1. Introduction
4Arcs Medical Billing provides medical billing, coding, and revenue cycle management services to healthcare practices. This Privacy Policy explains how we collect, use, disclose, and protect information when you visit our website at new.4arcsmedicalbilling.com, submit an inquiry through our contact form, or engage us as a billing services provider. By using our website or services, you agree to the practices described here.
This policy addresses two categories of information: (1) general website visitor data, and (2) Protected Health Information (PHI) we process on behalf of client practices under HIPAA. These are handled differently, as explained below.
2. Website Visitor Data
When you browse our website, we may collect:
- Contact form submissions name, email address, phone number, practice name, and any message details you provide when requesting a free billing audit or consultation.
- Usage data pages visited, time on site, browser type, and general location, collected through analytics tools to help us understand how visitors use our site.
- Cookies small files stored on your device to support site functionality and, where you consent, analytics. See Section 6 for details.
We do not sell website visitor data to third parties.
3. Protected Health Information (PHI) We Process for Clients
As a medical billing services provider, 4Arcs Medical Billing acts as a Business Associate under the Health Insurance Portability and Accountability Act (HIPAA) for the healthcare practices we serve. This means we may process patient billing data, insurance information, and related PHI strictly on behalf of, and under written agreement with, our client practices.
- PHI is only accessed by authorized 4Arcs staff who require it to perform billing, coding, eligibility verification, denial management, or credentialing services.
- All PHI is handled in accordance with a signed Business Associate Agreement (BAA) with each client practice.
- We do not use client PHI for marketing, resell it, or share it outside the scope of the services agreed to with each client.
- Patients seeking information about their own health records or billing history should contact their healthcare provider directly, as 4Arcs does not maintain a direct patient-facing relationship.
4. How We Use Information
Information we collect is used to:
- Respond to inquiries and provide requested consultations or billing audits
- Deliver contracted billing, coding, and revenue cycle management services to client practices
- Maintain the security and proper functioning of our website
- Communicate updates relevant to our services
- Meet legal, regulatory, and contractual obligations, including HIPAA requirements
5. How We Protect Information
We maintain administrative, physical, and technical safeguards appropriate to the sensitivity of the data we handle, including:
- SSL/TLS encryption across our website
- Role-based access controls limiting PHI access to authorized personnel only
- Secure, HIPAA-compliant systems for storing and transmitting billing and claims data
- Regular review of access logs and security practices
In the event of a data breach involving PHI, we will notify affected client practices in accordance with HIPAA breach notification requirements and our BAA obligations.
6. Cookies
Our website uses cookies to support core functionality and, where enabled, analytics. You can manage cookie preferences through the consent banner on our site, or by adjusting your browser settings. Categories of cookies used include:
- Necessary Cookies required for basic site functionality (e.g., session handling, security). These cannot be disabled.
- Functional Cookies support features like content sharing.
- Analytical Cookies help us understand site traffic and visitor behavior in aggregate.
- Advertisement Cookies used only if applicable to deliver relevant marketing; currently not actively used for ad targeting.
7. Third-Party Service Providers
We may share limited information with trusted third-party vendors who support our operations, such as email delivery, hosting, and website analytics providers. These vendors are contractually required to protect any data they process on our behalf and are prohibited from using it for unrelated purposes. Any vendor handling PHI on our behalf is bound by a Business Associate Agreement consistent with HIPAA requirements.
We do not share PHI with third parties outside the scope of providing contracted billing services, except as required by law.
8. Data Retention
- Website contact form submissions are retained only as long as needed to respond to your inquiry and for reasonable follow-up purposes.
- PHI processed on behalf of client practices is retained according to the terms of the applicable Business Associate Agreement and applicable legal requirements, and is securely disposed of when no longer needed.
9. Your Rights
- Website visitors may request that we delete contact information submitted through our site by emailing hello@4arcsmedicalbilling.com.
- Patients whose data is processed by 4Arcs on behalf of a client practice should direct data access, correction, or deletion requests to that healthcare practice directly, as they remain the HIPAA Covered Entity responsible for patient records.
- Residents of jurisdictions with specific data protection laws (such as the GDPR or state privacy laws) may have additional rights; contact us to make a request and we will respond in accordance with applicable law.
10. Third-Party Links
Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of external sites, and we encourage you to review the privacy policy of any site you visit through a link on our website.
11. Changes to This Policy
We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. The “Last updated” date at the top of this page will reflect the most recent revision.
12. Contact Us
If you have questions about this Privacy Policy or how we handle your information, contact us at:
4Arcs Medical Billing
1309 Coffeen Ave Ste 1200
Sheridan, WY 82801, United States
Email: hello@4arcsmedicalbilling.com
Phone: +1 833-432-7814