- Support: 24/7 Available
- Email Us: info@healthcarebillingservices.online
Effective Date: January 1, 2026
This Privacy Policy (“Policy”) outlines how Healthcare Billing Services and its affiliated entities (referred to as “HBS,” “we,” “us,” or “our”) collect, use, and disclose information obtained from you through our website at https://healthcarebillingservices.online/ and related digital platforms that link to this Policy (collectively referred to as the “Sites”). This Policy also governs information collection that occurs offline, such as when you communicate with our representatives, attend Healthcare Billing Services events, or interact with us in any other capacity where this Policy is made available.
The terms of this Policy do not apply to third-party websites that we may link to. We have no control over and cannot be held responsible for the privacy practices of third-party websites. Therefore, we advise you to review the privacy policies of these third-party websites independently.
Healthcare Billing Services processes data on behalf of healthcare providers in accordance with our customer agreements. These agreements may require Business Associate Agreements as mandated by the Health Insurance Portability and Accountability Act (“HIPAA”). Your healthcare provider may have its own policies regarding the collection and use of your data. We are not responsible for how your healthcare provider handles your information, and we recommend that you review their privacy policies.
Healthcare Billing Services is a comprehensive medical billing and revenue cycle management company serving healthcare providers across the United States. Our cloud-based solutions offer healthcare professionals various services including medical billing, medical coding, claims management, denial management, provider credentialing, and revenue cycle optimization. For further details about Healthcare Billing Services, please refer to the “About Us” section on our website.
At Healthcare Billing Services, we prioritize transparency, compliance, and respect in all our communications. As a medical billing, medical coding, provider credentialing, and revenue cycle management company, we ensure our practices align with the highest standards. Below, we outline how we communicate with our clients and staff, as well as our commitment to safeguarding your information and respecting your preferences.
We strictly use SMS for:
Example: A contracted healthcare provider may receive an SMS like: “Dear Dr. [Name], your billing update for January is now available in your portal. Please let us know if you have any questions. —Healthcare Billing Services Team”
Important Note: We never send promotional or marketing messages to any individual or business.
We use professional communication platforms exclusively to communicate with:
Example: A contracted client may receive a message like: “Hi Dr. Smith, we’ve successfully processed the claim batch you submitted yesterday. Please let us know if there’s anything else we can assist with.”
We use these platforms only for work-related discussions—there is no promotional or marketing communication.
At Healthcare Billing Services, we do not initiate contact with healthcare providers through unsolicited marketing messages or promotions.
If a healthcare provider fills out our “Contact Us” form on the Healthcare Billing Services website to schedule a consultation or request information, they explicitly provide their consent to be contacted by our Customer Support Team for the requested discussion.
When submitting the form, the provider agrees to the following terms: “By providing your phone number and clicking ‘Submit,’ you consent to receive text messages from Healthcare Billing Services if you become a contracted customer. You also agree to our Communications Policy and Privacy Policy. Consent is not required for purchase. Message frequency may vary, and standard message/data rates may apply. Reply HELP for assistance or STOP to opt out.”
Important Clarification: While this consent is collected as a precautionary measure, we never send SMS to healthcare providers who simply fill out the contact form on our website. Our primary mode of communication in such cases is always via phone calls, ensuring a direct and professional approach.
Example: A provider who schedules a consultation may receive a call like: “Hello Dr. Lee, this is Sarah from Healthcare Billing Services. Thank you for scheduling a consultation with us to learn about our RCM services. How can we assist you?”
Once a healthcare provider becomes a contracted client, we use professional communication tools and/or SMS to communicate about:
Examples:
Note: All communication is strictly work-related, never promotional or marketing. Clients can opt out of SMS communication at any time by replying STOP.
Before we send any SMS communication, clients explicitly provide their consent to receive messages. This consent is solely for messages related to work purposes or service-specific, work-relevant updates. These communications are directed exclusively to contracted healthcare providers (our clients).
Examples of SMS Communication with Consent:
Opt-Out Option:
Once a healthcare provider discontinues our services or their medical billing contract with Healthcare Billing Services has ended, we automatically stop sending them messages. However, for their added peace of mind, we also provide an easy opt-out option for SMS communications.
Opt-Out Instructions:
Example of an Opt-Out Message: “You have successfully opted out of SMS communication from Healthcare Billing Services. Thank you for working with us. If you need assistance in the future, feel free to contact us directly.”
Healthcare Billing Services, as a message sender, maintains a private healthcare relationship with the recipient, who is one of our contracted clients. Consent for messaging is obtained either verbally or through digital forms.
