HIPAA Notice

Last updated: July 10, 2026

Our commitment

Bill The Max handles some of the most sensitive data in a practice's operation. Protecting patient information is central to how we work. This notice explains, in plain language, how we treat protected health information (PHI) under the Health Insurance Portability and Accountability Act (HIPAA).

What is PHI?

Protected health information is identifiable health information — such as a patient's name, contact details, insurance data, diagnoses, and claim information — that we access in the course of billing and revenue-cycle work.

Our role as a Business Associate

When we provide billing services to a healthcare practice (a "covered entity"), we act as a Business Associate under HIPAA. That means we use and disclose PHI only as permitted by our written Business Associate Agreement (BAA) with that practice and by law.

How we use and disclose PHI

We use PHI only to perform the services our clients hire us for — for example, preparing and submitting claims, following up on denials, posting payments, and reporting. We follow the minimum-necessary principle: we access and share only the information needed to do the job.

Safeguards we maintain

• Administrative: written policies, workforce training, and a designated contact responsible for privacy and security.
• Physical: controlled access to the places and devices where PHI is handled.
• Technical: encryption in transit and at rest where appropriate, unique role-based logins, and audit trails that record who accessed what and when.

Business Associate Agreements

Before we handle any PHI for a practice, we sign a Business Associate Agreement that sets out our obligations to protect that information and to use it only for permitted purposes.

Breach notification

If a breach of unsecured PHI occurs, we will notify the affected covered entity without unreasonable delay and cooperate with the notification and response steps HIPAA requires.

Patient rights

HIPAA gives patients rights over their health information — including rights to access and request corrections. Because we work on behalf of your provider, patients should direct those requests to their healthcare provider, who will coordinate with us as needed.

Changes to this notice

We may update this notice as our practices or the law change. The "Last updated" date above reflects the latest revision.

Contact our privacy contact

To ask about our HIPAA practices, email info@billthemax.com or call (732) 250-0783, or write to Bill The Max, 183 Wilson Street, Suite 230, Brooklyn, NY 11211.