Health Quest Billing LLC Privacy Policy

Last Updated: November 5, 2025

This Privacy Policy describes how Health Quest Billing LLC (“HQB,” “we,” “our,” or “us”) collects, uses, stores, and safeguards personal information obtained through our website, forms, communication channels, client portals, and digital platforms (collectively, the “Site”). By accessing or using the Site, you agree to this Privacy Policy. If you do not agree, please discontinue use of the Site.

1. Scope of This Policy

This Policy applies to:

• Visitors to our website
• Individuals or practices that submit information through our online forms
• Prospective clients requesting consultations
• Users engaging with HQB through email, phone, SMS, or digital channels
• Clients with active service agreements utilizing secure portals or credentialing submissions

If you become a client, additional terms—such as a Master Services Agreement (MSA), Business Associate Agreement (BAA), and Statements of Work (SOWs)—govern handling of client data and PHI. The BAA controls over any conflicting term in this Privacy Policy. Submission of information via the Site does not create a client or service relationship unless and until a formal agreement is executed.

2. Information We Collect

HQB collects information necessary to provide billing and administrative services, respond to inquiries, and operate the Site securely.

A. Personal Information (“PII”)

Examples include:

• Name, phone number, email address
• Practice and organization name
• Business address
• NPI, Tax ID (TIN/EIN), or payer enrollment identifiers
• Consultation or service intake data
• Limited payment or invoicing details submitted through secure third-party processors

B. Protected Health Information (“PHI”)

PHI includes, but is not limited to:

• Patient identifiers
• Claim and insurance data
• Diagnosis, treatment, or billing codes
• Eligibility or benefits data

C. Technical and Usage Information

We may collect:

• IP addresses
• Browser and device type
• Pages visited and session analytics
• Cookies and tracking technologies
• Security logs and error logs

3. How Information Is Collected

• Website forms and consultation requests
• Email, phone, or SMS conversations
• Payment platforms (e.g., secure card or ACH processors)
• Credentialing or onboarding portals
• Clearinghouse, EHR, or billing system access (for active clients)
• Secure upload portals

SMS/text messaging is voluntary and requires explicit opt-in. HQB does not use tracking pixels, cross-site tracking, or third-party advertising cookies.

4. How Information Is Used

• Responding to inquiries and scheduling consultations
• Providing billing, credentialing, enrollment, and RCM services
• Verifying information and maintaining provider accounts
• Processing payments and issuing invoices
• Improving Site security, performance, and functionality
• Supporting compliance, security monitoring, and fraud prevention
• Communicating onboarding updates, operational notices, or service changes
• Sending transactional, operational, or account-related notifications

We do not use PHI or personal data for any advertising, lead generation, or unrelated marketing purposes.

5. SMS/Text Communications

• SMS is opt-in only
• Consent is collected through online forms or written authorization
• Users may opt out at any time by replying “STOP”
• We do not share, transfer, or sell phone numbers or SMS activity data to any third parties

6. Cookies, Analytics & Tracking

• Functional cookies (website performance)
• Analytics cookies (traffic measurement)
• Security and fraud prevention cookies

7. Sharing and Disclosure

• Secure hosting and data storage providers
• Payment processors
• Clearinghouses, payer portals, or EHR systems (only for active clients)
• HIPAA-bound subcontractors or support personnel
• CRM, secure ticketing, or communication platforms
• Legal or regulatory authorities if required

8. Data Security

• Encryption of data in transit and at rest
• Multi-factor authentication and role-based access control
• Secure U.S.-based hosting infrastructure
• Audit logs, access monitoring, and activity reporting
• Secure SFTP/MFT for file transfers
• No PHI stored on personal devices
• Access control for offshore personnel restricted through secure VDI environments

9. PHI and HIPAA Compliance

• Uses PHI solely for billing, credentialing, and payer interaction
• Does not use PHI for sales, marketing, or data mining
• Does not store PHI outside secure, encrypted infrastructure
• Limits access to authorized personnel only
• Provides breach notifications as required by law if unsecured PHI is compromised

10. Payment Processing

Payment data submitted through the Site may be handled by secure third-party processors. HQB does not store complete credit card information on internal systems. All third-party processors used by HQB are PCI-DSS compliant.

11. Data Retention

• Provide services
• Comply with laws, regulatory bodies, or payer record-keeping requirements
• Resolve disputes
• Enforce agreements

12. Your Rights

• Access to personal information
• Correction of incomplete or inaccurate information
• Deletion of personal information, where legally permitted
• Withdrawal of SMS consent

13. Children’s Privacy

This Site is not intended for individuals under 18. We do not knowingly collect information from minors.

14. International Users

HQB primarily serves U.S.-based healthcare organizations. If international users voluntarily submit information, HQB will follow applicable privacy requirements and lawful deletion requests.

15. Data Breach Notification

If legally required, HQB will notify affected parties of a breach of unsecured personal information or PHI without unreasonable delay, in accordance with applicable federal and state privacy laws.

16. Changes to This Privacy Policy

We may update or modify this Privacy Policy at any time. Changes are effective when posted on this page. Continued use of the Site constitutes acceptance of the updated Privacy Policy.

17. Contact Information

For questions regarding privacy, security, or data rights, contact:

Health Quest Billing LLC – Legal & Compliance
Address: 611 S Dupont Hwy Ste 102, Dover, Delaware 19901
Email: legal@healthquestbilling.com
Phone: (415) 508-6537
Website: www.healthquestbilling.com