Acceptance of Terms
Services Provided
SMS Terms of Service
Calls, Text Messages, MMS & Promotions
RCM Services Terms
Credentialing Services Terms
Medical Coding Services Terms
Virtual Assistant (VA) Services Terms
Service Fees & Payment Terms
HIPAA Compliance & Business Associate Agreement
Client Data & Confidentiality
Client Security Obligations
Client Representations & Warranties
Limitation of Liability
Indemnification
Termination
Dispute Resolution & Governing Law
Changes to These Terms
Contact Information

1. Acceptance of Terms

These Terms and Conditions (“Terms”) constitute a legally binding agreement between you (the “Client” or “User”) and Mediflows Billing Solutions, a medical billing company operating in the United States. These Terms govern your access to and use of our website at mediflowsbillingsolutions.com and all services offered by Mediflows Billing Solutions.

By accessing our website, submitting an inquiry form, entering into a service agreement, or engaging any of our services including through telephone, text message, email, or in person you acknowledge that you have read, understood, and agree to be bound by these Terms and our Privacy Policy.

If you do not agree to these Terms, please do not access our website or engage our services.

2. Services Provided

Mediflows Billing Solutions provides the following services to healthcare providers and medical practices in the United States:

Revenue Cycle Management (RCM): End-to-end billing, claims submission, payment posting, denial management, and accounts receivable management.
Credentialing: Provider enrollment with insurance payers, CAQH profile management, re-credentialing, and hospital privileging support.
Medical Coding: ICD-10, CPT, and HCPCS coding services performed by certified medical coders.
Virtual Assistant (VA) Services: Remote administrative support including patient scheduling, prior authorizations, insurance verifications, and other front-office functions.
Consulting: Revenue cycle optimization, compliance advisory, and practice performance analysis.

The specific scope of services, deliverables, performance standards, and fee structure applicable to each client are set forth in a separate Service Agreement executed between the Client and Mediflows Billing Solutions. In the event of any conflict between these Terms and the Service Agreement, the Service Agreement shall control.

3. SMS Terms of Service

SMS Terms of Service Summary

By opting into SMS from a web form or other medium, you are agreeing to receive SMS messages from Mediflows Billing Solutions. This includes SMS messages for account notifications, billing updates, credentialing status alerts, appointment reminders, and other service-related communications.

Message frequency varies.
Message and data rates may apply.
To opt out at any time, text STOP.
For assistance, text HELP or visit mediflowsbillingsolutions.com
Privacy Policy

How to Opt In

You may opt into SMS communications from Mediflows Billing Solutions by:

Checking the SMS consent checkbox on any web form on our website
Verbally or in writing consenting during onboarding or account setup
Texting an opt-in keyword to our designated number as communicated to you

Types of Messages You May Receive

Depending on the services you have engaged, you may receive the following types of messages:

Account notifications and service status updates
Billing alerts, invoice reminders, and payment confirmations
Credentialing milestone updates and enrollment status alerts
Claim submission confirmations and denial notifications
Appointment reminders and scheduling confirmations
Operational alerts regarding your practice account
Promotional messages about new services or offerings (only with separate explicit consent)

Opt-Out Instructions

You may opt out of SMS messages at any time by replying STOP to any message from us. Upon receipt, you will receive a final confirmation message and no further messages will be sent, except where required by law. To re-enroll, reply START.

Help

For help or questions about SMS messaging, reply HELP to any of our messages, or visit mediflowsbillingsolutions.com

SMS Consent & Third Parties

SMS opt-in consent and telephone numbers provided for SMS purposes are not shared with third parties or affiliates for their own marketing use.

4. Calls, Text Messages, MMS & Promotions

Telephone Calls

By providing a telephone number to Mediflows Billing Solutions, you consent to receive calls from us for account management, service delivery, billing inquiries, and business communications. To the extent that any calls are made using an automatic telephone dialing system or a prerecorded voice, such calls will only be made to the extent permitted under the Telephone Consumer Protection Act (TCPA), 47 U.S.C. § 227, and applicable FCC regulations. You may revoke consent to receive autodialed or prerecorded calls at any time by contacting us in writing.

Text Messages (SMS)

Text messages are sent using short message service (SMS) technology. By providing your mobile phone number and consenting to SMS, you authorize Mediflows Billing Solutions to send automated text messages to the number provided. Standard message and data rates may apply depending on your wireless carrier plan. Mediflows Billing Solutions is not responsible for any charges imposed by your wireless carrier.

MMS (Multimedia Message Service)

We may send MMS messages including images, documents, forms, or other media to the extent related to our services and for which you have provided consent. MMS messages are subject to the same opt-in and opt-out rights as SMS messages described in Section 3. Standard message and data rates may apply.

Promotional Communications

Mediflows Billing Solutions may send promotional communications regarding our services, new offerings, industry updates, or other marketing content via SMS, MMS, email, or phone, subject to applicable law and only where you have expressly consented to receive such communications. You may opt out of promotional messages at any time without affecting your ability to receive transactional or service-related messages.

SMS Consent Is Not Shared With Third Parties.

SMS opt-in consent, phone numbers collected for SMS communications, and your messaging preferences are not shared with third parties or affiliates for their own marketing or promotional purposes. This information is used solely to deliver the communications you have consented to receive from Mediflows Billing Solutions.

Frequency

Message frequency varies based on the services you have engaged and account activity. There is no fixed limit on the number of messages you may receive; however, we aim to communicate only when relevant to your account or services.

5. RCM Services Terms

The following terms apply to Revenue Cycle Management services provided by Mediflows Billing Solutions:

Client agrees to provide complete, accurate, and timely clinical documentation, charge information, and patient data required for claims preparation and submission.
Mediflows Billing Solutions will submit claims on Client’s behalf and manage the billing cycle in accordance with the Service Agreement, but does not guarantee payment by insurance payers or patients.
Client retains ultimate responsibility for the accuracy of clinical information submitted and compliance with all applicable payer contracts.
Any denial management, appeals, or secondary billing activities are subject to the scope defined in the Service Agreement and the payer’s applicable appeal deadlines.
Mediflows Billing Solutions will not submit claims it knows to be false, incomplete, or non-compliant with Medicare, Medicaid, or commercial payer requirements. Client shall not request submission of such claims.
Client shall maintain active payer contracts and provide updated fee schedules, payer IDs, and credentialing information as needed.

6. Credentialing Services Terms

Client shall provide all information required for credentialing and enrollment applications, including but not limited to license numbers, DEA registration, malpractice insurance certificates, board certifications, and work history.
Client warrants that all information provided for credentialing is true, accurate, and complete. Submission of false or misleading credentialing information to payers or credentialing organizations may constitute fraud and is the sole responsibility of the Client.
Credentialing timelines are determined by insurance payers and credentialing organizations and are outside the control of Mediflows Billing Solutions. We do not guarantee specific enrollment timelines.
Client shall promptly notify Mediflows Billing Solutions of any changes to licensure, malpractice status, or practice information that may affect payer enrollment.
Any fees associated with payer applications, CAQH registration, or state licensing are the responsibility of the Client unless otherwise specified in the Service Agreement.

7. Medical Coding Services Terms

Medical coding is performed by trained professionals in accordance with current ICD-10-CM, CPT, and HCPCS coding guidelines established by CMS, the AMA, and applicable payer policies.
Accurate coding requires access to complete and legible clinical documentation. Mediflows Billing Solutions is not liable for coding errors resulting from incomplete, illegible, or inaccurate documentation provided by Client.
Client acknowledges that the final responsibility for the accuracy of documentation and the appropriateness of services rendered lies with the treating provider.
Coding services are not a substitute for legal, compliance, or medical advice. Client is encouraged to conduct periodic internal audits and should consult qualified legal counsel regarding coding compliance.
Mediflows Billing Solutions coders operate under the ethical standards of the American Health Information Management Association (AHIMA) and/or the American Academy of Professional Coders (AAPC).

