Dental billing means working with patient names, birth dates, insurance details and treatment records every day. Oral Billing Solutions treats all of it as protected health information (PHI) under HIPAA. Our daily routines are built to keep that information private.

Our Role Under HIPAA

Your practice is a covered entity under HIPAA. Oral Billing Solutions is a business associate, which means we handle PHI on your behalf to carry out billing work. We sign a Business Associate Agreement (BAA) with every client before we receive any records.

The BAA puts our responsibilities in writing. It states how we may use PHI, which safeguards we must keep in place, and how quickly we must report a problem. We use PHI only for the billing tasks your practice assigns to us. We never sell it, and we never share it with anyone outside the work.

What PHI We Handle

Our work reaches patient information through three channels. The first is billing records, such as patient ledgers and statements. The second is insurance claims and the explanation of benefits (EOB) documents that payers return. The third is read-only access to your practice management or electronic health record (EHR) system, which we receive only when you choose to grant it. In every case, we open only the information a task requires.

We Protect It

Only the team members assigned to your account can open your files, and the system records each access. Every staff member completes HIPAA training before touching client data and repeats it each year. Training covers phishing, because a convincing email is one of the most common ways patient data is exposed.

If we discover that PHI has been accessed or disclosed without authorization, we notify your practice without unreasonable delay. HIPAA sets 60 days from discovery as the outer limit, and your BAA may require a shorter window. Our notice explains what happened, which information was involved, and what we are doing about it. We then support your practice with the notices it must send to patients and regulators.