Privacy Policy for Medical Billing and Patient Information
Tricia E-Billing Solutions, LLC | TE-Billing Solutions®
Effective Date: August 20, 2026
1. Purpose of This Privacy Policy
This Privacy Policy explains how Tricia E-Billing Solutions, LLC, doing business as TE-Billing Solutions® (“we,” “our,” “us,” or the “Company”), collects, uses, protects, and shares information obtained through our website, forms, communications, and related services.
TE-Billing Solutions® provides medical billing, revenue cycle management, credentialing, administrative support, patient billing support, and related services to healthcare providers, including optometry and ophthalmology practices.
Certain information we receive while performing services for healthcare providers may constitute Protected Health Information (“PHI”) under the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”).
When TE-Billing Solutions® receives, creates, maintains, or transmits PHI on behalf of a healthcare provider, we act as a Business Associate and handle that information in accordance with HIPAA, applicable Business Associate Agreements, and our HIPAA Privacy Notice for Medical Billing Services.
This Privacy Policy also applies to general website information that may not be subject to HIPAA.
2. Information We Collect
Depending on how you interact with our website or services, we may collect different types of information.
General Contact Information
We may collect:
• Name
• Email address
• Telephone number
• Business or practice name
• Job title or professional role
• Information submitted through general contact, consultation, or business inquiry forms
Business and Practice Information
We may collect information from healthcare practices, prospective clients, contractors, vendors, or business contacts, including:
• Practice name
• Practice contact information
• Provider information
• Billing or revenue cycle concerns
• Practice-management or billing-system information
• Credentialing information
• Information submitted in connection with consultations, billing services, credentialing, contractor relationships, or business inquiries
Patient Billing Information
When a patient or authorized representative contacts TE-Billing Solutions® through an approved patient billing communication channel, we may collect information necessary to identify, research, and resolve the applicable billing matter.
This information may include:
• Patient name
• Contact information
• Date of birth
• Healthcare provider or practice name
• Date of service
• Insurance carrier information
• Insurance member or identification information
• Billing statement information
• Claim information
• Explanation of Benefits (“EOB”) information
• Payment information related to the patient account
• Account-balance information
• Updated or corrected insurance information
• Information concerning rejected, denied, pending, or processed claims
• Other information reasonably necessary to research and resolve a billing inquiry
Information submitted through an approved patient billing communication channel may constitute PHI and will be handled in accordance with HIPAA, our Business Associate Agreements, and applicable law.
Website and Technical Information
When you visit our website, certain information may be collected automatically, including:
• Internet Protocol (“IP”) address
• Browser type
• Device type
• Operating system
• Referring website or page
• Pages visited
• Date and time of access
• General website interaction information
• Cookie or similar technology information, where applicable
3. Secure Patient Billing Inquires
TE-Billing Solutions® may provide secure forms, telephone channels, portals, or other authorized communication methods for patient billing inquiries.
These approved communication channels may be used to:
• Identify the appropriate patient account
• Review a billing statement
• Research an insurance claim
• Review payment activity
• Review an account balance
• Update or correct insurance information
• Investigate claim rejections or denials
• Respond to questions regarding an Explanation of Benefits
• Review payment history
• Resolve billing discrepancies
• Perform other authorized billing functions on behalf of the applicable healthcare provider
Patients and authorized representatives should provide only the information reasonably necessary to address the billing inquiry.
PHI should be submitted only through communication channels specifically designated by TE-Billing Solutions® or the applicable healthcare provider for patient billing communications.
Secure patient billing channels are intended for billing and insurance-related matters only.
Medical questions, symptoms, treatment concerns, clinical questions, and requests for medical advice should be directed to the applicable healthcare provider.
4. General Website Forms
TE-Billing Solutions® may provide general website forms for purposes including:
• Prospective client inquiries
• Revenue cycle consultations
• Credentialing inquiries
• Contractor inquiries
• Vendor communications
• General business communications
• Other non-patient inquiries
Unless a form is specifically identified as an approved patient billing communication channel, users should not submit PHI or other highly sensitive personal information through general website forms.
Do not submit the following through a general website form unless the form specifically requests the information and is authorized to receive it:
• Social Security numbers
• Full payment-card numbers
• Bank account information
• Detailed medical records
• Diagnosis or treatment information
• Insurance identification numbers
• Patient billing account information
• Other sensitive patient information
Information submitted through general website forms will be used for the purpose for which it was provided.
5. Website Chat Assistant
Our website may include a general chat assistant designed to help users navigate the website, locate resources, and identify the appropriate method for contacting TE-Billing Solutions®.
The general website chat assistant is not an approved channel for submitting Protected Health Information.
