1. Introduction

At Billing Physician Inc ("we," "our," or "us"), we are committed to protecting the privacy and security of your personal and medical information. This Privacy Policy outlines how we collect, use, store, and protect information obtained from our clients, website visitors, and users of our services.

As a medical billing service provider, we understand the sensitive nature of healthcare information and take our responsibility to safeguard this data very seriously. This policy is designed to help you understand our practices regarding your information and how we comply with applicable privacy laws, including the Health Insurance Portability and Accountability Act (HIPAA).

By using our services or visiting our website, you acknowledge that you have read and understand the terms of this Privacy Policy.

2. Information Collection

We collect various types of information to provide and improve our medical billing services. The information we collect may include:

2.1 Personal Information

• Contact information (name, email address, phone number, practice name)
• Billing information and payment details
• Professional credentials and qualifications
• Employment information for healthcare providers

2.2 Protected Health Information (PHI)

As a medical billing service provider, we process Protected Health Information (PHI) as defined by HIPAA, which may include:

• Patient demographic information
• Medical record numbers and patient account numbers
• Diagnosis codes and procedure codes
• Treatment information and service dates
• Insurance information and claim data

2.3 Technical Information

When you visit our website, we may automatically collect certain information, including:

• IP address and browser type
• Device information and operating system
• Pages visited and time spent on our website
• Referring website or source

2.4 Information Collection Methods

We collect information through various methods, including:

• Direct submission through our website forms
• Email, phone, or other direct communications
• Business Associate Agreements with healthcare providers
• Secure file transfers from client systems
• Cookies and similar tracking technologies on our website

3. Use of Information

We use the information we collect for various purposes related to providing and improving our medical billing services:

3.1 Service Provision

• Processing medical claims and submitting them to insurance companies
• Verifying patient insurance eligibility and benefits
• Managing accounts receivable and following up on unpaid claims
• Providing credentialing and contracting services
• Generating reports on billing performance and practice metrics

3.2 Communication

• Responding to inquiries and service requests
• Providing updates on claim status and payment information
• Sending administrative notifications about our services
• Delivering educational content related to medical billing practices

3.3 Business Operations

• Improving our services and developing new features
• Analyzing usage patterns to enhance user experience
• Detecting and preventing fraud or unauthorized access
• Complying with legal obligations and industry regulations

3.4 Marketing (With Consent)

With your explicit consent, we may use your contact information to:

• Send newsletters and educational resources
• Provide information about new services or features
• Invite you to webinars or industry events

You may opt out of marketing communications at any time by following the unsubscribe instructions in our emails or contacting us directly.

4. Data Security Measures

Protecting your information is a top priority for Billing Physician Inc. We implement comprehensive security measures to safeguard all data, with particular emphasis on Protected Health Information (PHI):

4.1 Technical Safeguards

• Industry-standard encryption for data in transit and at rest
• Secure Socket Layer (SSL) technology for all website communications
• Multi-factor authentication for access to sensitive systems
• Firewalls, intrusion detection, and prevention systems
• Regular security assessments and vulnerability scanning

4.2 Administrative Safeguards

• Comprehensive security policies and procedures
• Regular staff training on privacy and security practices
• Background checks for all employees
• Role-based access controls limiting data access to authorized personnel
• Security incident response plan

4.3 Physical Safeguards

• Secure, monitored facilities with controlled access
• Locked storage for any physical documents containing PHI
• Clean desk policy and secure document disposal
• Environmental safeguards to protect equipment and data

4.4 Data Retention

We retain personal information and PHI only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Our retention practices comply with HIPAA requirements and other applicable regulations.

While we implement these security measures, no method of transmission over the Internet or electronic storage is 100% secure. We strive to use commercially acceptable means to protect your information but cannot guarantee its absolute security.

5. Third-Party Sharing Policies

We are selective and cautious about sharing your information with third parties. When sharing is necessary, we ensure appropriate safeguards are in place:

5.1 Business Associates

We may share PHI with third-party service providers who perform functions on our behalf ("Business Associates"), such as:

• Electronic health record (EHR) and practice management software providers
• Clearinghouses for claims submission
• Secure cloud storage and hosting services
• Professional services (legal, accounting, compliance)

All Business Associates are required to sign a Business Associate Agreement (BAA) that legally obligates them to protect PHI in accordance with HIPAA regulations.

5.2 Healthcare Operations

As part of our services, we share information with:

• Insurance companies and payers for claims processing
• Healthcare clearinghouses for claims transmission
• Quality reporting organizations for required submissions

5.3 Legal Requirements

We may disclose information when required by law or in response to:

• Court orders or valid subpoenas
• Law enforcement requests in specific circumstances
• Government agency audits or investigations
• Public health authorities for authorized purposes

5.4 Non-Personal Information

We may share aggregated, de-identified information (information that cannot be used to identify you) for business purposes, such as:

• Industry analysis and benchmarking
• Research and educational purposes
• Service improvement and development

5.5 No Sale of Information

We do not sell, rent, or trade your personal information or PHI to third parties for their marketing purposes under any circumstances.

