Terms And Condition and Privacy Policy

Terms and Conditions

Effective Date: January 1, 2025 | Last Updated: January 1, 2025

These Terms and Conditions ("Terms") govern your use of services provided by Excel Medical Billing and Consulting Services, LLC ("Excel Billing," "we," "us," or "our"). By engaging our services, you agree to be bound by these Terms.

1. Services Provided

Medical Billing Services

  • Claims preparation and submission

  • Insurance verification and authorization

  • Payment posting and reconciliation

  • Denial management and appeals

  • Patient billing and collections

  • Reporting and analytics

Consulting Services

  • Revenue cycle optimization

  • Practice management consulting

  • Compliance training and support

  • Software implementation and training

  • Custom reporting and analysis

2. Client Responsibilities

Information Provision

You agree to provide:

  • Accurate and complete patient information

  • Timely submission of charges and documentation

  • Current insurance verification information

  • Necessary credentials and system access

  • Prompt notification of any changes affecting billing

Compliance Requirements

  • Maintain current medical licenses and certifications

  • Comply with all applicable healthcare regulations

  • Provide proper documentation for all services

  • Maintain appropriate malpractice insurance

  • Follow established billing and coding guidelines

Important Notice

You remain responsible for all clinical decisions, patient care, and compliance with medical practice regulations. Excel Billing provides administrative support only.

3. Payment Terms

Service Fees

Service fees and payment terms are established in the individual service agreement executed between Excel Medical Billing and Consulting Services, LLC and the client. All fees, payment schedules, and billing arrangements are outlined in the specific contract governing the business relationship.

Payment Terms

Payment terms, including due dates, late payment policies, and any applicable fees, are detailed in the executed service agreement between the parties. Clients agree to comply with all payment terms as specified in their individual contract.

4. Confidentiality and HIPAA

Business Associate Agreement

We maintain appropriate Business Associate Agreements (BAAs) with all covered entity clients and comply with all HIPAA requirements for:

  • Safeguarding protected health information

  • Limiting use and disclosure of PHI

  • Implementing required security measures

  • Reporting any breaches or incidents

  • Providing access and amendment rights

Confidentiality Obligations

  • Maintain strict confidentiality of all client information

  • Use information solely for authorized purposes

  • Implement appropriate safeguards and controls

  • Train staff on confidentiality requirements

5. Limitation of Liability

Liability Limitations

Excel Billing's total liability for any claims related to our services shall not exceed the total fees paid by you in the 12 months preceding the claim.

Excluded Damages

We shall not be liable for:

  • Indirect, incidental, or consequential damages

  • Lost profits or business opportunities

  • Data loss not caused by our negligence

  • Third-party actions or omissions

  • Force majeure events beyond our control

Client Indemnification

You agree to indemnify Excel Billing against claims arising from:

  • Your violation of healthcare regulations

  • Inaccurate or incomplete information provided

  • Your breach of this agreement

  • Claims related to patient care or medical decisions

6. Term and Termination

Agreement Term

  • Initial term as specified in service agreement

  • Automatic renewal unless terminated

  • 30-day written notice required for termination

  • Immediate termination for material breach

Termination Procedures

  • Completion of pending claims and collections

  • Return of client data and materials

  • Final accounting and payment reconciliation

  • Transition assistance (additional fees may apply)

7. Compliance and Regulatory

Healthcare Regulations

We comply with all applicable regulations including:

  • HIPAA Privacy and Security Rules

  • Anti-Kickback Statute

  • Stark Law (Physician Self-Referral Law)

  • False Claims Act

  • State and federal billing regulations

Compliance Monitoring

  • Regular compliance audits and assessments

  • Staff training on regulatory requirements

  • Monitoring of regulatory changes

  • Incident reporting and corrective action

8. Dispute Resolution

Resolution Process

  • Initial discussion and good faith negotiation

  • Mediation through agreed-upon mediator

  • Binding arbitration if mediation fails

  • Litigation as last resort

Governing Law

These Terms are governed by the laws of [State] without regard to conflict of law principles.

9. General Provisions

Entire Agreement

These Terms, together with the executed service agreement, constitute the entire agreement between the parties.

