At Mighty Oak Medical Billing, LLC (“we,” “our,” or “us”), we are committed to maintaining the highest standards of privacy, security, and confidentiality for all client information. This Privacy Policy outlines how we handle and protect client data, including what happens when a business relationship ends.

1. Confidentiality of Client Information

Mighty Oak Medical Billing treats all client information as strictly confidential. This includes, but is not limited to:

Patient data
Billing records
Communication logs
Contractual information
Any documents or data shared during the course of our engagement

We do not share, sell, or disclose any client information to third parties except as required by law or with your express written consent.

2. HIPAA Compliance

We operate in full compliance with the Health Insurance Portability and Accountability Act (HIPAA). All staff are trained in HIPAA standards, and our systems and processes are designed to safeguard Protected Health Information (PHI) in accordance with federal regulations.

3. Data Retention and Deletion

Upon the termination of a client contract, we follow a strict process for data disposal:

All client-specific communications and records of third-party credentials (login details for clearinghouse, payer portals, etc.) will be securely deleted from our systems within 30 days of contract termination, unless otherwise required by law or prior agreement.
Backup data containing client communications and user credentials is also purged in accordance with this timeline.

4. Secure Communication

All communications with clients — including email, phone, and electronic document transfer — are conducted using secure, encrypted methods wherever possible to ensure data protection.

5. Access and Authorization

Only authorized Mighty Oak Medical Billing personnel have access to client data, and access is granted strictly on a need-to-know basis. All personnel are bound by confidentiality agreements and trained in data privacy protocols.

6. Policy Updates

We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. Clients will be notified of any significant updates that affect how we handle their data.

7. Contact Us

If you have any questions or concerns about this Privacy Policy or how your data is handled, please contact:

Mighty Oak Medical Billing
PO Box 2078
Maple Grove, MN 55311
info@chiropracticbillingexperts.com
952.374.5550 x3