Building a Terms of Service (ToS) for a dental billing company in the US is critical because you are handling sensitive financial data and Protected Health Information (PHI).

Below is a detailed, professional Terms of Service template tailored for Guardian Dental Billing.

Terms of Service

Effective Date: [Insert Date, e.g., December 24, 2024]

Welcome to Guardian Dental Billing. These Terms of Service (“Terms”) govern your access to and use of the website (https://guardiandentalbilling.com) and the professional dental billing, revenue cycle management (RCM), and insurance verification services provided by Guardian Dental Billing (“Company,” “we,” “us,” or “our”).

By accessing our website or engaging our services, you (“Client,” “Practice,” or “User”) agree to be bound by these Terms. If you do not agree to these terms, please do not use our services.

1. Services Provided

Guardian Dental Billing provides specialized administrative services including, but not limited to:

Dental insurance claim submission and follow-up.
Revenue Cycle Management (RCM).
Insurance verification and benefit breakdown.
Accounts Receivable (A/R) management and denial appeals.

2. Client Responsibilities

To provide accurate billing services, the Client agrees to:

Accuracy of Data: Provide complete and accurate billing information, including patient demographics and insurance details.
Documentation: Maintain original records as required by law to verify claims submitted.
Software Access: Grant the Company necessary administrative access to the Practice Management Software (e.g., Dentrix, Eaglesoft).

3. Fees and Payment

Service Fees: Fees are typically based on a percentage of net collections or a flat monthly rate as outlined in your specific Service Agreement.
Invoicing: Invoices are sent at the start of each month for the previous month’s services. Payments are due within [Insert Number, e.g., 15] days of the invoice date.
Late Payments: Overdue payments may be subject to interest at a rate of [e.g., 1.5%] per month or the maximum allowed by law.

4. HIPAA Compliance & Confidentiality

Guardian Dental Billing is committed to the highest standards of data security.

Business Associate Agreement (BAA): As a billing entity, we operate as a “Business Associate” under HIPAA. A separate BAA must be signed by both parties to ensure the protection of Protected Health Information (PHI).
Confidentiality: Both parties agree to keep proprietary business information and patient data confidential and will not disclose it to unauthorized third parties.

5. Term and Termination

Duration: This agreement remains in effect until terminated by either party in writing.
Termination for Cause: Either party may terminate this agreement immediately if the other party materially breaches these Terms.
Effect of Termination: Upon termination, the Company will return or destroy all PHI in accordance with HIPAA regulations, unless retention is required by law.

6. Limitation of Liability

The Company is not liable for errors resulting from inaccurate information provided by the Client. In no event shall Guardian Dental Billing be liable for any indirect, incidental, or consequential damages arising from the use of our services.

7. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of [Insert Your State, e.g., Florida/Texas], without regard to its conflict of law provisions.

8. Changes to Terms

We reserve the right to modify these Terms at any time. Your continued use of the website or services after such changes constitutes your acceptance of the new Terms.

9. Contact Information

If you have any questions about these Terms, please contact us at:

Email: [Insert Email]
Phone: [Insert Phone]
Website: https://guardiandentalbilling.com

SEO Note for your Page:

When you paste this into your website:

Use H1/H2 Tags: Ensure “Terms of Service” is your H1 and sections like “Client Responsibilities” are H2.
Internal Link: Link the words “Privacy Policy” in your footer or contact section back to your existing Privacy Policy page.
No-Index (Optional): Some SEO experts prefer to “no-index” legal pages so they don’t compete with your main service pages in search results.