Privacy Policy
Effective Date: August 14, 2025
At CareSphere (“we,” “us,” “our”), protecting your privacy and maintaining confidentiality are core to our mission. This Privacy Policy outlines how we collect, use, share, and safeguard personal information when you use our website and related services (collectively, the “Services”).
Information We Collect
- Personal & Contact Information: Name, email address, phone number, mailing address—especially when provided for inquiries, care coordination, or administrative purposes.
- Protected Health Information (PHI): Medical history, treatment details, diagnoses, care plans, insurance and billing data, and other health-related identifiers, in compliance with HIPAA.
- Usage Data: IP addresses, browser type, device information, and interactions with our website to enhance functionality and security.
How We Use Your Information
- To create and manage your personalized care plans and facilitate communication with caregivers and medical professionals.
- To process payments, Medicaid waiver applications, insurance claims, and related documentation.
- For staff scheduling, caregiver assignment, and internal coordination.
- To meet HIPAA requirements, respond to legal requests, and prevent fraud in accordance with applicable laws.
How We Protect Your Information
- Privacy & Confidentiality: All staff, contractors, and volunteers receive mandatory training and are bound by confidentiality and non-disclosure policies.
- Secure Storage: PHI and other sensitive data are stored in encrypted Electronic Medical Records (EMR) systems with controlled access.
- Access Controls: Only authorized personnel with job-related needs can access confidential records.
- Secure Disposal: Physical records and documents are shredded; digital records are securely deleted.
- Breach Response: Any suspected breach is investigated promptly by our Administrator.
Your Rights & Choices
- You may request access to or corrections of your medical and billing records, subject to legal limitations.
- You may request restrictions on disclosures or changes to how we communicate with you.
- You may request a written or electronic copy of this Privacy Policy or our Notice of Privacy Practices at any time.
- You may submit a complaint to us or to the U.S. Department of Health and Human Services if you believe your rights have been violated.
Disclosure of PHI
We may use or disclose your PHI without written consent for:
- Treatment, such as creating or updating your care plan.
- Operational purposes, including internal management and communications.
- Billing and insurance claim processing.
We require written authorization for:
- Marketing communications.
- Sales or disclosures beyond standard care coordination.
We may also disclose information as required by law—for example, public health activities, legal proceedings, or fraud prevention.
Data Retention
We retain your personal and health information only as long as necessary to provide services and meet legal or regulatory obligations. Once information is no longer required, it will be securely destroyed.
Third-Party Disclosures
We do not sell your personal data. However, we may share information with:
- Service Providers: Vendors that provide secure storage, IT support, or operational services under confidentiality obligations.
- Regulatory Authorities: When required by law.
- Within Our Organization: For operational coordination and care delivery.
Special Notes for Minors
Our website and services are not intended for users under the age of 18. We do not knowingly collect personal information from minors without proper consent.
Policy Updates
We may update this Privacy Policy periodically. Material changes will be communicated by posting the updated policy on our website or via direct notification.
Contact Us
For privacy-related inquiries, to access or correct your information, or to file a complaint, please contact us at:
CareSphere
1 East Broad Street, Suite 430
Bethlehem, PA 18018
Phone: (610) 868-1801
Email: support@carespherehc.com