Users should not submit the following through general website chat:
• Patient medical information
• Diagnosis information
• Treatment information
• Dates of birth
• Insurance identification numbers
• Billing account information
• Claim information
• Explanation of Benefits information
• Payment-card information
• Social Security numbers
• Other sensitive patient information
Patients who need to provide PHI for a billing matter should use a designated secure patient billing communication channel provided by TE-Billing Solutions® or the applicable healthcare provider.
The general website chat assistant does not provide medical advice, diagnosis, treatment recommendations, legal advice, or individualized insurance coverage determinations.
6. How We Use Information
We may use information collected through our website, forms, communications, and services to:
• Respond to inquiries
• Provide customer and client support
• Perform authorized medical billing and revenue cycle management services
• Research patient billing questions
• Identify patient accounts
• Review billing statements and account balances
• Review insurance information
• Review claim and payment activity
• Correct or update billing-related insurance information
• Communicate with healthcare providers and insurance carriers when authorized
• Resolve billing discrepancies
• Provide credentialing services
• Provide administrative services
• Schedule consultations
• Communicate with prospective clients
• Manage contractor, vendor, and business relationships
• Maintain business records
• Operate and improve our website
• Improve website functionality and user experience
• Protect the security of our systems
• Detect, investigate, and prevent inappropriate or unauthorized activity
• Fulfill contractual obligations
• Comply with legal and regulatory requirements
When information constitutes PHI, we use it only as permitted by HIPAA, applicable law, and our Business Associate Agreements.
7. Protected Health Information and HIPAA
TE-Billing Solutions® provides medical billing and related services to healthcare providers and may act as a Business Associate under HIPAA.
PHI received, created, maintained, or transmitted while performing services on behalf of a healthcare provider is governed by:
• HIPAA
• Applicable Business Associate Agreements
• Our HIPAA Privacy Notice for Medical Billing Services
• Other applicable federal and state privacy and security requirements
Our general Website Privacy Policy does not replace or limit the privacy obligations applicable to PHI.
Patients generally exercise formal HIPAA privacy rights through their healthcare provider, which is the Covered Entity.
TE-Billing Solutions® assists healthcare providers with applicable HIPAA obligations as required by our Business Associate Agreements and applicable law.
8. Data Minimization
TE-Billing Solutions® seeks to collect, access, use, and disclose only the information reasonably necessary to fulfill the applicable billing, administrative, contractual, business, or communication purpose.
For PHI, we apply the HIPAA minimum necessary standard when required.
Users should avoid submitting information unrelated to their inquiry or providing more information than reasonably necessary to resolve the matter.
9. How We Share Information
TE-Billing Solutions® does not sell patient information or PHI.
We may share information when reasonably necessary with:
• Healthcare providers for whom we perform services
• Insurance carriers
• Clearinghouses
• Authorized workforce members
• Independent contractors or subcontractors performing services on our behalf
• Technology and service providers supporting our operations
• Legal, regulatory, or governmental authorities when required or permitted by law
• Other authorized parties necessary to perform billing, payment, healthcare operations, credentialing, administrative, or related functions
When a subcontractor or service provider creates, receives, maintains, or transmits PHI on behalf of TE-Billing Solutions® and HIPAA requires it, appropriate contractual protections, including a Business Associate Agreement, are required.
We do not disclose PHI for unrelated advertising, profiling, or commercial sale.
10. Service Providers and Technology Vendors
TE-Billing Solutions® may use third-party vendors to support our business and website operations.
These services may include:
• Website hosting
• Secure online forms
• Electronic communications
• Email services
• Document management
• Payment platforms
• Security services
• Business software
• Data storage
• Administrative systems
• Other operational technology
We seek to limit information shared with service providers to what is reasonably necessary for the services they perform.
When a vendor creates, receives, maintains, or transmits PHI on behalf of TE-Billing Solutions® and qualifies as a Business Associate or subcontractor under HIPAA, appropriate contractual protections, including a Business Associate Agreement where required, must be maintained.
11. Cookies, Analytics, and Similar Technologies
Our website may use cookies and similar technologies to support:
• Website functionality
• Website security
• User preferences
• General website analytics
• Website performance
These technologies may collect information such as:
• IP address
• Browser type
• Device information
• Pages viewed
• General interaction data
• Date and time of website access
TE-Billing Solutions® does not intentionally use general website tracking technologies to collect PHI for advertising, profiling, or unrelated marketing purposes.
Tracking technologies should not be used to disclose PHI from secure patient billing communications to unauthorized third parties.
Users may be able to restrict or disable certain cookies through their browser settings, although doing so may affect website functionality.
