Effective Date: 2025-06-12
T S ACCOUNTING GROUP LLC
At T S ACCOUNTING GROUP LLC, we are committed to protecting the privacy and confidentiality of the personal and health information entrusted to us. This Privacy Policy explains how we collect, use, store, share, and safeguard your data when you engage with our medical billing, coding, credentialing, revenue cycle management, and accounts receivable follow-up services. We are dedicated to upholding the highest standards of data security and ensuring compliance with applicable privacy laws, including the Health Insurance Portability and Accountability Act (HIPAA).
1. Scope of This Policy
This Privacy Policy applies to all personal, financial, and health-related information that we receive, process, or store in the course of delivering services to our clients, including healthcare providers, patients, and authorized third-party partners. It covers:
- Information collected via our website
- Information collected through direct communication (phone, email, in person)
- Information provided through our billing, credentialing, and RCM platforms
- Information stored or shared on behalf of our clients
2. Information We Collect
We collect both Personal Information and Protected Health Information (PHI). The types of information we may collect include:
A. For Healthcare Providers and Clients
- Name, address, phone number, email
- National Provider Identifier (NPI)
- Tax ID, billing details, banking information (for reimbursements)
- Credentialing documents
- Contract and insurance payer information
B. For Patients (on behalf of providers)
- Full name, date of birth, address, phone number
- Insurance policy details and subscriber information
- Medical history relevant to billing and coding
- Diagnoses, treatment codes, service dates
- Payment information for patient balances
We collect this information directly from providers, through Electronic Health Records (EHR) systems, payer portals, or via authorized third-party sources.
3. How We Use Your Information
We use the information we collect for the following purposes:
- Medical Billing & Coding: To generate accurate claims using correct diagnosis and procedure codes and submit them to insurance payers.
- Credentialing Services: To complete payer enrollment applications and verify provider qualifications.
- Revenue Cycle Management: To oversee the full financial cycle from patient registration through final payment posting.
- Accounts Receivable Follow-Up: To contact payers, resolve outstanding claims, and track reimbursement progress.
- Compliance and Auditing: To ensure adherence to applicable laws and to conduct internal quality assurance.
- Customer Support and Communication: To address inquiries, updates, or service-related communications.
- Legal Obligations: To comply with HIPAA, federal, and state regulations governing health and financial data.
We only use information for purposes that are necessary and directly related to the services we provide.
4. Sharing and Disclosure of Information
We do not sell, lease, or trade your personal or health information to any third parties for marketing or commercial purposes.
However, we may share information under the following circumstances:
A. Authorized Third Parties
We may share information with third-party service providers or partners who perform functions on our behalf, such as:
- Clearinghouses and insurance payers
- Credentialing verification bodies
- Payment processing vendors
- IT and cloud storage providers
These third parties are bound by confidentiality agreements and are only permitted to use information as necessary to perform their services.
B. Legal Compliance
We may disclose information if required by law, court order, or government regulation, or to respond to legal processes, audits, or investigations.
C. Business Transfers
In the event of a business acquisition, merger, sale, or reorganization, client data may be transferred as part of the transaction, with continued privacy protections.
5. Data Security
T S ACCOUNTING GROUP LLC takes data security seriously and implements robust measures to protect all collected information. These measures include:
- Secure encrypted data transmission (SSL/TLS protocols)
- Role-based access control and two-factor authentication
- Data encryption at rest and in transit
- HIPAA-compliant secure servers and cloud platforms
- Routine audits, vulnerability scans, and penetration testing
- Regular staff training on data privacy and HIPAA requirements
Despite our best efforts, no system is 100% secure. We cannot guarantee absolute security, but we commit to responding swiftly and transparently to any potential breaches.
6. HIPAA Compliance
We are a HIPAA-compliant organization, meaning we comply with the Privacy Rule, Security Rule, and Breach Notification Rule. We sign Business Associate Agreements (BAAs) with healthcare providers and other covered entities to formalize our commitment to data protection and regulatory compliance.
Key HIPAA compliance practices we observe:
- Maintaining audit trails for access to PHI
- Safeguarding ePHI through technical and administrative controls
- Breach detection and incident response protocols
- Providing breach notifications as required by law
7. Data Retention
We retain your information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy and to meet legal or regulatory obligations.
Retention periods are determined by:
- Contractual requirements with clients
- Federal/state regulations on medical and financial records
- Internal company policies for data lifecycle management
Upon request or contract termination, we can securely delete or return data in accordance with applicable laws and BAAs.
8. Your Rights and Choices
As a healthcare provider or patient whose information we may handle, you have rights under applicable privacy laws, including:
- Right to Access: You can request a copy of your data we maintain.
- Right to Correction: You may request corrections to inaccurate or incomplete information.
- Right to Restriction: You can request limitations on how your data is used or disclosed.
- Right to Deletion: Under certain conditions, you may request deletion of your personal information.
- Right to Notification: You will be notified of any breaches affecting your PHI.
To exercise any of these rights, please contact us using the information below.
9. Cookies and Website Usage
Our website may use cookies and similar technologies to enhance user experience and monitor website performance. Cookies help us:
- Analyze site traffic and visitor behavior
- Remember user preferences
- Improve website navigation and functionality
You can disable cookies via your browser settings. Disabling cookies may affect your experience on our website.
We do not collect Protected Health Information (PHI) through our public website without appropriate safeguards or user consent.
10. Children’s Privacy
Our services are not intended for individuals under the age of 18. We do not knowingly collect personal information from minors. If we become aware that we have inadvertently collected such data, we will take immediate steps to delete it.
11. Policy Updates
We may update this Privacy Policy periodically to reflect changes in our services, technology, or legal requirements. Any changes will be posted on our website with an updated effective date. We encourage you to review the policy regularly.
If the changes are material in nature, we will notify clients directly via email or through our client portal.
12. Contact Us
If you have questions about this Privacy Policy, your data, or our privacy practices, please contact us at:
T S ACCOUNTING GROUP LLC
Email: support@tsaccountinggroup.com
Phone: 1-844-393-3591
Mailing Address: 19074 Oak Tree Rd, Nevada City, CA 95959, USA
DBA- 402 12th streetDavis CA 95616
We are committed to responding promptly to all inquiries and concerns.
Thank you for trusting T S ACCOUNTING GROUP LLC with your medical billing and revenue cycle needs. Your privacy is our priority.