USMed Billing Solutions – Privacy Policy

USMed Billing Solutions (“we,” “our,” or “us”) is committed to protecting the privacy, security, and confidentiality of all information entrusted to us. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit our website, use our services, or interact with our team.

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

1. Information We Collect

We may collect the following types of information:

1.1. Protected Health Information (PHI)

As a medical billing service provider, we may receive PHI as defined under the Health Insurance Portability and Accountability Act (HIPAA). This may include:

• Patient names
• Demographics
• Insurance information
• Diagnosis & treatment details (ICD-10, CPT, clinical notes)
• Claim & payment history
• Any other information required for billing or compliance purposes

1.2. Business Information

Information about physician practices, providers, and authorized staff, including:

• Practice name
• NPI, Tax ID, and billing identifiers
• Contact information
• Credentialing documents

1.3. Website & Technical Information

When you visit our website, we may automatically collect:

• IP address
• Browser type
• Device information
• Pages visited & actions taken
• Cookies and analytics data

1.4. Contact & Inquiry Information

If you submit a form, schedule a call, or request a demo, we may collect:

• Name
• Email
• Phone number
• Practice information
• Any message or attachments

2. How We Use Your Information

We use information to:

• Provide medical billing, coding, RCM, and related services
• Submit and manage insurance claims
• Verify eligibility, benefits, and authorizations
• Improve financial performance for your practice
• Communicate with you regarding updates, reports, and support
• Ensure compliance with HIPAA and payer requirements
• Improve website performance and user experience
• Respond to inquiries and provide customer support

3. How We Protect Your Information

We maintain strict administrative, technical, and physical safeguards to protect PHI and sensitive data.

Security Measures Include:

• HIPAA-compliant servers & encrypted data storage
• Secure access controls & multi-factor authentication
• Role-based user permissions
• Encrypted transmission (SSL/TLS)
• Regular audits, monitoring, and risk assessments
• Business Associate Agreements (BAAs) with all relevant vendors

We follow all HIPAA & HITECH security requirements and continuously update our systems for compliance.

4. How We Share Information

We do not sell or share PHI or personal information for marketing purposes.

Information may be shared only with:

4.1. Authorized Representatives of Your Practice

Physicians, administrators, billing managers, and staff.

4.2. Payers & Clearinghouses

Insurance companies, Medicare/Medicaid, and third-party clearinghouses as needed for claim processing.

4.3. HIPAA-Compliant Vendors

Software platforms, analytics tools, credentialing services, or cloud providers who support service delivery — all under signed BAAs.

4.4. Legal Requirements

We may disclose information if required by:

• Law or regulation
• Court orders
• Compliance enforcement
• Fraud investigations

We always follow minimum necessary standards.

5. Cookies & Tracking Technologies

Our website may use cookies and analytics tools (Google Analytics, etc.) to understand user behaviour and improve performance.

Users may disable cookies in browser settings.

6. Your Rights (For Healthcare Providers & Patients)

Depending on your role, you may have rights under HIPAA or other privacy laws.

Provider/Practice Rights:

• Request access to your business information
• Request correction or updates
• Request data deletion (where legally permitted)
• Restrict certain types of data processing

Patient Rights (via provider):

We assist covered entities in honoring patient rights such as:

• Access to PHI
• Amendments
• Restrictions
• Accounting of disclosures

We act as a Business Associate under HIPAA and follow provider instructions.

7. Data Retention

We retain information only as long as:

• Required by law (HIPAA requires 6 years)
• Needed to support our services
• Necessary for compliance or dispute resolution

8. Third-Party Links

Our website may contain links to external websites. We are not responsible for their privacy practices or content.

9. Children’s Privacy

We do not knowingly collect information from children under 13 unless required for billing services authorized by a healthcare provider.

10. Changes to This Privacy Policy

We may update this policy periodically. Changes will be posted with a new “Last Updated” date.

11. Contact Us

For questions, concerns, or privacy-related requests:

Contact Number: +1 270-888-7560

Email Id: info@usmedbill.com