Privacy Policy
Last Updated:
At AOX Billing Solutions, we are committed to protecting your privacy and the confidentiality of patient information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our medical billing services.
1. Information We Collect
We collect information that you provide directly to us, including:
- Practice Information: Practice name, contact details, tax identification numbers, and business addresses
- Patient Health Information (PHI): Medical records, billing information, insurance details, and treatment codes as necessary to provide billing services
- Contact Information: Names, email addresses, phone numbers, and mailing addresses
- Financial Information: Banking details and payment information for service transactions
2. How We Use Your Information
We use the information we collect to:
- Process and manage medical billing and claims submissions
- Verify insurance eligibility and coordinate benefits
- Submit pre-authorization requests to insurance carriers
- Manage accounts receivable and payment processing
- Communicate with you about your account and our services
- Comply with legal and regulatory requirements
- Improve our services and customer support
3. HIPAA Compliance
AOX Billing Solutions is a Business Associate under HIPAA and complies with all applicable HIPAA regulations. We:
- Execute Business Associate Agreements (BAAs) with all clients
- Implement administrative, physical, and technical safeguards to protect PHI
- Maintain strict access controls and audit logs
- Encrypt data both in transit and at rest
- Conduct regular security assessments and training
4. Information Sharing and Disclosure
We do not sell, trade, or rent your personal information to third parties. We may share information only:
- With insurance carriers and clearinghouses as necessary to process claims
- With your explicit consent or as directed by you
- To comply with legal obligations, court orders, or government requests
- To protect our rights, property, or safety, or that of our clients
- With service providers who are bound by confidentiality agreements
5. Data Security
We implement industry-standard security measures to protect your information:
- Encryption of data in transit (TLS/SSL) and at rest
- Secure, access-controlled systems and databases
- Regular security audits and vulnerability assessments
- Employee training on data privacy and security
- Incident response procedures
6. Your Rights
Under HIPAA and applicable privacy laws, you have the right to:
- Access your personal information and request copies
- Request amendments to your information
- Request restrictions on how we use or disclose your information
- Request an accounting of disclosures
- File a complaint if you believe your privacy rights have been violated
7. Data Retention
We retain your information for as long as necessary to provide our services, comply with legal obligations, resolve disputes, and enforce our agreements. Medical billing records are typically retained for a minimum of six years as required by law.
8. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last Updated" date. Your continued use of our services after such changes constitutes acceptance of the updated policy.
9. Contact Us
If you have questions about this Privacy Policy or our privacy practices, please contact us:
- Email: info@aoxbilling.com
- Phone: 414-402-7040
- Address: 123 Medical Plaza, Suite 400, Dallas, TX 75201