MSJA Billing Privacy Policy

Effective Date: September 25, 2026
Last Updated: September 25, 2026

MSJA Billing (“MSJA Billing,” “MSJA,” “we,” “us,” or “our”) respects your privacy and is committed to protecting the personal information you provide when visiting msjabilling.com, communicating with us, or requesting information about our medical billing and revenue cycle management services.

This Privacy Policy explains what information we may collect through our website, how we use and protect that information, when information may be shared, and the choices available to you.

This Privacy Policy applies primarily to information collected through our public website and related communications. Our handling of Protected Health Information (“PHI”) on behalf of healthcare clients is subject to separate requirements, including applicable Business Associate Agreements and the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”), where applicable.

1. Information We Collect

When you use the MSJA Billing website, we may collect information that you voluntarily provide to us as well as limited technical information generated through your use of the website.

Information You Provide

When you contact MSJA Billing, submit an inquiry, request a consultation, or complete a website form, we may collect information such as:

• Your name

• Business or practice name

• Email address

• Telephone number

• Medical specialty

• Practice size or general billing volume

• Information about the services you are interested in

• Information contained in messages or inquiries you send to us

• Other business contact information you voluntarily provide

We use this information primarily to respond to your inquiry, provide requested information, discuss our services, and communicate with you about a potential or existing business relationship.

2. Please Do Not Submit Patient Information Through Our General Website Forms

MSJA Billing provides medical billing and revenue cycle management services and may, in connection with services provided to healthcare clients, act as a Business Associate under HIPAA.

However, our general public website contact forms are intended for business inquiries and prospective-client communications only.

Please do not submit patient names, medical records, diagnoses, insurance information, Social Security numbers, account numbers, or other Protected Health Information (PHI) through a general website contact form unless MSJA Billing has specifically provided an approved secure method for doing so.

Healthcare clients should transmit PHI only through communication systems, portals, or other methods specifically approved by MSJA Billing for that purpose.

HHS identifies billing and claims processing as examples of activities that can make a service provider a HIPAA business associate when those activities involve PHI. HHS.gov

3. Protected Health Information and HIPAA

In providing medical billing, claims processing, revenue cycle management, and related services to healthcare providers, MSJA Billing may receive, create, maintain, or transmit PHI on behalf of healthcare clients.

Where MSJA Billing acts as a Business Associate under HIPAA, our use and disclosure of PHI is governed by applicable law and the Business Associate Agreement entered into with the healthcare client.

Such agreements establish, among other things, the permitted and required uses and disclosures of PHI and obligations concerning appropriate safeguards. HHS requires covered entities and business associates to establish appropriate contractual protections when PHI is handled by a business associate. HHS.gov

This website Privacy Policy does not replace or modify any Business Associate Agreement, client services agreement, or other contractual obligation governing MSJA Billing's handling of PHI.

If there is a conflict between this Privacy Policy and an applicable Business Associate Agreement concerning PHI, the applicable BAA and legal requirements will govern.

4. How We Use Personal Information

MSJA Billing may use information collected through the website to:

• Respond to inquiries and consultation requests

• Provide information about MSJA Billing's services

• Communicate with prospective and existing clients

• Evaluate the needs of prospective healthcare practices

• Provide and administer contracted services

• Improve our website, services, and customer experience

• Maintain the security and functionality of our website

• Detect or prevent fraudulent, unauthorized, or harmful activity

• Maintain appropriate business and administrative records

• Comply with applicable legal and regulatory requirements

• Establish, exercise, or defend legal rights

• Perform other purposes disclosed to you when information is collected

We do not intend to use information submitted through our website in a manner materially inconsistent with this Privacy Policy without providing appropriate notice or obtaining consent where required by law.

5. Cookies and Similar Technologies

MSJA Billing's website may use cookies and similar technologies to operate the website, remember preferences, understand how visitors use the site, maintain security, and improve website performance.

Cookies are small data files placed on or associated with your browser or device.

Depending upon the technologies configured on our website, these may include:

Essential Cookies — Necessary for basic website operation, functionality, and security.

Preference Cookies — Used to remember certain visitor preferences.

Analytics Technologies — Used to understand website traffic and how visitors interact with pages and features.

Your browser may allow you to block or delete cookies. Disabling certain cookies may affect the operation or functionality of portions of the website.

6. Analytics and Website Tracking

MSJA Billing may use analytics or similar website-performance services to better understand website usage, such as pages visited, general traffic patterns, device or browser type, approximate geographic information derived from an IP address, referring pages, and interactions with website content.

MSJA Billing does not intend for analytics tools operating on its public website to receive PHI.

Healthcare-related organizations must take particular care with tracking technologies. HHS explains that tracking vendors can become business associates in circumstances where they create, receive, maintain, or transmit PHI on behalf of a regulated entity, and applicable HIPAA requirements may therefore apply. HHS.gov

Accordingly, MSJA Billing should periodically review the tracking and analytics technologies deployed on its website and configure them appropriately.

