Privacy Policy

This policy explains how Billmax MD handles information collected through billmaxmd.com. It covers visitors to the website, prospective clients who contact us, and candidates who apply for a role.

It does not govern how we handle protected health information on behalf of client practices. That relationship is governed by the business associate agreement signed with each practice, which takes precedence over this policy where the two overlap.

When you submit a form on this site, we collect the details you choose to give us: your name, email address, phone number, practice name, specialty, claim volume, the services you are interested in and the content of your message. Job applicants additionally submit a CV.

We do not require you to create an account to use this website, and we do not ask for payment details anywhere on it.

Our hosting provider records standard server logs, including IP address, browser type and the pages requested. These logs are used for security and reliability, not for building a profile of you.

We use enquiry details solely to respond to your enquiry and to continue that conversation. We use application details solely to assess your candidacy for the role you applied to, and for related roles we think may suit you.

We do not sell your information. We do not share it with third parties for their own marketing purposes.

If you subscribe to our newsletter, we use your email address to send occasional notes about denials, payer policy changes and coding updates. Every message includes a way to unsubscribe.

Please do not submit protected health information through the forms on this website. The contact form is not a secure channel for PHI, and we ask that you describe your situation in general terms instead.

Where we act as a business associate to a covered entity, we handle PHI under a signed business associate agreement in accordance with the HIPAA Privacy and Security Rules. That includes role-based access controls, encrypted transmission, restrictions on local storage, audit logging and mandatory workforce training on PHI handling.

If we ever need PHI from you in order to assess or perform an engagement, we will establish a secure channel and the appropriate agreement before anything is transmitted.

Enquiry correspondence is retained for as long as we have an active relationship or an open conversation with you, and for a reasonable period afterwards for business records.

Applications and CVs are retained for up to twelve months so that we can consider you for later openings, unless you ask us to delete them sooner.

Newsletter subscriptions are retained until you unsubscribe.

This website does not set advertising or cross-site tracking cookies. Any cookies present are strictly necessary for the site to function.

If analytics are introduced in future, they will be configured to avoid collecting personally identifiable information, and this policy will be updated before any such change takes effect.

You can ask us what information we hold about you, ask us to correct it, or ask us to delete it. You can unsubscribe from our newsletter at any time using the link in any message.

To make any of these requests, email info@billmaxmd.com and tell us what you would like us to do. We will respond within a reasonable period.

We use technical and organisational measures appropriate to the sensitivity of the information we hold, including encrypted transmission, access controls limited to staff who need the information, and regular review of who holds access.

No system is perfectly secure. If a breach affecting your information occurs, we will notify you and any relevant authority as required by applicable law and by our contractual obligations.

We may update this policy as our practices or legal obligations change. The date at the top of this page reflects the most recent revision. Material changes will be highlighted on this page.

Questions about this policy can be sent to info@billmaxmd.com, or by post to either of our offices listed on the contact page.