Privacy Policy

Who we are

DyBilling provides medical billing, revenue cycle management, credentialing and related administrative services to healthcare practices in the United States. Our office is at 1001 S Main St, Ste 500, Kalispell, MT 59901, and you can reach us at info@dybilling.com. This policy explains what information we collect through this website, how we use it, and the choices you have. It applies to visitors of dybilling.com and to people who contact us through the forms on it. It does not replace the Business Associate Agreement or service agreement that governs our work for clients, both of which contain their own privacy and security terms.

Information we collect through website forms

When you request a free billing audit, ask a question or schedule a call, we ask for business contact information so we can respond. We collect only what you type into the form. We do not buy contact lists or append data from other sources to what you give us. The fields we may ask for include:

• Your name and role at the practice
• Business email address and phone number
• Practice name, specialty and location
• Approximate monthly claim volume or number of providers
• The practice management or EHR system you use
• Your message or question

Do not send protected health information through the website

The forms on this website are for business inquiries only. They are not a secure channel for protected health information and must not be used to send patient names, dates of birth, insurance identifiers, claim details, medical records or any other information that could identify a patient. If you are already a client and need to send us PHI, use the secure method described in your service agreement. If a website form is submitted containing what appears to be PHI, we will delete the submission from our systems and ask you to resend the business portion of your message without it.

How we use your information

We use the information you give us to respond to your inquiry, to schedule and conduct a free billing audit if you request one, to prepare a proposal, and to follow up on that conversation. If you become a client, your contact details move into our client records and are handled under the service agreement. We may send occasional emails about our services to people who have contacted us, and every such email includes a way to opt out. We do not sell your information, and we do not share it with third parties for their own marketing.

Cookies and analytics

This website uses Google Analytics, loaded through Google Tag Manager, to understand which pages visitors read and how they arrived. Analytics cookies are set only after you accept them through the cookie consent notice shown on your first visit, and you can withdraw consent at any time by clearing your browser cookies or using the consent controls in the site footer. Analytics data is aggregated and does not include the contents of any form you submit. Google's own privacy policy governs how Google processes the data it receives. Essential cookies needed for the site to function, such as remembering your consent choice, do not require consent.

Third-party form processing

Form submissions on this website are delivered to us by Web3Forms, a form processing service that relays the contents of the form to our business email. Web3Forms receives the fields you enter and technical information such as your IP address for spam prevention. It processes that data on our behalf and under its own privacy terms. We chose a relay service rather than storing submissions in a database precisely so that inquiry data is not retained in a web-facing system longer than needed. Our website hosting provider may also record standard server logs, including IP addresses and pages requested, for security and troubleshooting.

HIPAA and Business Associate Agreements

When we provide billing or related services to a healthcare practice, we act as a business associate under HIPAA. We handle protected health information only after a Business Associate Agreement has been signed with the practice, and only through the practice's own systems or a secure channel agreed in writing. PHI is never requested, received or processed through this website. Our obligations regarding PHI, including safeguards, breach notification and return or destruction of records at the end of an engagement, are set out in the BAA and take precedence over this policy where the two overlap.

Data retention

Website inquiry information is kept for as long as we are in an active conversation with you and for up to 24 months afterward so we can respond if you return. If you become a client, records are retained under the terms of the service agreement and applicable law. Analytics data is retained according to the retention period configured in Google Analytics, currently 14 months. You can ask us to delete your inquiry information sooner, and we will do so unless we are required to keep it for a legal or accounting reason, in which case we will tell you.

Your choices, and a note on children

You may unsubscribe from any marketing email using the link in the message or by emailing info@dybilling.com. You may ask us what information we hold about you, ask us to correct it, or ask us to delete it, and we will respond within 30 days. You may decline analytics cookies through the consent notice without affecting your ability to use the site or contact us. If you live in a state whose consumer privacy law grants additional rights, you can exercise them through the same address. This website is intended for healthcare practices and is not directed at children. We do not knowingly collect information from anyone under 18, and we will delete any such submission on request.

Changes to this policy and how to contact us

We may update this policy as our website or the law changes. The date at the top shows when it was last revised, and material changes will be noted on this page for at least 30 days after they take effect. Continued use of the website after a change means you accept the revised policy. Questions, requests and complaints about privacy can be sent to info@dybilling.com or mailed to DyBilling, 1001 S Main St, Ste 500, Kalispell, MT 59901. We will acknowledge your message within five business days.