Privacy Policy and HIPAA Compliance
At PROMED BILLING SERVICES, LLC, we are committed to protecting the privacy and security of the Protected Health Information (PHI) of our clients' patients, as well as the corporate information of the providers we serve. We operate as a Business Associate under HIPAA regulations.
1. Information We Collect
To provide medical billing and credentialing services, we process:
• Demographic Data: Names, addresses, dates of birth, and Social Security numbers.
• Insurance Information: Policy numbers, coverage details, and health plan information.
• Clinical Information: Diagnosis codes (ICD-10), procedure codes (CPT), medical records, and physician orders.
• Credentialing Data: Professional licenses, certifications, work history, and provider tax information.
2. Use and Disclosure of Information
We use this information exclusively for:
• Billing Operations: Claims processing, collections, and denial management with health plans.
• Credentialing Services: Management of contracts and enrollments with health plans and government entities.
• Legal Compliance: As required by law or in response to health audits.
Note: We do not sell, rent, or share PHI with third parties for marketing purposes without express authorization.
3. Security and Protection Measures
We implement administrative, physical, and technical safeguards as required by the HIPAA Security Rule:
• Encryption: Data in transit and at rest is protected using high-security encryption protocols.
• Access Control: Access is restricted to authorized personnel with a "need-to-know" basis to perform their duties.
• Monitoring: Regular audits of our systems and access logs to ensure integrity.
4. Your Rights Under HIPAA
While our primary relationship is with the Healthcare Provider (our client), we acknowledge the rights of individuals regarding their PHI:
• The right to request restrictions on certain uses.
• The right to receive notification in the event of a security breach (Breach Notification Rule).
• The right to request an accounting of disclosures.
• Note: Requests for access to or copies of medical records should be directed to your Healthcare Provider.
5. Contact Information
For questions, concerns, or to report a privacy incident, please contact us at
• Email: admin@pbs-pr.com
• Phone: 787-523-8830
DISCLAIMER AND LIMITATION OF LIABILITY
1. Accuracy of Information: PROMED BILLING SERVICES, LLC processes claims based exclusively on the information (codes, diagnoses, and patient data) provided by the Client (Healthcare Provider). We are not responsible for denials or audits resulting from insufficient or incorrect clinical documentation supplied by the Client.
2. Provider Compliance: The Client is responsible for obtaining all necessary consents and authorizations from patients before transferring PHI to PROMED BILLING SERVICES, LLC.
3. No Legal or Medical Advice: Our billing and credentialing services do not constitute legal or medical advice. Compliance with CMS regulations and other payers is a shared responsibility; final medical judgment always rests with the Provider.
4. Limitation of Liability: To the maximum extent permitted by law, PROMED BILLING SERVICES, LLC shall not be liable for indirect, incidental, or punitive damages resulting from health plan adjudication errors that are beyond our technical or administrative control.
5. Policy Updates: We reserve the right to modify this policy at any time. Changes will be effective immediately upon posting to this website.