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Zee Claims Solution

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Zee Claims Solution

HIPAA Compliance & Data Security

Effective Date: September 4, 2026

Business Name: ZEE Claims Solution

Website: https://zeeclaimssolution.com

Our Commitment

Founded in 2024, ZEE Claims Solution now supports more than 100 medical practices across all 50 states and 40+ specialties — from cardiology and pediatrics to dental, behavioral health, and addiction medicine. Every one of those practices trusts us with something sensitive: their patients’ Protected Health Information (PHI). This page explains, in detail, how we earn that trust — through the safeguards, agreements, and daily practices that keep PHI secure and keep our billing operations fully aligned with the Health Insurance Portability and Accountability Act (HIPAA) and the Health Information Technology for Economic and Clinical Health (HITECH) Act. HITECH is the 2009 law that put teeth behind HIPAA for companies like ours specifically: it made business associates directly liable for HIPAA compliance instead of leaving that exposure with the covered entity alone, and it’s the law that created the breach notification duties described later on this page for HIPAA Compliance & Data Security.

Consider this page the deeper, technical companion to our Privacy Policy and Terms and Conditions, which govern our website and client relationships more broadly.

At a glance:

  • Every client is covered by a signed Business Associate Agreement (BAA) before any PHI is shared
  • Bank-grade encryption protects data both in transit and at rest
  • 100% of staff complete HIPAA training before touching PHI, with ongoing refreshers
  • Trusted by 100+ practices across all 50 states
  • Built for state-level rules, too — including Texas HB 300 — not just federal HIPAA

Table of Contents

Our Role as a HIPAA Business Associate

Under HIPAA, an organization that creates, receives, maintains, or transmits PHI to perform a function on behalf of a healthcare provider — such as billing, coding, or claims submission — is classified as a Business Associate, not a covered entity. That’s the role ZEE Claims Solution plays for every practice we serve.

This distinction defines our legal obligations: we sign a Business Associate Agreement with every client before any PHI changes hands, and that agreement — not a general website policy — governs exactly how we may use, disclose, and protect their data. Our clients remain the HIPAA-covered entities and keep responsibility for their own compliance program, including patient notices and consents; our job is to meet the obligations they delegate to us as their billing partner.

Standardized Electronic Transactions

Most of what people picture when they hear “HIPAA compliance” is privacy and security — locked-down data, signed agreements, restricted access. But HIPAA also standardized the electronic formats that claims, payments, and eligibility checks travel in, and that piece of the law is the one we touch every single day.

Under HIPAA’s Transactions and Code Sets Rule, claims submissions, remittance advice, and eligibility inquiries all have to follow specific electronic formats maintained by the ASC X12 standards body: the 837 for claims, the 835 for payment and remittance advice, and the 270/271 pair for checking a patient’s eligibility and benefits before a claim ever goes out. (Claim status inquiries and prior authorization requests run through their own related formats, the 276/277 and 278.) Practices rarely see this layer of HIPAA directly — it operates behind the scenes, inside the software and clearinghouses that move a claim from submission to payment — but it’s the standard every transaction we send is built against, currently the 5010 version that’s been mandated industry-wide since 2012.

Protected Health Information We Handle

Protected Health Information (PHI) is any individually identifiable health information — anything that ties a person’s identity to their health condition, their care, or the payment for that care. To deliver accurate billing and revenue cycle management, we typically process:

  • Patient demographic and contact information
  • Insurance eligibility and coverage details
  • Superbills, claims data, and remittance advice
  • Diagnosis and procedure codes (ICD-10, CPT, CDT)
  • Provider NPI and tax identification details
  • Payment posting and accounts receivable records

We access this information solely to perform the billing and RCM functions our clients engage us for. We do not use PHI for marketing, and we do not sell PHI — under any circumstances.

