Privacy Policy

St. Michael Providers LLC is a licensed home care agency located at 815 McNeel Rd, San Antonio, Texas 78228. We provide personal care services to individuals in Bexar County and surrounding areas, funded primarily through Medicaid programs including STAR, STAR+PLUS, and STAR Kids. We are licensed through the Texas Health & Human Services Commission (HHSC).

This Privacy Policy describes how St. Michael Providers LLC ("we," "us," or "our") collects, uses, protects, and discloses information obtained through our website (stmichaelprovider.com), online forms, and in the course of providing home care services.

We collect information you voluntarily provide through our website and in the course of service delivery. This may include:

From Clients & Families (Request Care Form)

• Client name, date of birth, and home address
• Phone numbers and email addresses
• Medicaid plan and Medicaid ID number
• Type of care services requested
• Relationship of the submitting contact to the client
• Care preferences and special needs noted in the request

From Job Applicants (Online Application)

• Name, date of birth, address, and contact information
• Employment history, availability, and shift preferences
• Certifications (CPR, Driver's License)
• Reference contact information
• Self-disclosed background information

From General Website Visitors (Contact Form)

• Name, email, and phone number
• Message content and reason for contact

From Employees (Employee Portal)

• Employee ID, job title, and hire date
• Certification expiration dates (CPR, Driver's License)
• Annual training completion records

We use the information we collect for the following purposes:

• To evaluate and respond to care service requests from clients and families
• To schedule and deliver authorized personal care services
• To verify Medicaid eligibility and coordinate with managed care organizations
• To review and process employment applications
• To communicate with clients, families, and applicants about their inquiry
• To fulfill legal and regulatory obligations under HHSC licensure
• To maintain required documentation for Medicaid billing and compliance
• To respond to general inquiries submitted through the website contact form

We do not use your information for marketing purposes, and we do not sell your information to any third party.

Protected Health Information (PHI) includes any individually identifiable health information related to your past, present, or future physical or mental health condition, care services, or payment for those services.

Your Rights Under HIPAA include:

• The right to access and receive a copy of your health records
• The right to request corrections to your health information
• The right to request restrictions on how we use or disclose your PHI
• The right to receive a list of disclosures we have made of your PHI
• The right to file a complaint if you believe your privacy rights have been violated

Permitted Uses of PHI:

We may use or disclose your PHI without your specific authorization for treatment, payment, and health care operations. All other uses or disclosures require your written authorization.

To File a HIPAA Complaint:

• Contact our Privacy Officer: Gia Montez — jade@stmichaelprovider.com | (210) 960-2244
• Contact the U.S. Department of Health & Human Services Office for Civil Rights: hhs.gov/ocr

We will not retaliate against you for filing a complaint.

We do not sell, rent, or trade your personal information. We may share your information only in the following circumstances:

• Medicaid Managed Care Organizations (MCOs): To verify eligibility, obtain prior authorization, and coordinate care (e.g., Community First Health Plan, Molina Healthcare, United Healthcare).
• Texas Medicaid (TMHP): For billing, eligibility verification, and regulatory compliance.
• HHSC: As required by our agency license and applicable Texas law.
• Care Coordination: With physicians, hospitals, or other healthcare providers directly involved in your care, with your consent.
• Payroll Processing: Employee payroll and compensation data is processed through Execupay. Execupay's privacy practices govern data shared with their platform.
• Legal Requirements: When required by law, court order, or governmental authority.
• Safety Emergencies: To prevent serious harm to you or others.

Information submitted through our online job application is used exclusively for employment consideration and onboarding purposes. Application data is reviewed by authorized personnel only.

• Background check information is collected and processed in accordance with Texas law
• A positive background check response does not automatically disqualify an applicant
• Employment records are retained in accordance with applicable federal and state law
• Payroll records are maintained through Execupay and subject to their privacy policy
• Employee certification and training data entered into the Employee Portal is stored on the employee's local device only (via browser localStorage)

Employees have the right to access their personnel file upon written request to the Administrator.

Our website uses minimal browser-based technologies to improve user experience:

localStorage

The Employee Portal uses your browser's localStorage to save your profile information and annual task completion status. This data stays on your device and is never transmitted to our servers. You can clear it at any time through your browser settings.

Cookies

Our website may use basic session cookies necessary for website functionality. We do not use tracking cookies, advertising cookies, or third-party analytics platforms that collect personally identifiable information.

Third-Party Embeds

Our website includes an embedded Google Maps frame to display our office location. Google's use of data through this embed is governed by Google's Privacy Policy.

St. Michael Providers LLC takes reasonable and appropriate measures to protect personal information from unauthorized access, disclosure, alteration, or destruction. Our security practices include:

• Restricting access to personal information to authorized personnel only
• Using HIPAA-compliant communication tools for client and caregiver messaging
• Training all staff annually on HIPAA privacy and security requirements
• Maintaining a Business Associate Agreement (BAA) with all relevant technology vendors
• Reporting any data breach in accordance with HIPAA Breach Notification Rules

While we implement these safeguards, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security, but we are committed to protecting your information using industry-standard practices.

Depending on your relationship with St. Michael Providers LLC, you may have the following rights:

• Right to Access: Request a copy of the personal information we hold about you.
• Right to Correction: Request correction of inaccurate or incomplete information.
• Right to Deletion: Request deletion of your information, subject to legal retention requirements.
• Right to Restriction: Request that we limit how we use your information in certain circumstances.
• Right to Withdraw Consent: Where processing is based on your consent, you may withdraw it at any time.
• HIPAA Rights: As described in Section 4 above, clients have additional rights under HIPAA.

To exercise any of these rights, contact us at jade@stmichaelprovider.com or call (210) 960-2244. We will respond within 30 days.

Our website is not directed to children under the age of 13. We do not knowingly collect personal information from children under 13 through our website. If you believe a child under 13 has submitted information through our website, please contact us immediately at jade@stmichaelprovider.com and we will promptly delete it.

Note: St. Michael Providers LLC does serve minor clients through the STAR Kids Medicaid program. Care-related information for minor clients is collected and handled through secure, authorized channels under parental or guardian consent — not through our public website forms.

Our website contains links to third-party websites and portals, including:

• Execupay (execupay.com) — Employee payroll portal
• HHAeXchange (hhaxchange.com) — Caregiver scheduling and EVV portal
• Texas Medicaid & Healthcare Partnership (TMHP) (tmhp.com)
• Texas Health & Human Services (hhs.texas.gov)
• Google Maps — Office location embed

These third-party sites have their own privacy policies. St. Michael Providers LLC is not responsible for the privacy practices or content of external websites. We encourage you to review the privacy policy of any site you visit.

St. Michael Providers LLC may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or for other operational reasons. When we make material changes, we will update the "Last Updated" date at the top of this page.

We encourage clients, families, employees, and website visitors to review this policy periodically. Continued use of our website following any changes constitutes acceptance of those changes.

For questions about past versions of this policy or material changes, contact us directly.

For any questions, concerns, or requests related to this Privacy Policy, your personal information, or your HIPAA rights, please contact us: