Terms and Conditions | VirBill Health

Review the terms of service for VirBill Health. Learn about our HIPAA-compliant medical billing, service agreements, and professional responsibilities.

VBS Terms and Conditions

Welcome to VirBill Health (virtualmedicalbilling.us). These Terms and Conditions govern your use of our website and our Virtual Assistant Medical Billing services. By accessing our site or engaging our services, you agree to comply with the following terms, which are designed to protect both the healthcare provider and the billing entity in the US Healthcare System.

1. Professional Services Agreement

VirBill Health provides comprehensive Revenue Cycle Management (RCM), including Medical coding & billing, charge capture, and Physician Denial Management Services

Performance Guarantees: We strive to maintain a 98% clean claim rate and resolve Accounts Receivable (AR) within an average of 45 days.
Service Scope: Our services include, but are not limited to, insurance verification, payment posting, and Medicare coordination.
Onboarding: Full transition to our billing operations typically occurs within 3–4 weeks following a signed agreement

2. HIPAA Compliance and Data Security

Compliance is a mandatory foundation of our operations.

Business Associate Agreement (BAA): We execute a formal BAA with all clients to ensure the protection of Protected Health Information (PHI) as required by law.
Security Protocols: We utilize 256-bit encryption, multi-factor authentication, and secure EHR/EMR access controls.
Infrastructure: Our servers are located within the United States to ensure compliance with the HITECH Act and CMS regulations.

3. Client Responsibilities

To achieve maximum revenue recovery, the healthcare provider agrees to:

Provide Secure EHR Access to our certified specialists for clinical data retrieval.
Ensure documentation meets American Medical Association and ICD-10 standards for medical necessity.
Notify VirBill Health of any changes to payer contracts or practice credentials.

4. Fees and Payment Terms

We offer flexible pricing models, including percentage-of-collections, flat monthly fees, or hybrid plans

Transparent Pricing: There are zero setup fees; all infrastructure and reporting costs are included in the agreed plan.
Payment Calculation: Most practices experience a 20–25% revenue increase, with service costs typically ranging between 3–6% of collections
Performance-Based: Our success is directly tied to yours; we only succeed when your practice gets paid.

5. EHR Integration and Technology

We integrate with all major systems, including Epic, Cerner, Kareo, eClinicalWorks, and Athenahealth.

Zero-Downtime Migration: We set up your billing workflow in the background to keep your practice running smoothly during integration.
Ownership of Data: All patient data remains the property of the healthcare provider; we act solely as a processor.

6. Termination and Cancellation

Either party may terminate the service agreement with a specified notice period (typically 30 days). Upon termination:

VirBill Health will complete any outstanding claims within the active billing cycle.
All access to the client’s EHR/PMS will be revoked, and all final reports will be delivered.

7. Limitation of Liability

While we guarantee a 98% clean claim rate, VirBill Health is not responsible for revenue loss resulting from inaccurate clinical documentation provided by the practice or from retroactive payer policy changes beyond our control.

Frequently Asked Questions

Is There A Long-Term Contract?

We offer flexible support models. While we recommend a 90-day period to see full ROI, we offer various plan types to suit different practice needs.

What Happens If The Clean Claim Guarantee Isn't Met?

If we fail to meet our 98% guarantee, we will work with your team to identify the root cause and
Adjust the workflow at no additional cost.

How Is My Data Protected During The Virtual Assistant Match?

All Medical Billing Virtual Assistants are AAPC or AHIMA certified and undergo strict compliance and data security training.