Privacy Policy – Accura Billing

1. Introduction

Accura Billing Solutions LLC (“Accura Billing,” “we,” “us,” or “our”) is a medical billing and revenue cycle management company incorporated in the State of Montana. We operate nationwide, providing billing, coding, and revenue management services to healthcare providers across the United States.

We are committed to protecting the privacy and security of all personal information entrusted to us by our website visitors, prospective clients, and existing clients. This Privacy Policy explains what information we collect, how we use it, with whom we share it, and what rights you have regarding your data.

This Policy applies to all information collected through our website at https://accurabilling.com (the “Site”), through our intake forms, through SMS communications, and through any other interactions you have with us.

By using our Site or submitting information to us, you agree to the collection and use of your information as described in this Privacy Policy.

2. Information We Collect

We collect the following categories of information:

2.1 Contact Information

When you submit a form on our site or contact us directly, we collect the following:

Full name and title
Email address
Phone number
Mailing address
Practice or organization name

2.2 Practice and Provider Information

As a medical billing company, we collect provider-specific information necessary to evaluate and deliver our services, including:

National Provider Identifier (NPI)
Medical specialty and practice type
Practice size (number of providers and staff)
Revenue figures and billing volume
Answers to qualification and assessment questions submitted through our forms

2.3 Financial Information

For clients who engage in our paid services, we collect financial data required for billing and payment processing, including credit card information and Automated Clearing House (ACH) banking details. This information is encrypted in transit and at rest and is accessible only to authorized internal personnel involved in payment processing.

2.4 Protected Health Information (PHI)

In the course of providing medical billing and revenue cycle management services, we may receive, process, or store Protected Health Information (PHI) as defined under the Health Insurance Portability and Accountability Act of 1996 (HIPAA). PHI may include patient demographic information, insurance details, diagnosis and procedure codes, and treatment information.

All PHI is governed by HIPAA and our business associate obligations. Please see Section 9 (HIPAA Compliance) for full details.

2.5 Technical and Device Data

When you visit our site, we automatically collect certain technical information, including:

IP address and approximate geographic location
Browser type and version
Operating system and device identifiers
Referring and exit page URLs
Pages visited and time spent on each page
Date and time of your visit

2.6 Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our Site, analyze usage patterns, and support our marketing efforts. Please see Section 7 (Cookies and Tracking Technologies) for full details.

2.7 Real-Time and Partial Form Data

Our website uses real-time data capture technology on intake and assessment forms. Information you enter into any form on our Site may be automatically saved to our secure database as you type, even if you do not complete or submit the form.

Specifically, the following may be collected the moment you begin interacting with a form:

Revenue figures, specialty, and answers to qualification questions
Partial form entries, even if you leave the page before submitting
The specific fields you completed and the order in which you completed them
Whether you clicked action buttons such as “Calculate” or “Get a Free Quote”

Important: Data may be saved automatically as each field is filled in. If you enter information and navigate away without submitting, that information may still be recorded. You do not need to click “Submit” for your data to be saved. The purpose of this collection is to allow us to follow up with prospective clients who have expressed interest in our services.

2.8 Session and Visitor Journey Tracking

Every visitor to our site may be assigned a unique session identifier upon arrival. This session ID is used to associate all activity on our site into a single continuous record. The following information may be collected and linked to your session:

Device identifiers and browser fingerprint data
IP address and approximate geographic location
Pages visited, time spent on each page, and navigation path
Form field interactions and completion progress
Button clicks and conversion actions
All form responses, including partial answers entered before leaving the Site

2.9 SMS Consent and Phone Numbers

If you consent to receive SMS communications from us, we collect your mobile phone number and record your consent. See Section 8 (SMS Communications) for full details.

3. How We Use Your Information

We use the information we collect for the following purposes:

To respond to inquiries and provide requested information or consultations
To evaluate your eligibility for our billing and revenue cycle services
To deliver medical billing, coding, and revenue cycle management services to enrolled clients
To follow up with prospective clients who began but did not complete an inquiry form
To send relevant email and SMS communications, including follow-ups and service updates
To process payments and manage billing for our services
To improve the functionality, design, and content of our Site
To analyze how visitors use our Site and to optimize our service offerings
To detect and prevent fraudulent or unauthorized activity
To comply with applicable legal obligations
To enforce our contractual agreements with clients

We do not sell personally identifiable information to any third party. We do not use or share personally identifiable information in ways unrelated to those described above without providing you an opportunity to opt out.

4. Information Sharing and Disclosure

4.1 We Do Not Sell Your Information

Accura Billing Solutions LLC does not sell, rent, or trade your personal information to any third party for their own marketing or commercial purposes.