6. Cookie Usage

Our website uses cookies and similar technologies to enhance your browsing experience and collect information about how you use our site.

6.1 What Are Cookies?

Cookies are small text files that are placed on your device when you visit a website. They help the website recognize your device and remember certain information about your visit.

6.2 Types of Cookies We Use

• Essential Cookies: Required for the website to function properly. They enable basic functions like page navigation and access to secure areas.
• Analytical/Performance Cookies: Help us understand how visitors interact with our website by collecting and reporting information anonymously.
• Functionality Cookies: Allow the website to remember choices you make (such as language preferences) and provide enhanced, personalized features.
• Targeting Cookies: Record your visit to our website, the pages you have visited, and the links you have followed to make our website more relevant to your interests.

6.3 Third-Party Cookies

Some cookies may be set by third-party services that appear on our pages, such as:

• Google Analytics for website traffic analysis
• Social media plugins for content sharing
• Video platforms for embedded content

6.4 Managing Cookies

You can control and manage cookies in various ways:

• Browser Settings: Most web browsers allow you to manage your cookie preferences by adjusting your browser settings.
• Cookie Consent Tool: Our website may include a cookie consent tool that allows you to select which types of cookies you accept.
• Opt-Out Links: Some third-party services provide direct opt-out links in their privacy policies.

Please note that blocking some types of cookies may impact your experience on our website and the services we offer.

7. Your Rights

We respect your rights regarding your personal information and PHI. Depending on your relationship with us and applicable laws, you may have the following rights:

7.1 Rights for Healthcare Providers (Our Clients)

• Access: You can request access to the personal information we hold about you and your practice.
• Correction: You can request that we correct inaccurate or incomplete information.
• Deletion: In certain circumstances, you can request that we delete your information, subject to our legal obligations and legitimate business interests.
• Data Portability: You may request a copy of your data in a structured, commonly used, and machine-readable format.
• Restriction: You can request that we restrict the processing of your information under certain conditions.
• Objection: You have the right to object to our processing of your information in certain circumstances.

7.2 Patient Rights Under HIPAA

For patients whose information we process on behalf of healthcare providers, HIPAA provides specific rights, including:

• Right to access their health information
• Right to request amendments to their health information
• Right to an accounting of disclosures
• Right to request restrictions on certain uses and disclosures
• Right to confidential communications

Patients should direct these requests to their healthcare provider, who is the covered entity under HIPAA. As a business associate, we will assist our healthcare provider clients in fulfilling these requests as required.

7.3 How to Exercise Your Rights

To exercise your rights regarding your personal information, please contact us using the information provided in the "Contact Us" section of this policy. We will respond to your request within the timeframe required by applicable law.

Please note that we may need to verify your identity before processing your request, and in some cases, we may charge a reasonable fee based on administrative costs.

8. HIPAA Compliance

As a medical billing service provider, Billing Physician Inc is committed to full compliance with the Health Insurance Portability and Accountability Act (HIPAA) and its implementing regulations.

8.1 Our Role as a Business Associate

Under HIPAA, we function as a "Business Associate" to healthcare providers who are "Covered Entities." This relationship is formalized through Business Associate Agreements (BAAs) that outline our obligations regarding the protection of Protected Health Information (PHI).

8.2 HIPAA Compliance Program

Our comprehensive HIPAA compliance program includes:

• Designated Privacy and Security Officers responsible for overseeing compliance
• Regular risk assessments and security evaluations
• Documented policies and procedures for PHI handling
• Employee training on HIPAA requirements and best practices
• Breach notification procedures in accordance with HIPAA requirements
• Business Associate Agreements with all subcontractors who handle PHI

8.3 Permitted Uses and Disclosures

We use and disclose PHI only as permitted by our Business Associate Agreements and HIPAA regulations, which generally allow us to use PHI for:

• Performing medical billing services for healthcare providers
• Proper management and administration of our business
• Carrying out legal responsibilities
• Providing data aggregation services for healthcare operations

8.4 Breach Notification

In the unlikely event of a breach of unsecured PHI, we will:

• Notify affected healthcare providers without unreasonable delay and within required timeframes
• Provide information about the breach as required by HIPAA
• Take steps to mitigate harm and prevent future breaches
• Cooperate with covered entities in meeting their notification obligations

8.5 Additional Healthcare Privacy Regulations

In addition to HIPAA, we comply with other applicable healthcare privacy regulations, including:

• State-specific medical privacy laws that may be more stringent than HIPAA
• The HITECH Act provisions regarding privacy and security
• Relevant provisions of the Affordable Care Act

9. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, services, or applicable laws and regulations. When we make changes, we will:

• Update the "Last Updated" date at the top of this Privacy Policy
• Post the revised policy on our website with a notice of material changes
• For significant changes, notify our clients directly via email or through our service platform

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information. Your continued use of our services after any changes to this Privacy Policy constitutes your acceptance of the revised policy.

10. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us at:

For urgent privacy concerns or potential data breaches, please contact our Privacy Officer immediately at 201-503-7824.