8. Virtual Assistant (VA) Services Terms

Virtual Assistants (VAs) assigned to Client are employees or contractors of Mediflows Billing Solutions operating under the Company’s supervision and policies.
Client shall provide VAs with access only to the systems, tools, and data necessary to perform the agreed-upon tasks. VAs shall not be directed to access systems or information beyond what is specified in the Service Agreement.
Client shall maintain appropriate access credentials and security protocols for any systems to which VA access is granted.
Client acknowledges that VAs are support personnel and are not licensed healthcare professionals. They will not provide clinical advice, diagnoses, or clinical documentation services.
Client shall treat all VA staff in a professional and respectful manner. Mediflows Billing Solutions reserves the right to reassign or replace VA personnel in cases of abuse, harassment, or conduct that creates an unsafe working environment.
VA availability, hours, and response times are set forth in the Service Agreement. Mediflows Billing Solutions is not liable for delays caused by Client’s failure to provide necessary access, information, or direction.

9. Service Fees & Payment Terms

Service fees for all Mediflows Billing Solutions offerings are outlined in the applicable Service Agreement. General payment terms include:

Fees may be structured as a percentage of collections, a flat monthly fee, a per-claim fee, or a combination thereof, as set forth in the Service Agreement.
Invoices are issued on the schedule set forth in the Service Agreement (typically monthly) and are due within the payment term specified therein, generally thirty (30) days from invoice date.
Late payments may be subject to interest at the rate specified in the Service Agreement, or at the maximum rate permitted by applicable law.
Client authorizes Mediflows Billing Solutions to deduct service fees by ACH or direct debit from the designated bank account, where such authorization has been separately executed.
All fees are exclusive of applicable taxes, which are the Client’s responsibility where required by law.
Disputed invoices must be raised in writing within fifteen (15) days of invoice date. Failure to dispute within this period constitutes acceptance of the invoice.
Mediflows Billing Solutions reserves the right to suspend services upon non-payment after written notice and a cure period as set forth in the Service Agreement.

10. HIPAA Compliance & Business Associate Agreement

Where Mediflows Billing Solutions accesses, uses, or discloses Protected Health Information (PHI) on behalf of a covered entity client, a signed Business Associate Agreement (BAA) is required prior to commencing services. The BAA governs the permissible uses and disclosures of PHI and reflects both parties’ obligations under HIPAA and HITECH.

Client, as a covered entity, is responsible for providing Mediflows Billing Solutions with access to PHI only in accordance with the applicable BAA and HIPAA regulations.
Client warrants that it has appropriate authorizations, consents, or permissions required under HIPAA to disclose PHI to Mediflows Billing Solutions for the purposes described in the BAA.
Both parties shall comply with their respective obligations under HIPAA, HITECH, and the regulations promulgated thereunder (45 CFR Parts 160 and 164).
Nothing in these Terms shall be construed to limit either party’s obligations under applicable HIPAA regulations.

11. Client Data & Confidentiality

Mediflows Billing Solutions acknowledges that client data including patient information, practice financial data, payer contract terms, and operational data is confidential and proprietary. We agree to:

Use client data solely to perform contracted services and fulfill our legal obligations
Maintain the confidentiality of client data using commercially reasonable safeguards
Not disclose client data to third parties except as required to perform services (e.g., clearinghouses, payers) or as required by law
Return or securely destroy client data upon termination of the Service Agreement, except as required by applicable law or regulations for retention
Promptly notify Client of any actual or suspected unauthorized disclosure of or access to client data

Client retains ownership of all client data. These Terms do not grant Mediflows Billing Solutions any ownership interest in client data. Client grants Mediflows Billing Solutions a limited, non-exclusive license to access and use client data solely to perform services under the Service Agreement.

12. Client Security Obligations

In connection with using our services, Client agrees to:

Maintain the confidentiality of any credentials, passwords, or access tokens provided for use of our portals or systems
Promptly notify Mediflows Billing Solutions of any suspected or confirmed unauthorized access to systems, credentials, or data related to our services
Implement reasonable security measures at Client’s own facilities and systems that connect with or transmit data to Mediflows Billing Solutions
Comply with all security requirements set forth in any applicable BAA or Service Agreement
Not share access credentials with unauthorized individuals or use our systems in violation of applicable law

Mediflows Billing Solutions is not liable for security incidents arising from Client’s failure to maintain the security of its own systems, credentials, or facilities.