4.2 Third-Party Service Providers

We may share your information with trusted third-party vendors who assist us in operating our site and delivering our services. These vendors are contractually obligated to use your information only as necessary to provide services to us. Our current vendors include:

Google Analytics / Google Tag Manager — website analytics and traffic measurement
Facebook / Meta Pixel — marketing analytics and ad performance measurement
Website hosting provider (e.g., AWS, WP Engine) — secure hosting of our Site and database
AI and automation tools — used for intake processing, workflow automation, and service delivery

We will update this list as our vendor relationships change. Clients and prospective clients may contact us for a current list of subprocessors handling PHI.

4.3 Legal Disclosure

We may disclose your information when required by law or in good faith belief that such disclosure is necessary to

Comply with a subpoena, court order, or other legal process
Respond to a verified governmental or regulatory request
Investigate or prevent suspected illegal activity or fraud
Protect the rights, property, or safety of Accura Billing, our clients, or the public
Enforce our contractual obligations

Where legally permissible, we will make reasonable efforts to notify affected individuals prior to disclosure.

4.4 Business Transfers

In the event of a merger, acquisition, sale of assets, or change of control, your personal information may be transferred to the acquiring entity. Any such entity will be required to honor this Privacy Policy or provide you with notice and an opportunity to opt out before your information is used in a materially different manner.

4.5 Anonymized and Aggregate Data

We may share anonymized, aggregate data that does not identify any individual with third parties for research, analytics, or business development purposes.

5. Cookies and Tracking Technologies

5.1 What Are Cookies

Cookies are small text files placed on your device by websites you visit. They are used to remember your preferences, analyze site usage, and support marketing efforts.

5.2 How We Use Cookies

We use the following types of cookies and tracking technologies on our site:

Essential cookies—required for basic Site functionality
Analytics cookies — Google Analytics / GTM to measure traffic and user behavior
Marketing cookies—Facebook / Meta Pixel to measure ad performance and remarketing
Session cookies — to track your visit and associate form interactions with your session

5.3 Third-Party Cookies

Our third-party vendors (Google, Meta) may set their own cookies when you visit our Site. These cookies are governed by those vendors’ own privacy policies. We do not control third-party cookies.

5.4 Web Beacons

Our site and emails may use web beacons (also known as pixel tags or clear GIFs) to track whether emails have been opened and which links have been clicked. This helps us measure the effectiveness of our communications.

5.5 Your Cookie Choices

You may instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, some portions of our Site may not function properly. You may also opt out of Google Analytics tracking at https://tools.google.com/dlpage/gaoptout and Meta advertising tracking through your Meta account settings.

6. SMS Communications

6.1 Types of SMS We Send

With your consent, Accura Billing Solutions LLC may send the following types of SMS (text) messages to the mobile number you provide:

Appointment reminders
Promotional and marketing messages about our services
Lead follow-up messages for prospective clients who have expressed interest
Service and account update notifications
Transactional messages related to billing and payments

6.2 Message Frequency

Message frequency may vary based on your interactions with us and the nature of your engagement with our services.

6.3 How to Opt In

You may opt in to receive SMS messages from us by providing your mobile number and checking the SMS consent checkbox on our website forms or by otherwise providing written consent.

6.4 How to Opt Out

You may opt out of SMS communications at any time by replying STOP to any message you receive from us. After opting out, you will receive one final confirmation message and will not receive further SMS messages unless you re-consent. You may also reply “HELP” for assistance or contact us directly.

6.5 Message and Data Rates

Standard message and data rates may apply depending on your mobile carrier plan. Accura Billing Solutions LLC is not responsible for charges imposed by your carrier.

6.6 SMS Data

Your mobile number and SMS consent records are stored securely in our systems. This information is used solely to deliver the communications described above and is not sold to third parties.

7. HIPAA Compliance

7.1 Our Role as a Business Associate

Accura Billing Solutions LLC functions as a Business Associate (BA) as defined under the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and the Health Information Technology for Economic and Clinical Health (HITECH) Act. As a business associate, we are bound by the HIPAA Privacy Rule, Security Rule, and Breach Notification Rule.

7.2 Business Associate Agreements

We are in the process of implementing formal Business Associate Agreements (BAAs) with all covered entity clients for whom we handle Protected Health Information. Until BAAs are fully executed with all clients, we are committed to treating all PHI in accordance with HIPAA standards and will prioritize completing BAAs promptly.

Prospective clients should contact us to execute a BAA prior to sharing any PHI.

7.3 Safeguards for PHI

We implement administrative, physical, and technical safeguards to ensure the confidentiality, integrity, and availability of all PHI we receive, maintain, or transmit, including:

Administrative safeguards: designated Privacy Officer (to be formally appointed), workforce training, access controls, and incident response policies
Physical safeguards: secure facilities and workstation controls
Technical safeguards: encryption of PHI in transit and at rest, access logging, and audit controls

7.4 Minimum Necessary Standard

We access, use, and disclose PHI only to the minimum extent necessary to perform our contractual billing and revenue cycle management services.

