HIPAA Privacy Notice for Medical Billing Services

Tricia E-Billing Solutions, LLC | TE-Billing Solutions

Effective Date: April 4, 2026

1. Our Role as a Business Associate

This Notice describes how your health information may be used or disclosed by Tricia E-Billing Solutions, LLC (“we,” “our,” “the Company”) in our role as a Business Associate to healthcare providers (“Covered Entities”), including when supporting billing inquiries through authorized communication channels.

We provide medical billing, revenue cycle management, administrative support, and related healthcare operations.

  • We do not provide healthcare services or medical treatment

  • We do not make medical decisions

  • We use and disclose Protected Health Information (PHI) only as permitted by HIPAA and our Business Associate Agreements

2. Information We Receive

We may receive or handle PHI such as:

  • Patient contact and demographic information

  • Insurance and billing information

  • Dates of service and procedure codes

  • Explanation of Benefits (EOB), claims, audits, and payment data

  • Medical documentation required to resolve billing questions

  • Information used for healthcare operations

  • Any PHI necessary to perform services assigned by the Covered Entity

We do not provide healthcare services and generally do not collect PHI directly from patients. In limited circumstances, such as billing inquiries submitted through approved channels, we may receive information necessary to assist with account resolution.

This may include information submitted through secure website forms or authorized electronic communication channels.

3. How We May Use and Disclose PHI

We may use or disclose PHI only as permitted by our Covered Entities and HIPAA:

Treatment (Limited)

When necessary, we may communicate with providers or insurers to clarify billing-related information associated with services rendered.

Payment

Submitting claims, verifying insurance, posting payments, mailing statements, and resolving balances.

Healthcare Operations

Audit support, compliance functions, quality assurance, and business administration.

Required by Law

We may disclose PHI if required by law, including:

  • Court orders or subpoenas

  • Government oversight agencies

  • HIPAA investigations (HHS/OCR)

  • Law enforcement, when legally required

Subcontractors

If we use subcontractors, they are required to sign HIPAA-compliant Business Associate Agreements and safeguard PHI.

4. Minimum Necessary Standard

We limit the use and disclosure of PHI to the minimum necessary information required to perform our duties, in accordance with HIPAA.

5. Uses and Disclosures We Do NOT Make

We will never use or disclose PHI for:

  • Marketing

  • Selling patient information

  • Advertising

  • Profiling

  • Any use not allowed by the Covered Entity

  • Any use prohibited by HIPAA

6. Your Rights Regarding Your PHI

Because we are a Business Associate, your primary rights are exercised through your healthcare provider (Covered Entity).

We support the following:

  • Right to Access Billing Records
    Accessible through your provider; we assist as needed

  • Right to Request Corrections
    We work with Covered Entities to correct billing inaccuracies

  • Right to Request Restrictions
    Requests must be made through your provider; if approved, we will comply

  • Right to a Copy of This Notice
    You may request a copy at any time

As a Business Associate, we do not maintain the official designated record set, and all formal PHI requests must be directed to your healthcare provider.

7. How We Protect PHI

We are required to:

  • Follow all terms of our Business Associate Agreements

  • Implement administrative, technical, and physical safeguards

  • Maintain secure systems and communications

  • Provide privacy and security training to workforce members

  • Report breaches to Covered Entities as required

We retain PHI only as long as necessary to fulfill contractual, operational, and legal obligations.

8. Breach Notification

If PHI is accessed, used, or disclosed improperly, we will:

  • Investigate the incident

  • Mitigate potential harm

  • Notify the Covered Entity promptly

  • Cooperate fully with required patient notifications

9. Complaints

You may file a complaint if you believe your privacy rights have been violated.

Contact:
Privacy Officer
Tricia E-Billing Solutions, LLC
3768 Waterton Drive
Grandville, Michigan 49418
Phone: 1-517-231-4086
Email: info@tebillingsolutions.com

Or contact:
U.S. Department of Health & Human Services (HHS)
Office for Civil Rights (OCR)
https://www.hhs.gov/ocr/

We will not retaliate against you for filing a complaint.

10. Website Chat and Online Communications

Our website chat assistant is intended only to help route inquiries.

  • The chat assistant does not collect or process PHI

  • Users are instructed not to submit sensitive personal or medical information through chat

  • All billing-related inquiries are directed to appropriate secure channels

11. Changes to This Notice

We may update this Notice at any time. Updated versions will include a revised effective date and will be posted on our website.

12. Questions

If you have questions about this Notice or how we protect PHI, please contact:

📧 info@tebillingsolutions.com
📞 1-517-231-4086