Every piece of Protected Health Information that passes through our systems is treated as a non-negotiable trust. We don't merely comply with HIPAA — we engineer our entire operation around it.
HIPAA mandates three types of safeguards. We go beyond minimum standards in each category.
Policies, procedures, and workforce controls that govern how PHI is accessed and managed. We maintain a dedicated Privacy Officer, conduct documented risk assessments annually, and require all staff to complete HIPAA certification before accessing any patient data.
The technology architecture that controls electronic PHI access and transmission. We implement enterprise-grade security infrastructure that exceeds what most hospital systems deploy for their own data.
The controls that protect the physical environments where PHI is processed and stored. Our facilities are access-controlled at multiple layers — from building perimeter to individual workstation level.
All PHI is encrypted using AES-256 standard — both when stored on our servers and during transmission to payers, clearinghouses, and providers. TLS 1.3 is enforced on all external connections.
Redundant, geographically distributed encrypted backups ensure zero data loss and full disaster recovery capability with RPO <1 hour and RTO <4 hours.
All mobile endpoints accessing PHI are enrolled in our MDM platform with full-disk encryption, remote wipe capability, and geofencing restrictions.
PHI is never transmitted via standard email. We use SFTP, encrypted email gateways, and secure patient portal APIs that meet 21 CFR Part 11 standards.
Staff are granted the minimum necessary PHI access required for their specific role. A coder sees only the data needed for their queue — nothing more.
MFA is mandatory for all system access — no exceptions. Every login requires a second-factor verification through our authenticator platform.
Every PHI access event is logged with user ID, timestamp, and action taken. Our security team reviews anomaly reports daily via automated SIEM alerts.
Workstations auto-lock after 5 minutes of inactivity. Sessions are terminated automatically after 15 minutes — preventing unauthorized access to unattended screens.
Our SOC monitors for indicators of compromise around the clock. Our target detection-to-containment window is under Rapid — aligned with EU GDPR standards even for US operations.
In the event of any confirmed breach, we manage the full HIPAA notification workflow — provider notification within 60 days, HHS reporting, and media notice for large breaches (>500 individuals).
Every client engagement begins with a signed BAA that clearly defines our security obligations, liability boundaries, and notification responsibilities as your Business Associate.
We maintain and regularly test a documented IRP with defined roles, communication trees, and escalation procedures — validated by annual tabletop exercises.
Every Probiz employee completes a comprehensive HIPAA certification program before handling any client data. Certification is renewed annually with an updated curriculum reflecting current threats.
We conduct quarterly simulated phishing campaigns to test staff awareness. Any employee who clicks a simulated phishing link receives immediate remedial training.
Clear written policies govern every scenario: what to do if a PHI document is accidentally emailed to the wrong address, how to handle a lost device, and how to report a suspected breach internally.
Every employee signs an annual compliance attestation confirming they have read, understood, and will adhere to all HIPAA and data security policies — creating a documented accountability trail.
HIPAA penalties are tiered by the degree of negligence. Even accidental violations carry six-figure penalties — and willful neglect can trigger criminal prosecution.
When you partner with Probiz, you transfer significant compliance risk to a team that treats security as its core competency — not an afterthought.
Our guarantee: We maintain comprehensive cyber liability insurance and professional indemnity coverage, providing our clients with an additional financial backstop against any Probiz-attributable compliance event.
| Violation Tier | Minimum Fine | Annual Maximum |
|---|---|---|
| Unknowing Violation | $100 | $25,000 |
| Reasonable Cause | $1,000 | $100,000 |
| Willful Neglect (Corrected) | $10,000 | $250,000 |
| Willful Neglect (Uncorrected) | $50,000 | $1,500,000 |
| Criminal Prosecution | Up to 10 years imprisonment | |
Source: HHS Office for Civil Rights (OCR) — HIPAA Enforcement Guidelines
We combine certified expertise with proprietary technology to deliver unmatched revenue cycle performance.
Our advanced rules-based scrubbing engine runs every claim against millions of payer-specific rules before submission, practically eliminating front-end rejections and accelerating your cash flow.
We don't use generalists. Your account is managed by specialty-specific certified coders who understand the nuances of your exact clinical discipline, ensuring maximum compliant reimbursement.
Stop waiting for end-of-month reports. Our proprietary BI dashboards give you real-time visibility into collection rates, A/R aging, and denial trends.
We work seamlessly within your existing software via secure, HIPAA-compliant VPNs. Zero data migration required, and zero disruption to your clinical workflow.
Switching billing partners shouldn't disrupt your cash flow. Our meticulously engineered onboarding process ensures a smooth, parallel transition.
We establish secure remote access to your EHR/PMS and map your existing workflows without interrupting your current team.
We audit your past claims to identify immediate revenue leakage, coding errors, and systemic denial trends.
Our rules-based scrubbing engine is programmed with your specific payer matrix and local coverage determinations to prevent future denials.
We take over day-to-day operations, instantly applying our optimized workflows to accelerate your cash flow and reduce days in A/R.
Common questions about our process, integration, and security.
Speak with our compliance team to understand exactly how Probiz safeguards your PHI — and request a copy of our signed BAA template.
Talk to Our Compliance Team