Verbal Consent:
If consent is given verbally, the sender clearly identifies themselves as Healthcare Billing Services and explains the purpose of the messages, which may include medical billing consultancy or business communications. Recipients are informed about how to opt out by replying “STOP” at any time and can receive assistance by replying “HELP.” They are also made aware that message frequency may vary and that standard messaging and data rates may apply. Additionally, recipients are notified about Healthcare Billing Services’s Privacy Policy and Communications Policy related to messaging communication.
Digital Consent:
When consent is obtained through online forms, the following statement is presented:
“By providing your phone number and clicking ‘Submit,’ you consent to receive text messages from Healthcare Billing Services if you become a contracted customer. You also agree to our Communications Policy and Privacy Policy. Consent is not required for purchase. Message frequency may vary, and standard message/data rates may apply. Reply HELP for assistance or STOP to opt out.”
Healthcare Billing Services also provides links to our Privacy Policy and Communications Policy on our website, ensuring recipients can easily access these documents.
At Healthcare Billing Services, we are committed to maintaining transparent and compliant communication with our clients. To ensure compliance with carrier SMS policies and obtain clear consent from our customers, we have implemented a verbal consent process that adheres to all necessary guidelines.
Verbal Opt-In Script:
When a customer registers for our services for the first time, Healthcare Billing Services’s trained staff members follow a standardized verbal script to obtain consent for SMS-based notifications related to their contracted service.
The verbal consent script is as follows:
Healthcare Billing Services Staff Member:
“Thank you for choosing Healthcare Billing Services. To keep you informed, we offer SMS notifications for billing reminders, account updates, and service-related alerts. Before confirming your opt-in, I need to share a few details:
You’ll receive automated texts related to your account. Message and data rates may apply.
Frequency varies but will not exceed 100 messages per month.
Reply STOP to unsubscribe at any time, or HELP for support.
Your number will not be shared with third parties for marketing.
Full terms are available at https://healthcarebillingservices.online/
May we send you SMS notifications with these details in mind?”
Customer: “Yes, I agree.”
Staff Member: “Thank you! You’ll receive a confirmation text shortly. Remember, you can unsubscribe anytime by replying STOP.”
Additional Measures for Consent:
To further ensure proper consent, we also offer our clients an SMS Consent Form, which outlines the details of the communication they will receive and provides them with an opportunity to formally agree. The SMS Consent Form includes the following statements:
By using this comprehensive verbal consent process, Healthcare Billing Services ensures that our customers are fully informed and can easily manage their communication preferences. This approach demonstrates our commitment to protecting our clients’ rights and maintaining compliance with SMS regulations.
At Healthcare Billing Services, the forms available on our website are specifically designed to help healthcare providers conveniently schedule a consultation or demo regarding our services. This process ensures that the providers themselves are in control of appointing a time to engage with us.
Purpose of the Form:
When a healthcare provider fills out our “Contact Us” form, they are requesting to schedule a call with our team to discuss our services, such as medical billing, medical coding, provider credentialing, and revenue cycle management. This form submission reflects the provider’s voluntary interest in learning more about what we offer.
First Step: Communication Over Call Only
Once the form is submitted, our Customer Support Team reaches out to the provider via phone on the number they have provided. We never send SMS messages at this stage. All communication is conducted through phone calls, ensuring a professional and direct approach.
Example: A healthcare provider might fill out the form to request a demo. Our team would then contact them with a call like: “Hello Dr. Adams, this is John from Healthcare Billing Services. Thank you for filling out our Contact Us form and scheduling a consultation. We’d love to walk you through our services. Do you have a few minutes now to discuss?”
Becoming a Contracted Client:
If the healthcare provider decides to work with us and becomes a contracted client, we proceed to establish further communication channels. At this point, we seek their explicit permission to use SMS as a method of communication. SMS messages are only used for day-to-day affairs, such as work updates, answering service-related queries, or providing essential information.
No Marketing Messages:
Even after the provider becomes a contracted client, we never send marketing or promotional messages. SMS communication is strictly limited to work-relevant topics.
Example of Work-Related SMS After Contracting: “Hi Dr. Patel, your latest claim submissions have been processed. Please check your portal for details or let us know if you need assistance. —Healthcare Billing Services Team”
We safeguard Protected Health Information (PHI) through:
Your information is protected with enterprise-grade measures:
Example of Our Commitment: When a client’s contract ends, all communication stops, and their information is securely archived as per HIPAA regulations.
We believe in clear, honest, and respectful communication. Whether you are an existing client or a prospective one, our practices ensure that we communicate only for legitimate reasons and always with your consent.
If you have any questions about this policy or wish to learn more, please contact us via the form on our website.
How do you use the forms on your website? Our forms let healthcare providers schedule consultations or demos. Once submitted, we call the provider directly and no SMS is sent at this stage.
Do you send marketing messages?
No, we never send marketing or promotional messages. SMS is strictly for work-related updates and queries for contracted clients.
