Privacy Policy
Hipaa Compliance
Your privacy is important to us. Learn how we protect and handle your information.
Last Updated: November 10, 2025
Introduction
Encore Billing Group ("we," "our," or "us") is committed to protecting your privacy and maintaining the confidentiality of your personal and health information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our medical billing and revenue cycle management services.
Information We Collect
Personal Information
We may collect personal information that you provide directly to us, including but not limited to:
- Name, contact information (email, phone number, mailing address)
- Professional credentials and licensing information
- Practice information and business details
- Payment and billing information
- Account credentials and authentication information
Protected Health Information (PHI)
As a Business Associate under HIPAA, we may receive, process, and maintain Protected Health Information (PHI) on behalf of healthcare providers. This information may include:
- Patient demographics and identifiers
- Medical billing and claims data
- Insurance information and eligibility data
- Treatment codes and diagnosis information
- Payment and remittance information
Automatically Collected Information
When you visit our website or use our services, we may automatically collect certain information, including:
- IP address and browser type
- Device information and operating system
- Website usage data and analytics
- Cookies and similar tracking technologies
How We Use Your Information
We use the information we collect for the following purposes:
- Service Delivery: To provide medical billing, revenue cycle management, credentialing, and related services
- Claims Processing: To submit, track, and manage insurance claims on your behalf
- Communication: To respond to your inquiries, provide customer support, and send important service updates
- Compliance: To comply with legal obligations, HIPAA requirements, and healthcare regulations
- Business Operations: To improve our services, conduct analytics, and manage our business relationships
- Fraud Prevention: To detect and prevent fraudulent activities and ensure the security of our systems
Information Sharing and Disclosure
We do not sell your personal information or PHI. We may share information only in the following circumstances:
Service Providers
We may share information with trusted third-party service providers who assist us in operating our business and providing services, such as:
- Insurance payers and clearinghouses for claims processing
- Technology vendors and cloud service providers
- Payment processors and financial institutions
- All service providers are bound by contractual obligations to maintain confidentiality and comply with HIPAA
Legal Requirements
We may disclose information when required by law, court order, or regulatory authority, including:
- Compliance with HIPAA and healthcare regulations
- Response to legal process or government requests
- Protection of our rights and the safety of our clients
Mobile Information Policy
No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
HIPAA Compliance
As a Business Associate under the Health Insurance Portability and Accountability Act (HIPAA), we are committed to maintaining the privacy and security of Protected Health Information (PHI). We:
- Enter into Business Associate Agreements (BAAs) with all covered entities
- Implement administrative, physical, and technical safeguards to protect PHI
- Conduct regular risk assessments and security audits
- Train our staff on HIPAA compliance and privacy requirements
- Report any breaches of unsecured PHI as required by law
- Maintain comprehensive documentation of our compliance activities
Data Security
We implement industry-standard security measures to protect your information from unauthorized access, disclosure, alteration, or destruction. These measures include:
- Encryption of data in transit and at rest
- Secure authentication and access controls
- Regular security assessments and penetration testing
- Employee training on data security best practices
- Incident response and breach notification procedures
- Compliance with industry standards and certifications (e.g., SOC 2, ISO 27001)
Your Rights
Depending on your jurisdiction, you may have certain rights regarding your personal information, including:
- Access: Request access to your personal information
- Correction: Request correction of inaccurate or incomplete information
- Deletion: Request deletion of your personal information, subject to legal and contractual obligations
- Opt-Out: Opt out of certain communications or data processing activities
- Portability: Request a copy of your data in a portable format
To exercise these rights, please contact us using the information provided in the "Contact Us" section below.
Cookies and Tracking Technologies
We use cookies and similar tracking technologies to enhance your experience on our website. These technologies help us:
- Remember your preferences and settings
- Analyze website traffic and usage patterns
- Improve website functionality and performance
- Provide personalized content and advertisements
You can control cookies through your browser settings. However, disabling cookies may limit certain website functionality.
Data Retention
We retain your information 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. For PHI, we follow HIPAA-mandated retention requirements, which typically require retention for a minimum of six years.
Children's Privacy
Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by posting the updated policy on our website and updating the "Last Updated" date. We encourage you to review this Privacy Policy periodically.
Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
Encore Billing Group
Email: privacy@encorebillinggroup.com
Phone: [Your Contact Number]
Address: [Your Business Address]
For privacy-related requests or to exercise your rights, please include sufficient information to allow us to verify your identity and process your request.