HIPAA Compliance

A Squared Billing Solutions operates as a Business Associate under the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and its implementing regulations, including the HIPAA Privacy Rule, Security Rule, and Breach Notification Rule.

As a medical billing and revenue cycle management company, we handle Protected Health Information (PHI) on behalf of our healthcare provider clients. We take this responsibility seriously and maintain comprehensive policies, procedures, and safeguards to protect the privacy and security of PHI entrusted to us.

Before accessing or processing any Protected Health Information, A Squared Billing Solutions enters into a Business Associate Agreement (BAA) with each covered entity client. Our BAAs:

• Define the permitted uses and disclosures of PHI
• Establish our obligations to safeguard PHI
• Outline breach notification requirements and timelines
• Address the return or destruction of PHI upon contract termination
• Comply with applicable HIPAA regulatory requirements

If you are a prospective client and need to establish a BAA prior to engaging our services, please contact us directly.

PHI accessed or processed by A Squared Billing Solutions in connection with medical billing services is used solely for the purposes authorized by our client agreements and applicable law, including:

• Submitting claims to payers on behalf of healthcare providers
• Following up on denied or unpaid claims
• Posting payments and reconciling accounts
• Generating reports related to billing and revenue cycle performance
• Other billing and revenue cycle management functions as authorized

We do not use or disclose PHI for purposes beyond those permitted by our BAAs and applicable HIPAA requirements.

Our administrative safeguards are designed to manage the selection, development, implementation, and maintenance of security measures to protect PHI:

• Designated privacy and security responsibility within our organization
• Workforce training on HIPAA requirements and our internal policies
• Access management procedures limiting PHI access to authorized personnel
• Policies and procedures governing the use and disclosure of PHI
• Contingency planning for data backup and disaster recovery
• Periodic evaluation of our security practices

We implement physical safeguards to protect our facilities and equipment from unauthorized access:

• Controlled access to workstations and devices used to access PHI
• Workstation use policies governing how and where PHI may be accessed
• Device and media controls for the handling of hardware and electronic media
• Secure disposal procedures for devices and media containing PHI

Our technical safeguards control access to PHI and protect it during transmission and storage:

• Access controls limiting system access to authorized users
• Audit controls to record and examine activity in systems containing PHI
• Integrity controls to protect PHI from improper alteration or destruction
• Transmission security measures, including encryption where appropriate
• Unique user identification for all personnel accessing PHI systems
• Automatic logoff procedures for inactive sessions

In the event of a breach of unsecured PHI, A Squared Billing Solutions will notify affected covered entity clients without unreasonable delay and in accordance with the timeframes required by the HIPAA Breach Notification Rule and our BAA obligations.

Our breach notification procedures include identifying and containing the breach, assessing the scope and risk, notifying affected clients, and cooperating with any required notifications to individuals or regulatory authorities.

If A Squared Billing Solutions engages subcontractors or agents who will have access to PHI, we require those parties to enter into appropriate Business Associate Agreements and to implement safeguards consistent with HIPAA requirements.

Our public website contact form is intended for general business inquiries only.

Please do not submit patient information, medical records, Social Security numbers, claim details, or any other Protected Health Information through our website contact form.

Authorized and secure methods for exchanging PHI and sensitive billing information will be established separately with each client through our onboarding process and client agreements.

If you have questions about our HIPAA compliance practices, wish to establish a Business Associate Agreement, or need to report a potential privacy or security concern, please contact us:

A Squared Billing Solutions
Phone: (210) 758-7228
Email: ahulme@asquaredbillingsolutions.com
Website: www.asquaredbillingsolutions.com

This page provides general information about our HIPAA compliance program. It does not constitute legal advice and is not a substitute for reviewing our Business Associate Agreement or applicable regulatory requirements.