Our Security Framework

HIPAA breaks down into three main rules: the Privacy Rule, which governs how PHI can be used and disclosed (including the minimum necessary standard described below); the Security Rule, which governs how PHI must be protected technically and organizationally; and the Breach Notification Rule, which governs what happens if something goes wrong (covered later on this page). The Security Rule itself organizes safeguards into three categories, and our program is built around all three:

Administrative Safeguards

  • A designated Privacy Officer and Security Officer overseeing our compliance program
  • Documented policies for access authorization, workforce training, and incident response
  • Regular internal risk assessments to catch gaps before they become incidents
  • Background screening for staff prior to being granted access to PHI, and prompt revocation of that access when a role changes or employment ends
  • A written contingency plan covering data backup and disaster recovery, so PHI stays accessible and intact through a system outage or other emergency
  • A formal sanctions policy for any staff member who violates our PHI safeguards

Physical Safeguards

  • Secured facilities and restricted server access
  • Workstation security requirements for both in-office and remote staff
  • Controlled procedures for disposing of any physical documents containing PHI

Technical Safeguards

  • Bank-grade encryption of data in transit (TLS) and at rest
  • Role-based access controls, so staff see only the data their specific job requires
  • Multi-factor authentication (MFA) on systems that touch PHI
  • Audit logging and activity monitoring to detect unauthorized access
  • Firewalls and network monitoring across all systems that handle claims data

The Minimum Necessary Standard

HIPAA doesn’t just ask us to protect PHI — it asks us to limit exposure in the first place. We apply the minimum necessary standard throughout our operations. A biller working accounts receivable for a cardiology client, for example, doesn’t need — and doesn’t get — access to that client’s behavioral health records. Access is scoped to what each role actually requires.

Employee Training & Confidentiality

Every team member completes HIPAA privacy and security training before handling PHI, with refresher training on an ongoing basis as regulations and threats evolve. Beyond training, every employee signs a confidentiality agreement — a contractual obligation, not just a policy they read once.

Because we’re headquartered in Texas, this training program is also built to satisfy the additional requirements of the Texas Medical Records Privacy Act (HB 300) — including its 90-day deadline for training new hires, which is stricter than anything federal HIPAA specifies on its own. More on HB 300 below.

Business Associate Agreements — With Every Client, and Every Vendor

A BAA isn’t paperwork we file away — it’s the legal backbone of how we operate. Every BAA we sign, whether with a client or a downstream vendor, addresses:

  • The permitted and required uses and disclosures of PHI
  • The safeguards we (or our vendor) must maintain, consistent with the HIPAA Security Rule
  • How and when a security incident must be reported
  • Subcontractor flow-down — any vendor we use that touches PHI must meet the same obligations we do
  • Return or secure destruction of PHI when an engagement ends

If a software platform, clearinghouse, or subcontractor won’t sign a BAA and meet these standards, we don’t share PHI with them. No exceptions.

Extra Protection for Behavioral Health & Addiction Medicine

Several of the specialties we serve — including behavioral health and addiction medicine — generate records that carry protection beyond HIPAA alone. Substance use disorder (SUD) treatment records are separately protected under 42 CFR Part 2, a federal confidentiality law that in several respects is stricter than HIPAA. A 2024 federal rule brought Part 2 into closer alignment with HIPAA — including extending HIPAA’s breach notification standard to Part 2 records. Full compliance became mandatory industry-wide on February 16, 2026, and OCR now actively enforces the updated standard, including through a dedicated complaint process for Part 2 violations. Our team is trained to recognize when Part 2’s heightened consent rules apply, so behavioral health and addiction medicine practices don’t have to choose between a capable billing partner and staying compliant.

Texas Medical Records Privacy Act (HB 300)

Because ZEE Claims Solution is headquartered in Austin, Texas, we operate under one more layer of protection that goes beyond federal HIPAA: the Texas Medical Records Privacy Act, commonly known as HB 300.

HB 300 is stricter than HIPAA in a few specific ways. Where HIPAA treats a business associate’s obligations as flowing from the covered entity’s own compliance program, Texas law goes further and treats a business associate as a covered entity in its own right, with direct, independent obligations under the statute. HB 300’s reach also isn’t limited to organizations physically located in Texas — it applies to any organization that handles a Texas resident’s PHI, wherever that organization happens to be. Because our client practices span all 50 states, that means HB 300 standards apply to a meaningful share of the patient data we process, even when the practice we’re billing for is based somewhere else entirely.

HB 300 also sets a concrete training deadline that federal HIPAA doesn’t spell out: employees who will handle PHI must complete state and federal privacy training within 90 days of their hire date, tailored to their actual role rather than a generic module, with a signed record kept on file. Federal HIPAA, by comparison, only requires training to be provided “as necessary and appropriate,” without a fixed timeline of its own — so meeting HB 300’s deadline means our training program already clears a bar that HIPAA alone doesn’t set. We then refresh that training whenever state or federal PHI law changes in a way that affects how our team handles it, consistent with the ongoing training practice described above.

