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This Privacy Policy explains how BillMed Management LLC (“BillMed,” “we,” “us,” or “our”) collects, uses, discloses, and safeguards information when you visit our website (the “Site”) or interact with our services. This Policy is intended for healthcare providers and practice administrators who use our billing, collection, and credentialing services. It does not constitute legal, medical, or financial advice.
1. Scope
This Policy covers information collected through our Site, contact forms, emails, and business communications. If you are a patient whose information we process on behalf of a provider, that information may be protected as Protected Health Information (“PHI”) under the Health Insurance Portability and Accountability Act (HIPAA). See HIPAA Notice (PHI).2. Information We Collect
2.1 Information You Provide
- Business Contact Details: name, role/title, practice name, email, phone, address.
- Service Intake Data: forms such as W-9, practice information, credentialing data, payer enrollment details, and related documentation.
- Communications: messages sent via forms, email, phone, or uploaded files.
- Payment & Billing: limited payment-related details (we do not store full card data on the Site; payments may be processed by third-party providers).
2.2 Information Collected Automatically
- Usage Data: IP address, device/browser type, pages visited, timestamps, referring/exit pages.
- Cookies & Similar Tech: identifiers used for functionality, analytics, and preference settings (see Cookies).
2.3 PHI Processed on Behalf of Providers
In the course of providing billing, collection, and credentialing services, we may receive or create PHI as a Business Associate under HIPAA. Such data is handled under Business Associate Agreements (BAAs) and applicable law. See HIPAA Notice (PHI).3. How We Use Information
- To operate, maintain, and improve our Site and services.
- To provide billing, collection, credentialing, and related support.
- To communicate with you about inquiries, onboarding, service updates, and notices.
- To perform analytics and quality assurance to enhance user experience and service outcomes.
- To comply with legal, regulatory, and contractual obligations (including HIPAA, where applicable).
- To protect our rights, safety, and the security of our systems and customers.
4. Disclosures & Third Parties
We may share information with:- Service Providers / Vendors: IT, hosting, analytics, secure document storage, payment processors.
- Insurance Payers & Networks: as necessary to perform billing, collections, or credentialing.
- Professional Advisors & Auditors: as needed for compliance and business operations.
- Legal & Compliance: to comply with laws, regulations, subpoenas, or to protect rights and safety.
- Business Transfers: in connection with a merger, acquisition, or asset sale.
6. Data Security
We implement administrative, technical, and physical safeguards designed to protect information, including encryption in transit, access controls, and least-privilege principles. No method of transmission or storage is 100% secure; we continually review and improve our safeguards.7. Data Retention
We retain information for as long as necessary to fulfill the purposes described in this Policy, to comply with legal and contractual obligations, resolve disputes, and enforce agreements. PHI is retained and disposed of in accordance with HIPAA and applicable record-keeping requirements.8. Your Choices & Rights
- Access & Update: You may request access to or correction of your business contact information we hold.
- Marketing: You may opt out of non-essential communications by following unsubscribe instructions or contacting us.
- Do Not Track: Our Site may not respond to “Do Not Track” signals due to a lack of industry standards.
