Effective Date: February 26, 2025 | Last Updated: February 26, 2025
CodeMax Medical Billing ("CodeMax," "we," "us," or "our") is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website codemaxmb.com, use our mobile application (available on iOS and Android), access our Client Portal, or engage with any of our services including billing and claims management, utilization management, quality assurance, verification of benefits, and consulting services.
By using our website, mobile app, or services, you consent to the data practices described in this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please discontinue use of our site, app, and services immediately.
We collect personal information that you voluntarily provide to us when you interact with our website, mobile app, Client Portal, or contact our team. This may include:
Contact and identity information such as your first and last name, email address, phone number, job title, and organization name — collected through our contact forms, demo requests, and career applications.
Account and portal credentials including login information associated with your Client Portal access at customer-portal.codemaxmb.com.
Professional and billing data related to the medical billing and revenue cycle management services we perform on your behalf, which may include insurance information, patient demographic data, claims data, dates of service, billing codes, and reimbursement details.
Communications including the content of messages you send us through our website contact form, email, phone, or any other communication channel.
In the course of providing our billing and claims management, utilization management, verification of benefits, quality assurance, and consulting services, we may receive, process, and store Protected Health Information (PHI) as defined by the Health Insurance Portability and Accountability Act (HIPAA). All PHI is handled in strict compliance with HIPAA regulations and any applicable Business Associate Agreements (BAAs) in place with our clients.
When you visit codemaxmb.com or use the CodeMax mobile app, we automatically collect certain technical and usage information, including:
Device and browser information such as your IP address, browser type and version, operating system, device type, screen resolution, and language preferences.
Usage data including pages visited, time spent on pages, referring URLs, click patterns, and navigation paths through our website.
Cookies and tracking technologies — We use cookies, pixel tags, and similar technologies to enhance your experience, analyze website traffic, and support our marketing efforts. This includes the Meta (Facebook) Pixel for conversion tracking and audience building, as well as Google Analytics for website performance analysis.
Service delivery — To provide, operate, and maintain our medical billing, claims management, utilization management, quality assurance, verification of benefits, and consulting services for behavioral health, mental health, substance abuse, and eating disorder treatment centers.
Communication — To respond to your inquiries, send service-related updates, and communicate about your account, billing operations, or our platform features.
Platform improvement — To analyze usage patterns and improve our website, Client Portal, and mobile application functionality, performance, and user experience.
Marketing and analytics — To understand how visitors interact with our website, measure the effectiveness of our advertising campaigns, and deliver relevant content. We use Meta (Facebook) Pixel and Google Analytics for these purposes.
Legal and compliance — To comply with applicable laws, regulations, and legal processes, including HIPAA requirements and other healthcare industry regulations.
Security — To detect, prevent, and respond to fraud, unauthorized access, and other potentially harmful activities.
CodeMax Medical Billing operates as a Business Associate under HIPAA. We are committed to safeguarding all Protected Health Information (PHI) entrusted to us in the course of providing revenue cycle management services.
Our practices include administrative, physical, and technical safeguards designed to protect the confidentiality, integrity, and availability of PHI. We maintain Business Associate Agreements (BAAs) with all covered entity clients, conduct ongoing workforce training on HIPAA privacy and security requirements, and follow incident response procedures for identifying and addressing any potential breaches.
Our CodeMax mobile application is fully HIPAA compliant, ensuring that sensitive healthcare data accessed through the app remains secure at all times.
Meta (Facebook) Pixel — We use the Meta Pixel to track conversions from Facebook ads, build targeted audiences for future advertising, and remarket to people who have already interacted with our website. This pixel may collect data such as pages visited, actions taken on our site, and device information, which is shared with Meta Platforms, Inc.
Google Analytics — We use Google Analytics to collect anonymized data about website traffic and user behavior. This helps us understand how visitors find and use our site so we can improve our content and user experience. Google Analytics may use cookies to track your interactions with our website.
You can manage your cookie preferences through your browser settings. Most browsers allow you to refuse cookies, delete existing cookies, or alert you when a cookie is being set. Please note that disabling cookies may affect the functionality of certain features on our website.
We do not sell your personal information to third parties. We may share your information in the following circumstances:
Service providers and business partners — We may share information with trusted third-party vendors who assist us in operating our website, conducting business, or providing services to you, provided they agree to keep your information confidential. This includes payment processors, cloud hosting providers, and healthcare clearinghouses such as Change Healthcare.
Analytics and advertising partners — We share limited data with Meta (Facebook) and Google for the purposes of website analytics and advertising, as described in the Cookies and Tracking Technologies section above.
Legal requirements — We may disclose your information where required by law, regulation, subpoena, court order, or governmental request.
Business transfers — In the event of a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change in ownership or control of your personal information.
With your consent — We may share your information for any other purpose with your explicit consent.
We implement industry-standard administrative, technical, and physical security measures to protect your personal information and any PHI we process. These measures include encrypted data transmission (SSL/TLS), access controls, secure server infrastructure, regular security assessments, and employee training on data protection best practices.
While we strive to protect your information using commercially acceptable means, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security, but we continuously work to improve our safeguards.
We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. For medical billing records and PHI, we follow applicable federal and state retention requirements, which may require retaining certain records for a minimum of six (6) to ten (10) years depending on the jurisdiction and type of record.
Depending on your location and applicable law, you may have certain rights regarding your personal information, including:
Access — The right to request a copy of the personal information we hold about you.
Correction — The right to request correction of inaccurate or incomplete personal information.
Deletion — The right to request deletion of your personal information, subject to certain legal exceptions.
Opt-out of marketing — The right to opt out of receiving promotional communications from us by following the unsubscribe instructions in those messages or contacting us directly.
Cookie preferences — The right to manage or disable cookies through your browser settings.
If you are a California resident, you may have additional rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA), including the right to know what personal information we collect, the right to delete your information, the right to opt out of the sale or sharing of your information, and the right to non-discrimination for exercising your privacy rights. To exercise any of these rights, please contact us using the information provided below.
If you are a patient whose PHI we process on behalf of a covered entity (your healthcare provider), your rights regarding that information — including the right to access, amend, and receive an accounting of disclosures — are governed by HIPAA and should be directed to your healthcare provider. CodeMax will cooperate with covered entities to fulfill such requests in accordance with our Business Associate Agreements.
Our website and mobile app may contain links to third-party websites, services, or applications, including the Apple App Store, Google Play Store, and our Client Portal hosted at customer-portal.codemaxmb.com. We are not responsible for the privacy practices or content of these third-party sites. We encourage you to review the privacy policies of any third-party services you access through our platform.
Our website, mobile app, and services are not directed to individuals under the age of 13, and we do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13 without parental consent, we will take steps to delete that information promptly. If you believe we may have collected information from a child under 13, please contact us immediately.
We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. When we make changes, we will update the "Last Updated" date at the top of this page. We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information. Your continued use of our website, app, or services after any changes constitutes your acceptance of the updated Privacy Policy.
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
CodeMax Medical Billing
7100 Hayvenhurst Ave, Suite 204
Van Nuys, CA 91406
Phone: 866-CODEMAX
Email: info@codemaxmb.com
Website: codemaxmb.com/contact-us
Boost Revenues, Speed Payments, Focus on Patient Care
Designed and Built by SPEEDXMEDIA
