GCI MedTech Solutions

Accurate. Reliable. Transparent. Medical Billing Done Right. 

We provide straightforward, accurate billing services that take pressure off your team — so your clinic can focus on patient care. 

Our Policies

Transparency matters to us. Below you’ll find clear, straightforward information about how we protect your data, manage communication, and operate responsibly.

Privacy Policy

GCI MedTech Solutions (“we”, “our”, or “us”) is committed to protecting the privacy and confidentiality of all information entrusted to us. This Privacy Policy explains what information we collect, how we use it, and the steps we take to keep it secure.

By using our website or working with our services, you agree to the practices described in this policy.

1. Information We Collect

We collect information in two main categories

  1. Information You Provide
  • Name
  • Email address
  • Phone number
  • Clinic or practice name
  • Any details included in contact forms or inquiries
  • Information shared during onboarding or service discussions
  1. Operational Information (During Service Delivery)

Depending on your clinic’s workflow this may include:

  • Billing-related documentation
  • Claim information
  • Codes and submission data
  • Limited patient-related information required for billing (only if necessary)

We do not collect more information than needed for billing-related purposes.

2. How We Use Your Information

We use the information we collect to:

  • Provide medical billing services
  • Communicate with you about claims, issues, and updates
  • Improve the accuracy and efficiency of our work
  • Respond to question or support requests
  • Maintain internal records and compliance
  • Improve our services and website experiences

We do not sell or rent any information to third parties.

3. How We Store and Protect Information

We take the security of your information seriously. We use:

  • Secure, encrypted storage systems
  • Controlled access (only authorized team members can view data)
  • Strong password and authentication protocols
  • Encrypted communication methods whenever possible
  • Regular security review and process checks

We only retain information for as long as necessary to provide services and meet legal requirements.

4. Sharing of Information

We may share information only when necessary to:

  • Process billing through approved systems
  • Comply with legal or regulatory obligations
  • Communicate with payers or relevant thor parties for claim-related purposes

We never share information outside of legitimate billing or regulatory needs.

Any third parties we work with must also follow strict privacy and security practices.

5. Your Rights

You may request to:

  • Access your information
  • Correct inaccurate information
  • Request clarification on how your data is handled
  • Ask that we delete certain non-required information

We will respond to all requests promptly and transparently.

6. Website and Cookies

If our website uses analytics tools, we may collect basic, non-identifiable data such as pages visited or general traffic patterns.

You may disable cookies through your browser at any time.

We do not collect sensitive personal data through our website.

7. Changes to This Policy

If we update the Privacy Policy, we will post the revised version with a new “Last Updated” date.

Your continued use of our services confirms your acceptance of any changes.

8. Contact Us

If you have any questions about this Privacy Policy or how your information is used, contact us anytime:

Email: support@gcimedtechsolutions.com

Phone: 222-222-2222

Data Security Policy (HIPAA/PHIA Compliance) 

At GCI MedTech Solutions, protecting the confidentiality, integrity, and security of client information is a core part of our responsibility. This policy explains how we safeguard the data we handle and maintain a secure environment for the medical billing services we provide.

1. Purpose of This Policy

This policy outlines the security standards, procedures, and responsibilities that ensure all client data – including billing information, practice details and communication records – is protected from unauthorized access, disclosure, misuse, or loss.

2. Scope of Data Covered

This policy applies to:

  • All client information shared with us
  • All billing and administrative data processed on behalf of medical offices
  • All electronic documents, messages and files stored, transmitted or accessed
  • All systems and devices used by GCI MedTech Solutions

3. How We Protect Data

GCI MedTech Solutions follows industry-standard security practices and keeps systems aligned with recognized compliances and frameworks.

We use a combination of administrative, technical and physical safeguards to protect the data entrusted to us, including:

Administrative Safeguards

  • Access to client data is limited to authorized personnel only
  • Staff are trained on data handling and privacy best practices
  • All team members agree to confidentiality standards

Technical Safeguards

  • Password-protected systems with strong authentication
  • Secure, encrypted storage and transmission of sensitive data
  • Firewalls and antivirus protection on all company devices
  • Automatic updates and security patches enable on all systems

Physical Safeguards

  • Devices storing client information are not left unattended in public spaces
  • Secure backups are maintained to prevent data loss.

4. Data Access and Authorization

Only authorized team members may access client data, and each person is granted the lowest level of access necessary to perform their job.

Access is removed promptly when a role changes or an account is no longer needed.