7. Third-Party Service Providers

We may use third-party companies to help operate our website and business. Depending on the services MSJA Billing uses, these providers may include companies providing:

• Website hosting and infrastructure

• Website development and maintenance

• Email and communications

• Customer relationship management

• Website analytics

• Cybersecurity and fraud prevention

• Data storage and backup

• Professional, accounting, legal, or compliance services

We may provide these service providers with information only as reasonably necessary for them to perform services for us or as otherwise permitted by law and applicable agreements.

Where a third-party provider creates, receives, maintains, or transmits PHI on behalf of MSJA Billing and qualifies as a Business Associate or subcontractor under HIPAA, MSJA Billing will address applicable HIPAA requirements, including Business Associate Agreement requirements where required.

HHS specifically states that a cloud service provider handling ePHI on behalf of a covered entity or business associate generally requires an appropriate BAA and compliance with applicable HIPAA requirements. HHS.gov

8. We Do Not Sell Patient Information

MSJA Billing does not sell PHI received in connection with medical billing services.

[MSJA should verify before publication:] MSJA Billing also does not sell personal information collected through this website or share it for cross-context behavioral advertising as those terms may be defined under applicable state privacy laws.

We may disclose information to service providers, professional advisers, government authorities, or other parties where reasonably necessary to operate our business, fulfill contractual obligations, comply with law, protect rights and security, or as otherwise described in this Privacy Policy.

9. Information Retention

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including to:

• Respond to inquiries

• Maintain client and prospective-client relationships

• Provide contracted services

• Maintain appropriate business records

• Meet legal, regulatory, accounting, and contractual requirements

• Resolve disputes

• Enforce agreements

• Protect against fraud or security threats

Retention periods may vary depending on the nature of the information and our legal or contractual obligations.

PHI processed on behalf of healthcare clients is retained and disposed of in accordance with applicable law, contractual obligations, MSJA Billing policies, and applicable Business Associate Agreements.

10. Data Security

MSJA Billing takes reasonable administrative, technical, and physical measures designed to protect personal information against unauthorized access, disclosure, alteration, misuse, or destruction.

Where MSJA Billing maintains electronic PHI as a Business Associate, applicable HIPAA Security Rule requirements and contractual obligations may impose additional safeguards.

However, no website, electronic communication, transmission method, or information-storage system can be guaranteed to be completely secure. You should therefore use appropriate care when transmitting sensitive information electronically.

11. Your Privacy Choices and Rights

Depending on where you live and applicable law, you may have certain rights concerning personal information MSJA Billing maintains about you.

These may include rights to:

• Request information about personal information we maintain

• Request access to certain personal information

• Request correction of inaccurate information

• Request deletion of certain information

• Opt out of certain communications

• Exercise other privacy rights available under applicable state or federal law

These rights are subject to applicable legal exceptions, verification requirements, and limitations.

To submit a privacy request relating to information collected directly by MSJA Billing through this website, contact us using the information below.

Requests Concerning Medical Records or PHI

If MSJA Billing maintains PHI on behalf of your healthcare provider, requests concerning access to, amendment of, or other rights involving your medical records should generally be directed to the healthcare provider or other covered entity responsible for those records.

MSJA Billing will cooperate with its healthcare clients as required by applicable BAAs and HIPAA. HHS guidance explains that business associates may have contractual obligations to assist covered entities in satisfying individuals' HIPAA rights. HHS.gov

12. Email and Business Communications

If you provide your email address or telephone number, we may use it to respond to your inquiry or communicate with you concerning MSJA Billing services.

You may ask us to discontinue non-essential promotional communications by using any unsubscribe mechanism provided or by contacting us.

We may continue to send communications reasonably necessary to administer an existing business relationship, respond to requests, provide contracted services, or comply with legal obligations.

13. Third-Party Websites

Our website may contain links to websites or services operated by third parties.

MSJA Billing does not control the privacy practices, security, or content of independent third-party websites. We encourage visitors to review the privacy policies of third-party websites before providing personal information to them.

14. Children's Privacy

MSJA Billing's website and services are intended for healthcare professionals, medical practices, business representatives, and other adults seeking medical billing and revenue cycle management services.

The website is not directed toward children under the age of 13, and MSJA Billing does not knowingly seek to collect personal information directly from children through its public website.

If we learn that information has been collected from a child in circumstances where such collection is not permitted, we will take reasonable steps to address the information appropriately.

15. Changes to This Privacy Policy

MSJA Billing may update this Privacy Policy periodically to reflect changes in our services, technologies, business practices, or legal requirements.

When we make changes, the revised Privacy Policy will be posted on this page and the “Last Updated” date will be changed.

Material changes may be communicated through additional means when appropriate or required by law.

16. Contact MSJA Billing

Questions about this Privacy Policy or MSJA Billing's privacy practices may be directed to:

MSJA Billing
Downers Grove, Illinois
United States

Telephone: (818) 400-2328
Website: MSJA Billing
Email: [support@msjabilling.com]

For privacy-related inquiries, please use the subject line:

Privacy Request – MSJA Billing