Welcome to Covault Billing (“Covault,” “we,” “our,” or “us”). These Terms and Conditions (“Terms”) govern your use of our website located at [covaultbilling.com] (the “Site”) and any services provided by Covault.
By accessing this Site or engaging our services, you agree to these Terms.
1. Services Overview
Covault provides medical billing and revenue cycle management services for mental and behavioral health practices. Services may include, but are not limited to:
- Insurance billing and claims submission
- Denial management and appeals
- Accounts receivable (A/R) management and cleanup
- Insurance credentialing support
- Patient billing (if applicable)
- General billing consultation and support
Specific services, pricing, and scope of work are defined in a separate written agreement between Covault and the client.
2. Engagement & Agreements
All services provided by Covault require a signed service agreement or contract.Unless otherwise specified in writing:
- Services are provided on a month-to-month basis
- Either party may terminate the agreement with 30 days written notice
These Terms supplement, but do not replace, any signed client agreement.
3. Fees & Payment
Fees for services are outlined in the client agreement and may include:
- A percentage of collections for billing services
- Additional fees for optional services (e.g., patient billing, credentialing)
Clients agree to:
- Pay all fees as outlined in the agreement
- Provide accurate and timely financial information required for billing operations
Covault reserves the right to suspend services for non-payment.
4. Client Responsibilities
Clients agree to:
- Provide accurate and complete information necessary for billing and claims processing
- Maintain active access to required systems (e.g., EHR, insurance portals)
- Respond to requests for information in a timely manner
- Ensure that all services provided to patients are properly documented
Covault is not responsible for delays or issues caused by incomplete or inaccurate client-provided information.
5. No Guarantee of Payment
While Covault works to maximize collections and improve billing performance:
- We do not guarantee payment from insurance providers
- We do not control payer decisions, timelines, or policies
All reimbursements are subject to payer rules, coverage, and claim accuracy.
6. Use of Client Systems
Covault typically operates within the client’s existing systems, including electronic health record (EHR) platforms and payer portals.Clients grant Covault appropriate access to perform services. Covault agrees to use such systems solely for the purpose of delivering agreed services.
7. HIPAA & Data Security
Covault takes data privacy and security seriously.
- We operate in accordance with applicable healthcare privacy standards, including HIPAA where applicable
- Protected Health Information (PHI) is handled only through secure channels
- We do not transmit PHI through unsecured communication methods
Additional data protection terms may be outlined in a Business Associate Agreement (BAA), where required.
8. Limitation of Liability
To the fullest extent permitted by law:
- Covault shall not be liable for indirect, incidental, or consequential damages
- Covault’s total liability shall not exceed the fees paid for services in the preceding 12 months
Covault is not responsible for:
- Insurance payer decisions
- Claim denials due to factors outside of our control
- Regulatory changes affecting billing or reimbursement
9. Confidentiality
Both parties agree to maintain the confidentiality of all non-public, proprietary, or sensitive information shared during the course of the engagement.
10. Intellectual Property
All materials, workflows, and processes developed by Covault remain the property of Covault unless otherwise agreed in writing.Clients retain ownership of their own data, patient information, and records.
11. Website Use
By using this Site, you agree not to:
- Use the Site for unlawful purposes
- Attempt to gain unauthorized access to systems or data
- Interfere with the operation of the Site
We reserve the right to restrict or terminate access for violations of these Terms.
12. Modifications to Terms
Covault reserves the right to update these Terms at any time. Updates will be posted on this page with a revised effective date.
13. Governing Law
These Terms shall be governed by and construed in accordance with the laws of the State of Michigan, without regard to conflict of law principles.
14. Contact Information
If you have any questions about these Terms, please contact:
Covault Billing
Email: info@covaultbilling.com
Website: covaultbilling.com
