associate Agreement before handling protected health information.

When handling PHI, Radiant RCM uses PHI only for permitted service purposes, such as:

• Medical billing
• Claim submission support
• Payment posting
• Denial management
• AR follow-up
• Medical coding support
• Credentialing support
• Eligibility verification
• Prior authorization support
• Reporting and revenue cycle support

Radiant RCM maintains reasonable administrative, physical, and technical safeguards designed to protect the confidentiality, integrity, and availability of electronic protected health information.

Data Aggregation and De-Identified Information

To the extent Radiant RCM receives protected health information from clients covered by HIPAA, Radiant RCM may use such information only as permitted by applicable agreements and law.

Where allowed, Radiant RCM may create or use aggregated, anonymized, or de-identified information for business analysis, service improvement, reporting, technical support, operational improvement, and similar lawful purposes.

De-identified information does not identify an individual and is not intended to be used to identify an individual.

Data Security

Radiant RCM uses reasonable administrative, physical, and technical safeguards to protect personal information, business information, and protected health information from unauthorized access, disclosure, alteration, misuse, loss, or destruction.

Our safeguards may include:

• Role-based access controls
• Secure authentication
• Limited access to sensitive information
• Confidentiality obligations
• Secure communication practices
• System monitoring where available
• Approved data handling procedures
• Vendor review where applicable
• Incident response procedures
• Secure disposal of information no longer needed

No website, platform, email system, SMS platform, or internet transmission is completely secure. However, Radiant RCM works to protect information using safeguards appropriate to the type of information involved.

Data Retention

Radiant RCM retains personal information only as long as needed for business, service, legal, contractual, reporting, security, compliance, or dispute resolution purposes.

Retention periods may depend on:

• The type of information
• The purpose of collection
• Client agreements
• Legal requirements
• Compliance requirements
• Billing or reporting needs
• Security and audit needs

When information is no longer required, we may delete, de-identify, archive, return, or securely dispose of it according to applicable policies and agreements.

Access, Update, or Delete Personal Information

If your personal information changes or you want to request access, correction, or deletion, you may contact Radiant RCM using the contact details below.

Depending on applicable law, contract requirements, and legal obligations, we may honor requests to:

• Access personal information
• Correct inaccurate information
• Delete information where permitted
• Update communication preferences
• Opt out of non-essential marketing communications
• Opt out of SMS communications by replying STOP

Some information may need to be retained for legal, compliance, security, billing, or service-related reasons.

Customer Testimonials and Reviews

Radiant RCM may publish client testimonials, reviews, or feedback on our website or marketing materials.

We will seek appropriate permission before publishing identifiable client information, such as a name, company name, job title, or testimonial.

If you want your testimonial updated or removed, you may contact us.

Public Comments, Blogs, and User-Submitted Content

If Radiant RCM allows comments, blog responses, or public submissions, users should avoid posting personal information, protected health information, or confidential business information.

Information posted publicly may be viewed, collected, or used by others. Radiant RCM is not responsible for personal information that users choose to post in public areas.

Links to Other Websites

Our Site may contain links to third-party websites, platforms, or resources.

Radiant RCM is not responsible for the privacy practices, security, content, or terms of third-party websites.

We encourage users to review the privacy policies of third-party websites before sharing information with them.

Referrals

If you use a referral feature to tell another person about Radiant RCM, we may collect the referred person’s name and contact information only for the purpose of sending the referral communication.

You may contact us to request removal of referral information from our records where applicable.

Business Transfers

If Radiant RCM is involved in a merger, acquisition, restructuring, sale of assets, financing, or business transfer, information may be transferred as part of that transaction.

If required, Radiant RCM will provide notice before personal information becomes subject to a materially different privacy policy.

SMS opt-in data, mobile phone numbers, and consent records will remain subject to the mobile information and SMS consent sharing restrictions stated in this Privacy Policy.

Children’s Privacy

Radiant RCM’s website and services are intended for healthcare professionals, medical practices, business organizations, and adult users.

We do not knowingly collect personal information from children under the age of 13.

International Users

Radiant RCM primarily supports healthcare practices and organizations connected to the United States healthcare system.

If you access our website from outside the United States, your information may be processed in the United States or other locations where our team, vendors, or service providers operate.

Changes and Updates to This Privacy Policy

Radiant RCM may update this Privacy Policy from time to time to reflect changes in our services, technology, legal requirements, compliance obligations, or business practices.

The updated version will be posted on this page with a revised “Last Updated” date.

We encourage users to review this Privacy Policy periodically.

Contact Us

If you have questions about this Privacy Policy, SMS consent, HIPAA-related privacy practices, or how your information is handled, you may contact us at:

3121 West Hartford St, Broken Arrow, OK 74012
Website: radiantrcm.com
Email: info@radiantrcm.com
Phone: +1 918 383 6404
Business Hours: Monday-Friday, 9AM-6PM EST