5. Data Retention and Disposal

  • Client data is kept only for as long as needed for billing and operations
  • When data is no longer required, it is securely deleted or destroyed
  • Temporary files or exports are deleted immediately after processing

6. Incident Response

In the event of a suspected or confirmed data breach, we will:

  • Immediately secure impacted systems
  • Investigate and identify the cause
  • Contain and prevent further exposure
  • Notify affected clients in a timely and transparent manner
  • Document the incident and review internal procedures

7. Client Responsibility

Clients are encouraged to:

  • Use secure methods when sending sensitive documents
  • Only provide the minimum necessary data
  • Inform us immediately if they suspect unauthorized access

8. Policy Updates

This policy may be updated when new security standards, technologies or business processes are introduced. Clients will be notified of material changes.

Terms of Service

These Terms of Service outline how GCI MedTech Solutions (“we”, “our” or “us”) provided medical billing and administrative support services to clinics and medical practices (“you”, “your”). By using our services, you agree to these terms.

1. Services We Provide

We offer medical billing, administrative support and related services designed to help clinics streamline their operations. A full description of current services is available on our website.

We may update or expand our services as our company grows. Any major changes will be communicated to clients in advance.

2. Client Responsibilities

To ensure accurate and timely service, clients agree to:

  • Provide complete, accurate and up-to-date information
  • Respond to requests or clarification promptly
  • Use secure methods to send sensitive documents
  • Notify us of any errors, concerns or changes in requirements

We are not responsible for delays or issues caused by incomplete, inaccurate or late information.

3. Fee and Payment Terms

  • Fees for service will be outlined in your agreement or quote
  • Payments are due according to the terms specified in your billing agreement
  • Late or missed payments may result in delayed services or temporary suspension until payment is received
  • Any additional services requested outside  the original agreement may incur extra fees, which will be discussed and approved before work begins

A separate Billing Policy will provide more detail on invoicing, refunds and payment procedures.

4. Confidentiality

We take confidentiality seriously. All information shared with us is handled in accordance with our Privacy Policy and Data Security Policy, which outline how we collect, store, access and protect client data.

We do not share client information with third parties unless required by law or expressly authorized by the client.

5. Data Security

We follow industry-standard security practices to protect client data. While we use strong safeguards, no system can be guaranteed 100% secure. Clients are responsible for using secure sharing methods and protecting their own systems from unauthorized access.

More details are outlined in our Data Security Policy.

6. Service Accuracy and Limitations

We aim for accuracy, reliability and timely processing. However:

  • Final responsibility for the accuracy of clinical or billing data lies with the client
  • We cannot guarantee outcomes impacted by external parties (e.g. insurers, third-party systems)
  • We are not liable for delays or errors caused by factors outside our control

If an error occurs on our end, we will work promptly to resolve it.

7. Communication

We maintain clear, honest communication with clients and expect the same in return. Clients agree to provide timely responses, and we commit to responding within reasonable timeframes during standard business hours.

A more detailed Communication Policy can be found on our policies page.

8. Termination of Services

Either party may end services with written notice.

Upon termination:

  • Outstanding payments must be resolved
  • We will securely return or dispose of client data as requested
  • Work in progress at the time of termination may still be billed

We may suspend or terminate services immediately in cases of non-payment, policy violations or misuse of our services.

9. Liability

To the fullest extent allowed by law:

  • We are not liable for indirect, incidental or consequential damages
  • Liability for direct damages is limited to the total amount paid for services in the last 60 days.

10. Updates to These Terms

We may update these Terms of Services as our company grows or regulations change. We will notify clients of any significant updates.

Continued use of our services after changes take effect means you accept the updated terms.

Billing and Payment Policy

This Billing and Payments Policy explains how GCI MedTech Solutions (“we”, “our”, “us”) handles pricing, invoicing and payment procedures for our services. Our goal is to keep billing simple, transparent and free of surprises.

1. Pricing and Service Estimates

  • Pricing for services will be clearly outlined in your quote or service agreement before any work begins.
  • If additional work is requested that falls outside the original scope, we will provide updated pricing for approval before starting.
  • We do not charge hidden fees or unexpected add-ons.

2. Invoice Scheduling

Depending on the services provided, invoicing may occur:

  • Monthly
  • Bi-weekly
  • Per project
  • Or according to a custom arrangement specified in your service agreement

Invoices are sent electronically to the designated billing contact.

3. Payment Terms

  • Payments are within 30 days of the invoice date.
  • Accepted forms of payment will be listed on each invoice (e.g. e-transfer, credit card, etc.)
  • Late payments may result in delayed services or temporary suspension until the account is brought up to date.
  • A late fee may be applied if outlined in your agreement.

4. Deposits and Upfront Fees (If Applicable)

Some services may require:

  • A deposit
  • A setup fee
  • First payment before work begins

Any such fees will be disclosed clearly in your service agreement.

5. Changes to Service Scope

If the scope of work changes (for example: additional billing tasks, increased volume or administrative support outside the original agreement):

  • We will notify you promptly
  • Provide an updated quote
  • Request written approval before proceeding

We never add fees without disclosing them first.

