Privacy Policy

Swift Billing Solutions

Effective date: October 26, 2026

Last updated: October 26, 2023

When you reach out to Swift Billing Solutions, visit our website, or communicate with us regarding a patient bill, you are providing us with information. This policy describes what we collect, why we need it, and what we do with it.

This policy covers swiftbillingsolutions.com, our online forms and portals, and our phone, email and text communications. “We,” “us,” and “our” in this policy refer to Swift Billing Solutions, LLC.

A Short Summary

• Patient information: We handle protected health information for healthcare providers pursuant to a Business Associate Agreement.
• No sale of information: We do not sell, rent or trade personal or protected health information.
• Security: We encrypt information in transit and at rest and implement multi-factor authentication on systems that store sensitive health information.
• Text messages: You can stop texts by replying STOP. We do not disclose text message consent information for marketing.

1. Who This Policy Applies To

This policy applies to website users, potential and current clients, practice personnel, providers using our credentialing services, and job applicants. It also includes patients who get in touch with us concerning their billing, receive statements or pay via services we provide for their healthcare provider.

2. Our Use of Patient Information

We offer medical billing, coding, revenue cycle management, credentialing, and front office support to healthcare providers across the country.

If that work involves protected health information, also known as PHI, then we are a business associate under the Health Insurance Portability and Accountability Act, often known as HIPAA, as amended by the HITECH Act. A Business Associate Agreement, or BAA, outlines our responsibilities to each client provider.

On behalf of such providers, we create, receive, keep and transfer PHI to the extent permitted by HIPAA and the applicable BAA. We collect only the information we need to do the job. Subcontractors who create, receive, maintain or transmit PHI on our behalf are required to execute a BAA with us and provide similar safeguards.

If there is a conflict between this policy and HIPAA or a BAA related to PHI, HIPAA and the BAA shall apply.

If you are a patient: Your provider’s Notice of Privacy Practices describes your HIPAA rights and how your health information is used. Contact your provider to request access, modifications, or limitations. If you send us that request, we will immediately forward it to the correct provider.

3. What Information We Collect

The information we collect depends on how you interact with us.

When you contact us

When you request a consultation, quote, or revenue audit, we collect the information you give us. This may include your name, email address, phone number, practice name, specialty, location, number of providers, and details about the help you need.

When we support a provider or practice

Billing and credentialing work may require practice details, NPIs, tax IDs, licenses, certifications, DEA registration, board information, malpractice coverage, and CAQH or payer portal details.

Certain payer applications require a date of birth or Social Security number. We only gather these details if a payer requires them and limit who can access them.

When we assist with a patient bill

We may collect your name, contact information, account or statement number, insurance information, dates of service, balance, and any information you share with us about your bill.

When you make a payment

Our PCI-compliant payment partners process card and bank details. We do not save complete payment card numbers on our systems.

When you apply for a job

We collect your contact details, resume, employment history, references, and other information you supply with your application.

When you explore our website

We and our service providers may collect your IP address, browser and device type, pages visited, referring website, time spent on the site, and approximate location, such as your city or area. Cookies and similar methods help collect this information.

Information we obtain from third parties

We may also obtain information from client practices, insurers, clearinghouses, eligibility and authorization systems, CAQH, state licensing bodies, and public business directories when needed for our services.

4. Why We Use Your Information

We use information to answer queries, arrange consultations, prepare proposals, and carry out the work our clients hire us to do. That work may include:

• Checking eligibility and benefits and processing prior authorizations.
• Coding services, filing claims, and posting payments.
• Following up on denials and overdue accounts.
• Processing payments and answering patient billing questions for a provider.
• Managing credentialing and payer enrollment.
• Preparing client reports and providing account support.

We also use information to operate our website, maintain security, support audits, review job applications, prevent fraud or misuse, and comply with legal, audit, regulatory, and contractual requirements.

We may email providers and practice contacts service information or business updates. You can opt out of these notifications at any time.

We do not use PHI for our own marketing. We do not sell personal information or PHI.