13. Client Representations & Warranties

By engaging our services, Client represents and warrants that:

Client is a legally authorized healthcare provider, group practice, or other entity permitted to engage medical billing services under applicable federal and state law
All clinical information and documentation provided to Mediflows Billing Solutions is accurate, complete, and truthful
Client holds all necessary licenses, certifications, and payer enrollments required to render and bill for the services described in claims submitted
Client has authority to enter into these Terms and the applicable Service Agreement on behalf of the practice or entity
Client will not direct Mediflows Billing Solutions to engage in any fraudulent billing, upcoding, unbundling, or other conduct that violates the False Claims Act, Anti-Kickback Statute, or applicable federal and state healthcare fraud and abuse laws

14. Limitation of Liability

To the fullest extent permitted by applicable law, Mediflows Billing Solutions’s total liability to Client for any claim arising out of or relating to these Terms or the services shall not exceed the total fees paid by Client to Mediflows Billing Solutions in the three (3) months immediately preceding the event giving rise to the claim.

In no event shall Mediflows Billing Solutions be liable for any indirect, incidental, consequential, special, or punitive damages, including lost profits or lost revenue, even if advised of the possibility of such damages.

Mediflows Billing Solutions does not guarantee collection of any specific amount or percentage of billed charges. Payer decisions regarding claim payment are outside our control. We are not liable for payment denials, payer audits, or clawback demands arising from payer policies or regulatory requirements.

15. Indemnification

Client agrees to indemnify, defend, and hold harmless Mediflows Billing Solutions and its officers, directors, employees, and agents from and against any claims, losses, damages, liabilities, costs, and expenses (including reasonable attorneys’ fees) arising out of or related to:

Client’s breach of these Terms or the applicable Service Agreement
Client’s violation of any applicable law, regulation, or payer contract
Inaccurate, incomplete, or fraudulent information provided by Client to Mediflows Billing Solutions
Claims by patients, payers, or government agencies arising from Client’s clinical practices or documentation
Client’s unauthorized use of our systems or services

16. Termination

Either party may terminate the Service Agreement in accordance with the notice and termination provisions set forth therein. Upon termination:

Client shall pay all outstanding fees for services rendered through the effective termination date
Mediflows Billing Solutions will cease processing new claims and will provide a transition period (as specified in the Service Agreement) for orderly wind-down of in-progress work
Mediflows Billing Solutions will return or securely destroy client data in accordance with the Service Agreement and applicable law
Provisions regarding confidentiality, limitation of liability, indemnification, and dispute resolution shall survive termination

Mediflows Billing Solutions reserves the right to suspend or terminate services with written notice in the event of Client’s non-payment, material breach, or conduct that violates applicable healthcare fraud and abuse laws.

17. Dispute Resolution & Governing Law

These Terms and any Service Agreement shall be governed by and construed in accordance with the laws of the United States and the state in which Mediflows Billing Solutions is domiciled, without regard to conflict-of-law principles.

In the event of any dispute, the parties agree to first attempt resolution through good-faith negotiation. If negotiation is unsuccessful within thirty (30) days, disputes shall be resolved through binding arbitration in accordance with the rules of the American Arbitration Association (AAA), unless otherwise specified in the Service Agreement. The prevailing party may be entitled to recover attorneys’ fees as permitted by applicable law.

Nothing herein prevents either party from seeking emergency injunctive or equitable relief in a court of competent jurisdiction to protect confidential information or intellectual property rights.

18. Changes to These Terms

Mediflows Billing Solutions reserves the right to modify these Terms at any time. We will notify users of material changes by updating the “Effective Date” above and, where appropriate, by providing notice via our website, email, or other communication channels. Your continued use of our website or services after the effective date of any changes constitutes your acceptance of the updated Terms. If you do not agree to the updated Terms, you should discontinue use of our services and contact us to discuss the impact on your Service Agreement.

19. Contact Us

For questions about these Terms, to exercise legal rights, or for general inquiries, please contact Mediflows Billing Solutions

(888) 305-4084

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