6. Disputes and Questions About Changes

If you believe an invoice contains an error or have a question:

  • Contact us within 30 days of receiving the invoice
  • We will review the issue promptly and provide clarification or correction if needed

We aim to resolve billing questions quickly and fairly.

7. Refunds

Refunds may be issued if:

  • A payment was made in error
  • A billing mistake occurred on our end
  • A service was paid for but not delivered

Refunds will not be issued for services that were already completed, unless otherwise agreed upon.

8. Service Suspension for Non-Payment

If payment becomes significantly overdue:

  • We may temporarily pause work until payment is made
  • You will be notified before any suspension occurs

Our goal is always to work with clients to resolve payment issues without disruption.

9. Policy Updates

This policy may be updated as our business grows or as billing systems change. Clients will be notified of any material updates.

Communication and Response Time Policy

At GCI MedTech Solutions, we prioritize clear, timely and reliable communication. Our goal is to ensure clients always know what to expect and feel confident that their inquiries, issues and requests are being handled with care.

1. Communication Channels

Clients may contact us through the following official channels:

  • Email: Primary method for general inquiries, documentation requests and updates
  • Phone: For urgent matters or time-sensitive questions
  • Scheduled Meetings: By appointment via phone or video conference

2. Standard Response Times

We aim to maintain consistent response times across all communication types.

  • General inquiries: Within 1-2 business days
  • Urgent issues (clearly marked as urgent): Same business day when possible
  • Complex requests requiring research: Initial acknowledgement within 1 business day, full response within 3-5 business days.
  • Documentation or report requests: Within 3-7 business days, depending on the complexity.

3. After-Hours Communication

  • Messages received outside of business hours, weekends or holidays will be addressed on the next business day.
  • Urgent after-hours issues may be handled case-by-case if included in a client’s service agreement.
  • If a client requests work, support, or communication outside of our standard business hours, additional charges may apply. Clients will always be informed of these charges in advance before any after-hours work is completed.

4. Expected Client Response Times

To ensure smooth workflows, we request that clients respond to requests for required information, approvals or clarifications within 3-5 business days, unless otherwise agreed.

5. Follow-Up Protocol

If a client has not responded after 5 business days, we may send a follow-up. If no response is received after multiple attempts, services dependent on missing information may be paused.

6. Communication Quality Standards

All communication from GCI MedTech Solutions will be:

  • Clear
  • Professional
  • Respectful
  • Focused on creating smooth, easy collaboration

7. Changes to This Policy

Updates may be made as needed to support operational improvement, legal compliance or client experience. Clients will be notified of any significant changes.

Cancellation and Termination Policy

At GCI MedTech Solutions, we believe in transparency and fair expectations. This cancellation and termination policy outlines how either party may end or pause services, and what happens when that occurs.

1. Client-Initiated Cancellation

Clients may cancel service at any time with written notice.

To ensure a smooth transition and protect the integrity of ongoing work, we ask for a minimum 14-day notice period before services officially end.

During this notice period:

  • All outstanding work will be wrapped up
  • Final reports or billing summaries will be provided (if applicable)
  • Any remaining invoices must be paid in full
  • Access to shared systems or platforms will be disabled after the final day of service.

2. GCI MedTech Solutions-Initiated Termination

We reserve the right to terminate services if:

  • Invoices remain unpaid past the agreed-upon timeframe
  • There is consistent failure to provide necessary information for us to perform our services
  • There is inappropriate, unprofessional or abusive behaviour toward our staff
  • Work required falls outside the agreed scope and no new agreement can be reached
  • Ongoing compliance or data security risks are present

In most cases, we will provide advance notice and an opportunity to resolve the issue before termination takes effect.

Immediate termination may occur only in serious situations (e.g. compliance violations or security concerns).

3. Refunds

Because our services are time- and labor-based, refunds for work already completed are not provided.

If a client has prepaid for service not yet delivered, those unused fees may be refunded on a prorated basis unless otherwise stated in the service agreement.

4. Final Deliverables and File Access

After termination or cancellation:

  • Clients will receive any completed work that had been fully paid for
  • Pending work will not be delivered until outstanding invoices are settled
  • Access to shared systems (portals, dashboards, communication channels, etc.) will be removed after the final day of service.

We recommend clients download or request any files they need prior to the termination date.

5. Reinstating Services

Clients who to restart services after cancellation may do so, subject to:

  • Availability
  • Updated pricing or service agreements
  • Re-onboarding procedures (if applicable)

We’ll make this process as smooth as possible.

6. Updates to This Policy

This policy may be updated to reflect changes in our services or operational practices. Clients will be notified of any material updates.

If you have questions about any of our policies or need clarification, contact us anytime. We’re always here to help. 

Contact Us