HIPAA Notice

Last updated: October 15, 2026

OBGYN Billing Pro provides medical billing, coding and revenue cycle services to healthcare practices. When we perform those services, we act as a business associate of the practice under the Health Insurance Portability and Accountability Act (HIPAA). This notice summarizes how we protect protected health information (PHI). It does not replace the Business Associate Agreement (BAA) we sign with each client, which governs our obligations.

Business Associate Agreements

We sign a BAA with every client before accessing any PHI. The BAA describes the permitted uses and disclosures of PHI, our safeguards, breach notification obligations and the return or destruction of PHI when the relationship ends.

How we access PHI

• We work inside our clients' own systems — their practice management, EHR, clearinghouse and payer portals — using individual user accounts assigned to our staff.
• Access is limited to the minimum necessary to perform billing and coding work.
• We don't copy PHI into personal devices, personal email or messaging apps.

Communication channels

• WhatsApp and regular email are for general questions and scheduling only. Please do not send patient names, dates of birth, member IDs, claim details with patient identifiers or other PHI through WhatsApp or unencrypted email.
• When we need to review claims or records — including for a free audit — we do so through secure access to your systems after a BAA is in place.

Safeguards

• Individual, role-based user accounts and strong authentication, using multi-factor authentication where the client's systems support it
• Workforce confidentiality obligations and HIPAA training
• Device security practices, including screen locks and encryption on devices used for client work
• Prompt removal of access when it's no longer needed

Breach notification

If we discover a breach of unsecured PHI, we will notify the affected client as required by HIPAA and the BAA so the client can meet its own notification obligations.

Website

This website does not collect PHI. Our revenue calculator runs in your browser and does not store or transmit the numbers you enter. See our Privacy Policy for how website information is handled.

Questions

For a copy of our standard BAA or questions about our privacy and security practices, email us at the address shown in the site footer, or message us on WhatsApp (without including any patient information).