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Terms of Use

Welcome to White Glove Medical Billing. These Terms of Use are an agreement between you and White Glove Medical LLC, a Texas limited liability company doing business as White Glove Medical Billing ("we," "us," or "our"). By using our website or services, you agree to these Terms of Use. If you do not agree, please discontinue use immediately.

1. We Are a Medical Billing Firm — Not a CPA Firm or Tax Preparer

White Glove Medical Billing provides medical coding, billing, claim submission, and revenue cycle management services to healthcare practices. All coding is performed by certified coders credentialed through the AAPC or AHIMA, working strictly from the documentation the practice provides. We are not a healthcare provider, not a law firm, not an insurance company, and not a government agency, and we hold no accreditation or endorsement from any payer, plan, or government program. We do not practice medicine, examine patients, or determine medical necessity — a code reflects what the record documents, and where the record does not support a code we query the provider rather than assume. Claims are submitted under the provider's own National Provider Identifier, and the practice remains responsible for the clinical record and for certifying the medical necessity of what it documents.

Specifically, and without limitation, we do not:

Preparation and filing of sales and city tax returns and preparation and e-filing of Form 1099 information returns are within our scope and are not income tax return preparation. We perform those as a medical billing function using records you provide.

2. Scope of Services

Our scope is the revenue cycle end to end: medical coding by certified coders from provider documentation, charge entry, claim scrubbing and submission, clearinghouse rejection follow-up, payment and adjustment posting, denial management and appeals, accounts receivable follow-up, patient statements and billing support, eligibility and benefit verification, and prior authorization. Anything outside that scope — clinical care, legal representation, and payer or government audit response — is referred out.

Codes are assigned from the documentation the practice provides, and they can only ever reflect what that documentation supports. Where the record is ambiguous or incomplete we raise a query rather than infer intent. The practice remains responsible for the accuracy and completeness of the clinical record, for certifying medical necessity, and for everything submitted under its providers' National Provider Identifiers.

By using our platform, you agree to:

3. No Advice; No Guarantees

Nothing on this site constitutes legal, compliance, coding, clinical, or tax advice, and nothing here creates a professional-client relationship. Consult qualified counsel or a credentialed coding professional for guidance specific to your practice.

Coverage determinations, claim adjudication, payment amounts, and appeal outcomes are decided solely by the applicable payer, plan, or government program. Rules, fee schedules, and timely-filing limits change and vary by payer and by state; collections, reimbursement, turnaround times, and appeal results are not guaranteed and will differ by practice.

4. Third-Party Services and Trademarks

We may reference or connect you to third-party services (for example accounting platforms, payroll providers, website hosts, and email providers). We are not responsible for third-party actions or terms. Any interaction with external vendors is at your own discretion.

Third-party names and trademarks are the property of their respective owners and are used on this site for identification and description only. That includes electronic health record and practice management systems (Epic; Oracle Health, formerly Cerner; athenahealth; AdvancedMD; Tebra, formerly Kareo; eClinicalWorks; NextGen Healthcare; DrChrono; Practice Fusion); clearinghouses and revenue cycle platforms (Availity; Waystar; Change Healthcare; Optum; Inovalon; TriZetto); health plans and payers (including Aetna, Cigna, Humana, UnitedHealthcare, Elevance Health, Centene, Molina Healthcare, and the independent Blue Cross and Blue Shield companies); coding and professional bodies (the AAPC; the American Health Information Management Association; the American Medical Association, which owns the CPT code set; and their membership and certification marks); and government bodies such as the Centers for Medicare and Medicaid Services, the Department of Health and Human Services, the Office for Civil Rights, Medicare Administrative Contractors, and state Medicaid programs, insurance departments, and licensing agencies. White Glove Medical Billing is an independent company. We are not affiliated with, authorized by, endorsed by, sponsored by, or otherwise connected to any of them, and no reference on this site should be read as implying that we are, or as implying any certification, accreditation, credentialing, or licensure by them. Any other product, service, company, platform, payer, or organization named anywhere on this site is likewise named for identification only and belongs to its owner.

5. Privacy

Your use of this site is governed by our Privacy Policy. California residents should also review our CPRA notice.

6. Intellectual Property

All site content including graphics, layouts, copy, and logos is the property of White Glove Medical Billing and may not be copied or redistributed without written consent.

7. Limitation of Liability

To the maximum extent permitted by law, we are not liable for indirect, incidental, special, or consequential damages resulting from the use or misuse of this site or our services. This includes, but is not limited to:

Our total liability for any claim is limited to the fees paid to us for the service giving rise to the claim.

8. Indemnification

You agree to indemnify and hold harmless White Glove Medical Billing, its owners, and partners from any claim arising out of your use of the site, the records you provide, or your violation of these Terms.

9. Changes to These Terms

These Terms may be modified at any time. Updates will be posted here and effective immediately. Continued use after changes constitutes acceptance.

10. SMS Terms and Conditions

By providing your phone number, you consent to receive SMS updates related to consultations, onboarding, or account support.

Opt-Out Instructions

You may opt out anytime by replying STOP to any message. Reply HELP for assistance.

Fees and Support

We do not charge for SMS, but your carrier may apply standard rates. For help, email us at support@whiteglovemedicalbilling.com.

SMS Privacy

SMS data is handled in accordance with our Privacy Policy.

11. Governing Law

These Terms are governed by the laws of the State of Texas, without regard to its conflict-of-laws principles. White Glove Medical LLC is organized and operating under the laws of the State of Texas, and venue for any dispute lies in the state or federal courts located in Texas.

12. Contact Information

Questions? Contact us via our Contact form or email us at support@whiteglovemedicalbilling.com. White Glove Medical LLC d/b/a White Glove Medical Billing.