Breach Notification & Incident Response

No security program eliminates all risk, so we maintain a documented incident response plan. If a breach of unsecured PHI were ever to occur, our process follows the HIPAA Breach Notification Rule: affected clients are notified without unreasonable delay, and no later than 60 days after we discover the incident, with the information they need to meet their own notification duties to patients, HHS, and — where required — the media. We treat this as more than a legal formality; a fast, transparent response is what actually limits harm.

Because we work with practices in all 50 states, we also track each state’s own breach notification law alongside the federal standard. A number of states set deadlines tighter than HIPAA’s 60-day outer limit — some considerably tighter — so where a state requirement is stricter than HIPAA’s, we work to the earlier deadline rather than the federal one. Our clients shouldn’t have to reconcile two different clocks in the middle of an incident; that’s on us to track.

Staying Ahead of an Evolving Regulatory Landscape

HIPAA compliance isn’t a fixed target. In January 2025, federal regulators proposed the most significant overhaul of the HIPAA Security Rule in over two decades — one that would formally require safeguards like mandatory encryption, multi-factor authentication, and network segmentation across the healthcare industry, and would remove the flexibility that currently lets some of these safeguards be treated as merely “addressable” rather than required. The proposal drew substantial pushback from hospital and provider groups over its projected compliance costs, and regulators have since pushed their target date for a final rule out to 2027 — more than a year later than first planned. As of this writing, it remains a proposal rather than law, and the current Security Rule stays fully in effect in the meantime. We haven’t waited for a compliance deadline to adopt many of its anticipated protections anyway: encryption in transit and at rest and multi-factor authentication, for example, are already part of how we operate today, not something on our roadmap. We’d rather build toward where the standard is heading than scramble to catch up when it arrives.

Why This Matters

Healthcare is, once again, the most expensive industry in the world for data breaches — averaging $6.64 million per incident in 2026 according to IBM’s annual Cost of a Data Breach Report, its thirteenth consecutive year holding that unwanted top spot, a figure driven largely by how sensitive the data is and the regulatory obligations a breach triggers. That number is exactly why we treat data security as core infrastructure, not a checkbox: practices that trust us with their billing are trusting us with a category of financial exposure most businesses never have to think about.

Data Retention & Secure Disposal

We retain claims and billing records only as long as necessary to fulfill our contractual obligations to each client and to satisfy applicable federal and state recordkeeping requirements — generally governed by the terms of the applicable BAA. When retention periods expire, records are destroyed or permanently purged using secure, industry-standard methods, whether the data is physical or electronic.

Risk Management & Insurance

Beyond our technical and administrative safeguards, we carry cyber liability insurance and other business coverage appropriate to the risk of handling sensitive healthcare data at scale, and we’re glad to discuss our current coverage as part of any client’s own vendor due diligence process.

Testimonials & Case Studies

Client testimonials and results shared on our website are shared with consent and never include PHI. Any data used for marketing or case-study purposes is de-identified or aggregated first.

Your Rights

If you’re a client practice, a patient, or another individual whose data we’ve processed in connection with our services, you have the right to:

  • Ask questions about how we handle data connected to our billing services
  • Raise a concern with us directly at any time (contact details below)
  • File a complaint with the U.S. Department of Health and Human Services Office for Civil Rights (OCR) if you believe a HIPAA right has been violated. Complaints can be filed through the HHS OCR complaint process, generally within 180 days of when the issue occurred, though OCR can extend that window for good cause. HIPAA prohibits retaliation against anyone who files a complaint in good faith.

Patients seeking access to or correction of their own medical or billing records should contact their healthcare provider directly. As the provider’s Business Associate, we process that data under their direction and are not the primary point of contact for patient record requests.

Related Policies

This page works alongside our Privacy Policy and Terms and Conditions. Where a signed Business Associate Agreement exists with a client, its terms take precedence over this page with respect to PHI.

Questions About Our Compliance Program?

ZEE Claims Solution

Address: 5900 Balcones Drive, Ste 38737, Austin, TX 78731, United States

Phone: (817) 769-9046

Email: info@zeeclaimssolution.com

Policy Updates

We review this page periodically to reflect changes in our practices, our clients’ needs, or applicable law. Updates will be posted here with a revised effective date.

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