Last updated: April 22, 2026

1. Introduction

Specialty Dental Billing Solutions (“Specialty Dental,” “we,” “us,” or “our”) provides third-party billing and revenue cycle management services for specialty dental and oral surgery practices across the United States. We are headquartered in Newburyport, MA, with operations in Salem, NH.

This Privacy Policy explains how we collect, use, disclose, and protect information when you visit our website or engage our services. As a provider of billing services to specialty dental practices, we handle Protected Health Information (PHI) on behalf of our clients. That handling is governed separately by a Business Associate Agreement (BAA) executed with each client practice, in accordance with the Health Insurance Portability and Accountability Act (HIPAA).

2. Information We Collect

From website visitors:

  • Contact information submitted via forms (name, email address, phone number, practice name, and role)
  • Automatically collected technical data (IP address, browser type, pages visited, referring URLs, session duration)
  • Information collected through cookies and similar tracking technologies

From client practices:

  • Practice and business contact information
  • Provider credentials (NPI, TIN, and other identifiers required for billing)
  • Login credentials for practice management systems (DSN, OMS Vision, WinOMS) and insurance portals, provided by the client
  • Access to reports, attachments, X-rays, and other clinical documentation necessary to perform contracted services
  • Patient billing and insurance data processed in the course of providing services (governed by the BAA, not this policy)

3. How We Use Your Information

We use information collected through our website to:

  • Respond to inquiries and schedule consultations
  • Onboard and support client practices
  • Send service-related communications and account updates
  • Improve our website and marketing efforts
  • Comply with applicable legal and regulatory obligations

Information collected in the course of providing billing services is used solely to fulfill our contractual obligations to each client practice, consistent with our signed BAA and applicable law.

4. HIPAA and Protected Health Information

Specialty Dental Billing Solutions operates as a HIPAA Business Associate. All PHI we access or process in connection with our billing services is handled in strict compliance with:

  • Our signed Business Associate Agreement with each client practice
  • The HIPAA Privacy Rule (45 CFR Part 164)
  • The HIPAA Security Rule (45 CFR Part 164)
  • The HITECH Act

We access practice management systems remotely using secure, HIPAA-compliant connections. We do not use PHI for any purpose beyond delivering the services described in your Service Agreement. We do not sell PHI under any circumstances.

5. How We Share Information

We do not sell your personal information. We may share information only in the following circumstances:

  • Service Providers and Subcontractors: With trusted vendors who support our service delivery (e.g., secure remote access tools, eBridge, payment processors), all bound by appropriate confidentiality and data protection obligations
  • Client Practices: Billing results, reports, and account information are shared with the practice on whose behalf we are working
  • Legal Requirements: When required by applicable law, regulation, subpoena, or government authority
  • Business Transfers: In connection with a merger, acquisition, or sale of assets, with appropriate confidentiality protections in place

6. Cybersecurity and Data Security

Protecting your patients’ data is central to how we operate. Our security program includes:

  • HIPAA-compliant secure remote connections when accessing practice management systems
  • Regular cybersecurity scans and proactive risk mitigation
  • Annual HIPAA compliance and cybersecurity training for all team members
  • Role-based access controls and encrypted data transmission
  • A US-based team operating from physical office locations in Newburyport, MA and Salem, NH

No method of data transmission over the internet is completely secure. While we implement industry-leading safeguards, we cannot guarantee absolute security.

7. Data Retention

We retain personal and business information for as long as necessary to maintain our service relationship, fulfill legal obligations, or resolve disputes. PHI is retained and disposed of in accordance with the terms of the applicable BAA and HIPAA requirements.

8. Cookies

Our website uses cookies to improve functionality and analyze usage. You may disable cookies through your browser settings, though doing so may affect certain website features.

9. Third-Party Links

Our website may link to third-party sites. We are not responsible for the privacy practices of those sites and encourage you to review their policies.

10. Children’s Privacy

Our services are directed exclusively to dental and medical practice professionals. We do not knowingly collect information from individuals under the age of 18.

11. Changes to This Policy

We may update this Privacy Policy periodically. Changes will be posted on this page with an updated effective date. For material changes, we will make reasonable efforts to notify affected parties in advance.

12. Contact Us

For questions about this Privacy Policy or our data practices:

Specialty Dental Billing Solutions