When do you use SMS to communicate?
We use SMS only after a provider becomes a contracted client, and only for service-related updates and support.
How does opt-in for SMS work?
Consent is obtained when clients provide their details or fill out our forms. However, SMS is used only after they become contracted clients.
Can clients opt out of SMS communication?
Yes, clients can reply STOP to any SMS, and we immediately stop sending messages. This is also an option if their contract ends.
Do you use automated messaging?
Our current messaging is managed by trained staff. If automated messaging is used in the future, it will fully comply with all applicable policies and guidelines.
What guidelines do you follow for SMS communication?
We comply with industry best practices, including not exceeding message limits and obtaining express consent.
Are there prohibited messages or campaigns you avoid?
Yes, we do not send messages related to loans, debt relief, political content, or any prohibited content as per industry guidelines.
What happens if a client’s contract ends?
We stop all SMS communication once a contract ends, but we still provide opt-out instructions for added peace of mind.
Are you compliant with HIPAA regulations?
Yes, Healthcare Billing Services is fully HIPAA-compliant, ensuring all communication and client information is secure.
Personal information is data that can be utilized to identify an individual. The specific types of personal information we gather depend on the nature of your interactions with us. In the last 12 months, we have obtained personal information that falls under the following broad categories:
In cases where we require precise geolocation information, we will seek your permission to collect or use it, in accordance with relevant legal requirements, particularly if it is classified as “sensitive” information under applicable law.
We may obtain your personal information in various ways, which include the following:
Information You Directly Provide: Such as when you voluntarily fill out fields on the Sites, request specific services or information, participate in surveys, or contact our customer service. Depending on how you interact with us, we may ask for details like your name, organization/practice name, email address, phone number, and user type. If you have an account with us, we may also collect login information.
Automatic Data Collection Technologies: Like those mentioned in the “Cookies and Automated Data Collection Technologies” section below, may be used to collect information about your device and your visit to our Sites. This data may include your IP address, geolocation, browser type, device type, mobile device identifiers, and activity reflecting your browsing history on our Sites (such as mouse movements, clicks, touches, scrolls, and keystrokes).
Information from Other Sources: Such as lead generation companies, social networks, or business partners offering co-branded services or assisting with the sale or distribution of our services. We may also obtain information from other users of our services or publicly available sources.
We utilize your personal information in the following ways:
We may use non-identifiable information (such as aggregated, anonymized, or de-identified data) for any purpose that is not prohibited by applicable law.
The personal information we disclose for business purposes falls into these categories: identifiers, commercial data, internet activity, and geolocation data.
We may share your personal information outside of Healthcare Billing Services in the following circumstances:
However, we may still disclose information that does not identify you and could not reasonably be used to identify you (including aggregated, anonymized, or de-identified data) as allowed by relevant laws. Concerning de-identified patient information, we only share such data with third parties if it is authorized under our agreements with our clients and is in accordance with the requirements of HIPAA or other applicable laws.
We safeguard your information using various security measures, including encryption for sensitive information. However, we cannot guarantee that your information is completely secure. We keep information for different periods depending on why we collected it, and we won’t keep it longer than needed unless required by law. Sometimes we may be unable to delete or de-identify your information for technical or operational reasons, but we’ll take steps to prevent further processing.
Our websites use various automated data collection technologies including cookies, pixels, ad tags, clear GIFs, session replay scripts, and Javascript to enhance user experience, gather statistical information on website usage, and maintain website security. Cookies, which are small text files stored on your device, are among these technologies and help the website to function effectively.
We use cookies and other similar technologies on our Sites to help us gather statistical information about how visitors use the Sites, maintain security, and improve your experience. Additionally, cookies enable us to deliver advertisements, some of which may be personalized based on your behavior on the Sites. To help us deliver these ads, we work with third-party partners who may collect information about you across our Sites and third-party sites over time to gain insights into the services that may interest you.
To manage your cookie preferences, you can access the “cookie preferences” link located at the bottom of our website.
Our services and websites may contain integrations with social media and technology platforms that are operated by separate entities. Additionally, we may collect information from third-party social media and marketing companies to improve our data sets. Our sites contain hyperlinks to websites, platforms, and other services that are not operated or controlled by us.
We may use a pixel on our Sites that enables you to “like”, “share” or log in to your account through social media. If you decide to interact with this integration, we may receive information from the social network you have authorized to share with us. Please be aware that the social network may also collect information about you independently.
We may provide our content on social media platforms, and any information you give us while interacting with our social media content will be handled in accordance with this Policy. If you publicly mention our Sites on social media, we may use your mention on or in relation to our Sites. Our Sites may allow you to link your account with a partner or another service to retrieve certain data about your account.
