Last Updated: 08/01/2025

​

Introduction

At AcuCode Billing Solutions, we value your privacy and are committed to protecting your personal information. This policy explains how we collect, use, and safeguard your data.
 

Data Collection and Usage

We partner with Google, Meta, Microsoft Clarity, and Microsoft Advertising to understand how users interact with our website. This includes the use of behavioral metrics, heatmaps, and session replays to enhance user experience, optimize our site, and support our advertising efforts. Website usage data is collected using cookies and other tracking
technologies for analytics, site performance, fraud prevention, and targeted marketing.
 

Information We Collect

We receive, collect, and store information you provide directly and indirectly, including:
- Personal Information: Name, email address, password, and communications.
- Payment Details: Credit card and transaction information.
- IP Address: Used to connect your computer to the internet.
- Technical Data: Login information, browser type, and device information.
- Session Data: Page response times, visit durations, and interaction metrics.
- Additional Data: Comments, reviews, recommendations, and personal profiles.
 

Purpose of Data Collection

We collect and use your data to:
- Provide and operate our billing and administrative services.
- Offer customer support and service-related communications.
- Send updates, alerts, and marketing communications.
- Generate aggregate statistical data for service improvements.
- Comply with legal and regulatory requirements.
 

Communication
 

We may contact you to:
- Notify you regarding your account or billing status.
- Troubleshoot issues or resolve disputes.
- Conduct surveys and gather feedback.
- Provide updates on our services or company policies.
- Enforce our Terms of Use and comply with applicable laws.
 

We may contact you via email, phone, SMS, or postal mail.
 

Data Processing Opt-Out

​

If you wish to stop data collection or processing, please email us at info@acucodebilling.com to request removal from our systems.
 

Collection of Healthcare Data
 

We collect PHI through secure methods to support medical billing, insurance claims
management, prior authorizations, and other healthcare administrative services. This data
may include:
- Patient names, dates of birth, and contact information
- Diagnosis and treatment codes
- Insurance policy numbers and payer details
- Medical records relevant to billing and coding processes
 

All data is collected solely for the purpose of providing billing services and ensuring accurate, timely claims processing and reimbursement.
 

Use of Collected Data

The PHI we collect is used exclusively for:
- Submitting accurate and compliant medical claims
- Verifying insurance coverage and eligibility
- Managing authorizations, appeals, and claim corrections
- Communicating with providers and payers regarding claims and payments
- Supporting audits and compliance checks on behalf of our clients
 

We do not sell, share, or use PHI for marketing or unrelated purposes.
 

Data Protection and Security

To protect PHI and maintain HIPAA compliance, AcuCode Billing Solutions enforces the
following safeguards:
- HIPAA-Compliant Platforms: We use secure, HIPAA-compliant platforms for form submissions, data storage, and claim processing.
- Encryption: All electronic PHI (ePHI) is encrypted in transit and at rest.
- Access Controls: Only authorized personnel have access to PHI, and access is restricted based on job function.
- Data Minimization: We collect and retain only the minimum PHI necessary to complete services.
- Employee Training: Our team receives ongoing HIPAA compliance training, including policies for data privacy and breach response.
- Audit and Monitoring: We conduct regular internal audits and risk assessments to ensure continuous HIPAA adherence.
 

Patient Rights
As a business associate, we support our clients in upholding patients’ rights under HIPAA, including:

- Right to Access: Patients may request access to their records via their healthcare provider.
- Right to Amend: Requests for amendments must be submitted through the provider of record.
- Right to Restrict: Patients may request limitations on disclosures, which we honor when directed by the provider.
- Right to Confidential Communication: Patients can request alternative contact methods through their provider.
- Right to File a Complaint: Patients who believe their privacy rights have been violated can submit a complaint to their provider or to the U.S. Department of Health and Human Services (HHS).
 

Breach Notification

In the event of a breach of unsecured PHI, AcuCode Billing Solutions will notify the associated provider immediately, enabling prompt communication to affected individuals in accordance with HIPAA’s Breach Notification Rule.

Notifications will include:
- A description of the breach
- The types of PHI involved
- Recommended steps for affected individuals
- Measures taken to prevent future breaches

 

Policy Updates

We reserve the right to update this Privacy Policy at any time. Changes take effect immediately upon posting to our website. If significant changes are made, we will notify users so they understand how their information is collected, used, and disclosed.