Provider Billing and Coding Privacy Policy
Effective Date: 01/01/2025
Provider Billing and Coding (“we,” “us,” or “our”) is committed to protecting the privacy and security of patient and provider information in connection with medical billing, coding, and revenue cycle management services. This Privacy Policy explains how we collect, use, disclose, and safeguard information while performing billing and administrative services on behalf of healthcare providers.
Please review this policy carefully to understand our practices regarding protected health information (PHI) and billing data.
1. Information We Collect
In the course of providing billing and coding services, we may collect and process the following types of information:
Patient Identifiable Information
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Full name
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Date of birth
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Address
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Phone number
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Insurance subscriber information
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Policy and group numbers
Protected Health Information (PHI)
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Diagnosis codes (ICD-10)
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Procedure codes (CPT/HCPCS)
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Dates of service
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Clinical documentation necessary for claim submission
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Authorizations and referrals
Provider Information
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National Provider Identifier (NPI)
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Tax Identification Number (TIN)
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Practice information
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Credentialing and enrollment documentation
Financial and Insurance Information
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Insurance carrier details
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Explanation of Benefits (EOB)
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Payment and remittance records
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Account balances
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Copay, coinsurance, and deductible information
Technical Information
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Electronic claim submission data
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Clearinghouse reports
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Payment remittance files
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Website interaction data (IP address, browser type, device information, cookies)
2. How We Use Information
We use collected information solely for legitimate healthcare operations and billing-related purposes, including:
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Preparing and submitting insurance claims
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Verifying patient eligibility and benefits
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Obtaining prior authorizations
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Processing and posting payments
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Managing accounts receivable
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Responding to payer audits and claim inquiries
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Ensuring regulatory compliance
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Improving billing accuracy and operational efficiency
We do not use patient or provider information for marketing purposes.
3. How We Share Information
We do not sell or rent personal, patient, or provider information. Information may be shared only as necessary to perform billing services:
With Insurance Companies and Payers
To submit claims, verify benefits, obtain authorizations, and process payments.
With Clearinghouses
For secure electronic transmission of claims and remittance data.
With Business Associates
Including billing software vendors, IT providers, and administrative support services that are contractually required to safeguard information and comply with applicable privacy laws.
With Healthcare Providers
To clarify documentation, coding accuracy, claim denials, or reimbursement matters.
With Legal or Regulatory Authorities
When required by law, subpoena, court order, audit, or government investigation.
With Authorization
When authorized in writing by the appropriate party.
4. HIPAA Compliance
Provider Billing and Coding complies with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and all applicable federal and state privacy regulations. We implement safeguards consistent with HIPAA Privacy, Security, and Breach Notification Rules.
5. Data Security
We maintain administrative, technical, and physical safeguards designed to protect confidential information, including:
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Secure billing and practice management systems
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Encrypted electronic transmissions
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Role-based system access controls
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Secure data storage and backups
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Workforce confidentiality training
While we take reasonable steps to protect data, no system can guarantee absolute security.
6. Rights and Requests
Patients and providers may:
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Request access to billing-related records
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Request corrections of inaccurate information
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Request an accounting of disclosures (as applicable)
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Request restrictions on certain disclosures, where permitted by law
All requests must be submitted in writing.
7. Text Messaging Policy (Billing Communications)
If you opt in to receive billing-related text messages, you may receive communications regarding:
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Billing reminders
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Outstanding balances
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Insurance updates
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Payment confirmations
You may opt out at any time by replying STOP. For assistance, reply HELP.
Mobile information will not be shared with third parties for marketing purposes.
8. Cookies and Website Tracking
Our website may use cookies or similar tracking technologies to enhance functionality and improve user experience. You may manage cookie settings through your browser preferences.
9. Policy Updates
We may update this Privacy Policy periodically. Any revisions will be posted with an updated effective date.
10. Contact Information
For questions regarding this Privacy Policy, please contact:
Provider Billing and Coding
1813 N. Mill St, Suite H, Naperville, IL 60563
847-393-9100
info@providerbillingandcoding.com
www.providerbillingandcoding.com
By using our billing and coding services, you acknowledge that you have read and agree to this Privacy Policy.