When you engage with third-party entities, such as when you leave our Sites, they may collect information from you and store it according to their own policies and practices. To understand how these entities handle your information, we recommend reviewing their privacy policies and terms of use.
Residents of states with applicable consumer privacy laws may have the following rights:
If you reside in a state that mandates prior consent for processing sensitive personal information for specific purposes, we will obtain such consent, and you may withdraw it at any time.
Residents of states with applicable privacy laws may exercise the aforementioned rights by contacting us through the Contact Form on our website.
We may ask you to provide us with information necessary to reasonably verify your identity before responding to your request. We will consider all requests and provide our response within the time period required by applicable law. Please note, however, that certain information may be exempt from such requests. If we deny your request in whole or in part, you may have the right to appeal the decision. In such circumstances, we will provide you with information regarding the appeals process.
We aim to respond to your request as a consumer within 45 days of receiving it. If we need more time (up to 90 days), we will notify you in writing or by email and explain the reason for the extension.
Here are the categories of information we may have collected about you in the past year, along with the reasons for collection and the third parties with whom your personal information may have been shared, disclosed, or sold:
Categories: Identifiers, information contained in our customer records, commercial information, internet or other electronic network activity information, professional or employment information, geolocation data, inferences drawn from other personal information.
Purposes for the collection or sharing: To provide, improve, and/or personalize the Sites, for marketing and advertising, for business operations, to identify where you have provided consent, as required by law, to evaluate or conduct a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of our assets.
Third parties whom this data was disclosed, shared, or sold: Service providers, third party partners, our related entities, other users through the Sites because you made your information public or otherwise accessible, with our customers, where you have given us your consent.
If you are a California resident, you may have the following rights with respect to the personal information we process about you:
California residents may exercise the above rights by contacting us through the Contact Form on our website.
You, or a legally authorized representative, may submit a verifiable consumer request regarding your personal information. If you are making a request on behalf of a minor child, you may do so as well. To verify your identity, we may request information from you. Once we receive a request, we will respond within the time period required by law. Some information may be exempt from requests. If we deny your request, you have the right to appeal the decision. You may make a consumer request for access or data portability twice within a 12-month period. We will not discriminate against you for exercising your rights.
We strive to respond to consumer requests within 45 days of receiving them. However, if we need more time (up to 90 days), we will let you know the reason for the delay and the extended timeline through email or written communication. It’s important to note that any disclosures we provide will only pertain to the 12-month period leading up to the consumer request. Additionally, if we cannot fulfill a request, we will provide an explanation as to why we are unable to do so.
Shine the Light Law (CA)
If you are a California resident, you may request information under California’s “Shine the Light” law (Civil Code Section § 1798.83) regarding our disclosure of personal information to third parties for their direct marketing purposes. Specifically, you may request (i) a list of the categories of personal information disclosed by us to third parties during the immediately preceding calendar year for those third parties’ own direct marketing purposes; and (ii) a list of the categories of third parties to whom we disclosed such information. Please note that we may require additional information from you to verify your identity, and we are only required to respond to one request per calendar year.
The Sites are not intended for individuals under the age of eighteen. Healthcare Billing Services does not want to obtain any information from or about minors through the Sites. We do not knowingly collect personal information about children under the age of 13, as defined by the U.S. Children’s Privacy Protection Act (COPPA). If you are a parent or guardian and believe that we have collected information from your child in violation of the law, please contact us using the Contact Form on our website, and we will remove the data in compliance with applicable laws. We do not “sell” the personal information of California residents under the age of 16, as defined under the CCPA.
If you access our Sites from outside the U.S., please note that we are governed by U.S. law, and the information we collect may be processed, stored, and used in the U.S. and other locations. The data protection laws in the U.S. and other jurisdictions may differ from those in your country. By using our Sites or providing us with your information, you agree to the transfer, processing, usage, sharing, and storage of your information in the U.S. and other jurisdictions as described in this Policy.
We may update and modify this Policy at our discretion and at any time. Any changes will be posted on https://healthcarebillingservices.online/, along with the effective date, and will be considered effective as of that date. Your continued use of the Sites after the posting of changes indicates your acceptance of the revised Policy.
If you have inquiries, remarks, or wish to exercise your rights under an applicable state law concerning this Policy, the ways in which Healthcare Billing Services collects and uses your information as described here, or your choices and rights regarding such use, please contact us via the Contact Form on our website at healthcarebillingservices.online/contact-us/
If you have a disability and would like to access this Policy in an alternative format, please contact us through our website’s Contact Form.
Healthcare Billing Services is a full-service medical billing company, managing everything from coding and claims to payment and follow-up. Our expertise ensures accurate, efficient billing for practices of any size or specialty, so you can focus entirely on patient care.