Modifications

Changes to these Terms must be in writing and signed by both parties, except for updates to comply with regulatory changes.

Severability

If any provision is found unenforceable, the remainder of the Terms shall remain in full force and effect.

Assignment

Neither party may assign this agreement without written consent, except Excel Billing may assign to affiliates or in connection with a sale of business.

Questions About These Terms

If you have questions about these Terms and Conditions, please contact us:

Excel Medical Billing and Consulting Services, LLC
Email: ljames@excelbilling.net

Legal Department: L. James
Email: ljames@excelbilling.net

Privacy Policy

Effective Date: January 1, 2025 | Last Updated: January 1, 2025

Excel Medical Billing and Consulting Services, LLC ("Excel Billing," "we," "us," or "our") is committed to protecting the privacy and security of your personal and protected health information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our medical billing services.

1. Information We Collect

Personal Information

  • Contact information (name, address, phone number, email)

  • Professional credentials and licensing information

  • Practice information and business details

  • Payment and billing information

  • Information submitted through website forms and consultation requests

  • Communication preferences and marketing opt-ins

Protected Health Information (PHI)

As a Business Associate under HIPAA, we may receive and process PHI on behalf of covered entities, including:

  • Patient demographic information

  • Medical diagnoses and procedure codes

  • Insurance information

  • Claims and billing data

HIPAA Compliance

We are fully compliant with the Health Insurance Portability and Accountability Act (HIPAA) and maintain appropriate Business Associate Agreements (BAAs) with all covered entity clients.

2. How We Use Your Information

Business Operations

  • Provide medical billing and consulting services

  • Process insurance claims and follow up on payments

  • Communicate with insurance companies and patients

  • Generate reports and analytics for your practice

  • Provide customer support and account management

Website Forms and Communications

  • Respond to consultation requests and inquiries

  • Provide requested information about our services

  • Send marketing communications (only with consent)

  • Improve our website and service offerings

  • Follow up on service requests and appointments

  • Comply with healthcare regulations and laws

  • Respond to legal requests and court orders

  • Prevent fraud and ensure billing accuracy

  • Maintain required business records

3. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information. We may share information in the following circumstances:

Legal and Compliance

  • With your explicit written consent

  • To insurance companies for claims processing

  • To clearinghouses and other business associates

  • As required by law or legal process

Service Providers

We work with trusted third-party service providers who assist with:

  • Technology infrastructure and software

  • Data backup and security services

  • Legal and compliance consulting

  • Auditing and accounting services

4. Data Security

Security Measures

We implement industry-standard security measures to protect your information, including encryption, secure servers, access controls, and regular security audits.

Technical Safeguards

  • End-to-end encryption for data transmission

  • Secure, HIPAA-compliant servers and databases

  • Multi-factor authentication for system access

  • Regular security updates and monitoring

Physical Safeguards

  • Restricted access to physical facilities

  • Secure storage of physical documents

  • Proper disposal of confidential materials

  • Surveillance and alarm systems

Administrative Safeguards

  • Regular staff training on privacy and security

  • Background checks for all employees

  • Incident response procedures

  • Regular privacy and security assessments

5. Data Retention

We retain your information for as long as necessary to provide our services and comply with legal requirements:

  • Client records: 7 years after termination of services

  • Financial records: 7 years per IRS requirements

  • PHI: As required by applicable state and federal laws

  • Marketing data: Until you opt out or request deletion

6. Your Rights

Access and Control

  • Request access to your personal information

  • Request corrections to inaccurate information

  • Request deletion of your information (subject to legal requirements)

  • Opt out of marketing communications

  • Request restrictions on use and disclosure

HIPAA Rights

For PHI, you have additional rights under HIPAA, including the right to:

  • Request an accounting of disclosures

  • Request confidential communications

  • File complaints with us or the Department of Health and Human Services

7. Cookies and Website Analytics

Our website uses cookies and similar technologies to:

  • Improve user experience and website functionality

  • Analyze website traffic and usage patterns

  • Provide personalized content and marketing

  • Ensure website security

You can control cookie settings through your browser preferences.

8. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or applicable laws. We will notify you of significant changes by:

  • Posting updates on our website

  • Sending email notifications to registered users

  • Including notices in our regular communications