7.5 Breach Notification

In the event of a breach of unsecured PHI, we will notify affected covered entities in accordance with the HIPAA Breach Notification Rule (45 CFR Part 164, Subpart D), typically within 60 days of discovery of the breach.

7.6 Notice of Privacy Practices

As a business associate, we do not issue a Notice of Privacy Practices (NPP) directly to patients. NPPs are the responsibility of covered entities (your healthcare practice). However, we support our covered entity clients in their obligations and operate consistent with the HIPAA Privacy Rule at all times.

8. Data Retention

We retain personal information and PHI for as long as necessary to fulfill the purposes described in this Policy and to comply with applicable legal and regulatory requirements, including:

HIPAA requires PHI and related documentation to be retained for a minimum of six (6) years from the date of creation or the date it was last in effect, whichever is later
Financial records are retained in accordance with applicable federal and state tax and accounting requirements
Marketing and lead data is retained until you request deletion or opt out

Upon the termination of a client relationship, we will return or securely destroy PHI in accordance with our Business Associate Agreement and applicable law.

9. Your Privacy Rights

Depending on your state of residence, you may have the following rights regarding your personal information. We honor these rights regardless of your state, as we serve clients nationwide.

9.1 Right to Know

You have the right to know what categories of personal information we collect about you, the purposes for which it is used, and the categories of third parties with whom it is shared.

9.2 Right to Access

You have the right to request a copy of the personal information we hold about you, subject to the provision of a verifiable request.

9.3 Right to Correction

You have the right to request correction of inaccurate or incomplete personal information we hold about you.

9.4 Right to Deletion

You have the right to request deletion of your personal information from our systems. We will honor such requests subject to any legal, regulatory, or contractual obligations that require us to retain certain data (including HIPAA’s 6-year minimum retention for PHI).

9.5 Right to Opt Out of Sale

Accura Billing Solutions LLC does not sell personal information. This right is therefore satisfied by our policy.

9.6 Right to Non-Discrimination

We will not discriminate against you for exercising any of your privacy rights. Exercising your rights will not result in denial of services, different pricing, or a different quality of service.

9.7 Right to Opt Out of Automated Processing

If we use AI or automated tools to make decisions that significantly affect you, you have the right to request human review of those decisions and to opt out of automated processing. Please contact us to exercise this right.

9.8 State-Specific Rights

Residents of the following states have additional rights under their respective state privacy laws:

California (CCPA/CPRA) — right to know, delete, correct, opt out of sale/sharing, and limit use of sensitive personal information; response within 45 days
Texas (TDPSA) — right to access, correct, delete, and opt out of sale and targeted advertising
Virginia (VCDPA) — right to access, correct, delete, obtain a copy, and opt out of sale and profiling
Colorado (CPA) — right to access, correct, delete, obtain a copy, and opt out of sale and profiling
New York (SHIELD Act) — right to reasonable data security and breach notification
Florida (FDBR) — right to access, correct, delete, and opt out of sale

To exercise any of your rights, please contact us using the information in Section 13. We will respond to verified requests within 45 days. In certain circumstances, we may extend this period by an additional 45 days with notice.

10. Security

The security of your personal information and PHI is a top priority for Accura Billing Solutions LLC. We implement industry-standard administrative, physical, and technical safeguards to protect information from unauthorized access, disclosure, alteration, or destruction, including:

Encryption of sensitive data (financial and PHI) in transit using TLS and at rest
Access controls limiting data access to authorized personnel only
Regular security assessments and audits of our systems and processes
Workforce training on privacy and security obligations

Despite our best efforts, no method of transmission over the internet or method of electronic storage is 100% secure. We cannot guarantee the absolute security of your information. If you have questions or concerns about the security of your data, please contact us.

11. Children’s Privacy

Our site and services are intended for healthcare providers and business professionals. Our site is not directed to individuals under the age of 16. We do not knowingly collect personal information from children under 16. If we become aware that we have inadvertently collected personal information from a child under 16, we will take steps to delete it promptly. If you believe we have collected information from a minor, please contact us immediately.

12. Contact Us

For any privacy-related questions, requests, or concerns—including requests to exercise your rights under applicable law—please contact us:

Company: Accura Billing Solutions LLC

Address: 1001 S Main St, Ste 11381, Kalispell, MT 59901, United States

Website: https://accurabilling.com

We will acknowledge your request promptly and respond within 45 days as required by applicable law.

13. Changes to This Privacy Policy

Accura Billing Solutions LLC reserves the right to update or modify this Privacy Policy at any time. When we make material changes, we will post the updated policy on our site with a revised effective date. We encourage you to review this policy periodically to stay informed about how we protect your information.

Your continued use of our site or services after the posting of changes constitutes your acceptance of the updated policy.