5. Who We Share Information With

We share information when it’s necessary to deliver our services, meet a legal obligation or pursue a purpose authorized by you. Depending on the work, recipients may include:

• Your healthcare provider: The practice whose billing or administrative work we support.
• Payers and clearinghouses: Insurers, Medicare, Medicaid, and the clearinghouses that help verify coverage, obtain authorizations, file claims, and follow up on denials.
• Service providers: We review vendors before using their services. These include providers of billing software, secure cloud hosting, payment processing, phone, text messaging, email, and analytics services. Vendors dealing with PHI need to sign a BAA.
• Our affiliated operations team: Some billing, credentialing, and support work is performed overseas. These team members are HIPAA-trained, have signed written confidentiality and data protection agreements, and access information through secure, access-controlled systems located in the United States.
• Legal or safety recipients: Parties to whom disclosure is required by law, subpoena, or court order, or is needed to protect the rights, safety, or property of clients, patients, or the public.
• Business transfers: If we are involved in a merger, acquisition or sale of all or part of our assets, information may be transferred subject to the protections outlined in this policy.

6. SMS

With your consent, we may text you regarding appointments, billing reminders, statements, balances, payment confirmations, insurance information, document requests, credentialing updates, or questions you have sent us.

We can only send you these messages if you give us your mobile number and opt in. You don’t have to agree to texts to purchase or get a service.

• Frequency: The number of messages varies.
• Cost: Message and data rates may apply.
• To stop: Reply STOP. We will send one confirmation, then stop further messages.
• For help: Reply HELP, email Info@swiftbillingsolutions.com, or call (888) 315-0532.

We do not share mobile numbers, text messaging opt-in information, or consent with third parties or affiliates for marketing or promotional purposes. We share this information only with the messaging platform and carriers needed to deliver texts.

Carriers are not liable for delayed or undelivered messages.

7. Cookies and Website Tracking

Cookies help our website work, remember preferences, and show us how visitors use its pages. We may use analytics services, such as Google Analytics, which handle visit information under their own privacy policies.

We do not place third-party advertising or tracking pixels on pages or portals where patients enter health or billing information.

You can block or delete cookies in your browser settings, though some website features may stop working properly. We honor Global Privacy Control signals where applicable law requires it.

8. How We Protect Information

We use administrative, physical, and technical safeguards aligned with the HIPAA Security Rule. These include:

• Encryption during transmission and storage.
• Access limited by job responsibilities and the information needed for the work.
• Multi-factor authentication on systems with PHI.
• Secured, monitored workstations and controls for remote access.
• HIPAA and security training when team members join and each year afterward.
• Confidentiality agreements for personnel and contractors.
• Regular risk assessments, access reviews, and vendor checks.
• A written process for responding to security incidents.

9. What Happens If There Is a Breach

If we find a breach of unsecured PHI, we notify the impacted client provider without unreasonable delay and within the deadlines provided by HIPAA and our BAA. This allows the provider to arrange any required notices.

For breaches involving other personal information, we provide notice as required by applicable state legislation.

10. How Long We Keep Information

We maintain information for as long as needed to offer our services and meet contractual, legal, regulatory, and payer record-keeping requirements. HIPAA-related documentation is normally preserved for at least six years.

When a client relationship ends, we return or securely destroy PHI as required by the BAA.

11. Your Privacy Rights and Choices

Your rights vary depending on where you reside and what laws apply to your information. You may be able to:

• Request details of any personal information we hold about you and a copy of it.
• Request that we correct inaccurate information.
• Request deletion of your information, subject to legal and contractual exceptions.
• Use the unsubscribe link to opt out of marketing emails.
• Reply STOP to discontinue text messaging.
• Opt out of targeted advertising or personal data sales. We do not sell your personal information.
• Appeal a decision on a privacy request.

Residents of California, Texas, and other states with consumer privacy laws may have additional rights. To make a privacy request, please contact us using the details below. We will check your identity before responding to you and will not discriminate against you for exercising your rights.

If we are handling health information for a provider, contact that provider about your HIPAA rights. If you contact us first, we’ll help direct your request.

12. Information for Children

Our site is designed for adults and business users. We do not knowingly solicit personal information from children under 13.

We only handle information about minor patients on behalf of their healthcare provider and in accordance with HIPAA.

13. Links to Other Sites

Our website may contain links to payer portals, partner websites or other third-party sites. They are responsible for their privacy practices. Review their policies before sharing information with them.

14. Updates to This Policy

If we alter this policy, we will post the revised version here and update the “Last updated” date. We may also tell clients directly about material changes.

15. Contact Us

For questions about this policy or to submit a privacy request, contact:

Swift Billing Solutions, LLC
Attn: Privacy Officer
5900 Balcones Drive, Suite 100
Austin, TX 78731-4298

Phone: (888) 315-0532

Email: Info@swiftbillingsolutions.com

Website: https://swiftbillingsolutions.com