12. AI and Automated Tools
TE-Billing Solutions® may use automated or artificial intelligence-assisted tools for limited business purposes, including:
• General website navigation
• General informational assistance
• Routing users to appropriate resources
• Administrative support
• Improving website functionality
General website AI and chat tools are not intended to:
• Diagnose medical conditions
• Provide medical advice
• Recommend treatment
• Make clinical decisions
• Make independent coding determinations
• Make legal decisions
• Receive PHI unless specifically approved and configured for that purpose
Users should not submit PHI through general AI or chat tools unless the communication channel is specifically identified as an approved secure patient billing communication channel.
13. Payment Information
TE-Billing Solutions® may assist patients with payment-related questions on behalf of healthcare providers.
Payments may be processed through payment systems or platforms authorized by the applicable healthcare provider.
TE-Billing Solutions® does not intentionally collect or store full payment-card numbers through its general website.
Patients should provide payment information only through an authorized payment system or other secure payment method designated by the applicable healthcare provider.
Full payment-card information should not be submitted through general website chat, general contact forms, or standard email.
14. Data Security
TE-Billing Solutions® maintains administrative, technical, and physical safeguards designed to protect the confidentiality, integrity, and availability of information within our control.
These safeguards may include:
• Access controls
• Authentication measures
• Secure communication methods
• Workforce privacy and security training
• Confidentiality requirements
• Security policies and procedures
• Vendor and subcontractor safeguards
• Incident response procedures
• Other controls appropriate to the nature and sensitivity of the information
No website, information system, storage method, or electronic transmission can be guaranteed to be completely secure.
TE-Billing Solutions® nevertheless maintains safeguards appropriate to our operations, contractual obligations, and applicable legal requirements.
15. Data Retention
We retain information only for as long as reasonably necessary to:
• Fulfill the purpose for which it was collected
• Perform contracted services
• Resolve billing or administrative matters
• Maintain required business records
• Comply with legal and regulatory requirements
• Meet contractual obligations
• Support security, audit, and compliance functions
PHI is retained in accordance with applicable Business Associate Agreements, legal requirements, contractual obligations, and operational needs.
16. External Links and Third-Party Websites
Our website may contain links to third-party websites, portals, payment platforms, insurance resources, healthcare-provider websites, governmental resources, or other external services.
TE-Billing Solutions® does not control the privacy practices, security practices, availability, or content of independent third-party websites.
Users should review the privacy policies and terms of external websites before submitting personal or sensitive information.
A link to a third-party website does not necessarily constitute an endorsement of that website or its services.
17. Children’s Privacy
Our general website and services are not directed toward children for independent use.
Patient billing information concerning a minor may be received or handled when submitted by:
• A parent
• A legal guardian
• A healthcare provider
• Another legally authorized representative
Such information may be used when reasonably necessary to perform legitimate billing and administrative services on behalf of the applicable healthcare provider.
18. User Responsibilities
Users are responsible for using the appropriate communication channel when contacting TE-Billing Solutions®.
Please:
• Do not submit PHI through general website chat
• Do not submit Social Security numbers through general website forms
• Do not submit full payment-card information through unsecured communications
• Use designated secure patient billing channels when discussing patient billing matters
• Provide only the information reasonably necessary for your inquiry
• Do not submit information about another person unless you are legally authorized to do so
If you are unsure which communication channel to use, contact TE-Billing Solutions® before submitting sensitive information.
19. Your Privacy Choices
Depending on the nature of the information and applicable law, users may contact TE-Billing Solutions® to:
• Ask questions about information collected through the website
• Request correction of general contact information
• Request removal from non-required marketing communications
• Ask questions about website privacy practices
• Ask how to appropriately submit a patient billing inquiry
Formal HIPAA rights concerning PHI should generally be exercised through the applicable healthcare provider.
TE-Billing Solutions® will assist the Covered Entity as required by our Business Associate Agreement and applicable law.
20. Changes to This Privacy Policy
TE-Billing Solutions® may update this Privacy Policy when our:
• Services change
• Website functionality changes
• Technology changes
• Privacy or security practices change
• Legal requirements change
• Contractual obligations change
• Business operations change
Updated versions will include a revised effective date and will be posted on our website.
We encourage users to review this Privacy Policy periodically.
21. Contact Us
If you have questions regarding this Privacy Policy, website privacy, patient billing privacy, or our handling of information, please contact:
Privacy Officer
Tricia E-Billing Solutions, LLC
TE-Billing Solutions®
3768 Waterton Drive
Grandville, Michigan 49418
Email: tricia@tebillingsolutions.com
Phone: 1-517-231-4086
For questions involving Protected Health Information, please also review our HIPAA Privacy Notice for Medical Billing Services.
TE-BILLING SOLUTIONS® is a federally registered trademark owned by TRICIA-E BILLING SOLUTIONS, L.L.C., registered for billing services.