Terms & Conditions
Please read these Terms and Conditions carefully before using RMBServ website or services. By accessing our services, you agree to be bound by these terms.
Acceptance of Terms
By accessing or using the RMBServ website located at rmbserv.com, or by engaging any of our medical billing services, you (“Client,” “User,” or “you”) agree to be legally bound by these Terms and Conditions (“Terms”), our Privacy Policy, and any additional agreements or policies referenced herein.
These Terms apply to all visitors, clients, prospective clients, and any other individuals who access or use our website or services. If you are entering into these Terms on behalf of a business or organization, you represent that you have the legal authority to bind that entity.
Agreement
Your continued use of rmbserv.com or any service provided by RMBServ constitutes your ongoing acceptance of these Terms and Conditions. We recommend you save or print a copy for your records.
About RMBServ
RMBServ is a US-based, HIPAA certified medical billing company founded in 2020, headquartered at 5187 Dalai Lama Ave, Richmond, CA 94804. We specialize in providing comprehensive Revenue Cycle Management (RCM) solutions to healthcare providers across all 50 states of the United States.
These Terms apply to all visitors, clients, prospective clients, and any other individuals who access or use our website or services. If you are entering into these Terms on behalf of a business or organization, you represent that you have the legal authority to bind that entity.
- HIPAA certified operations with full compliance
- US-based dedicated team committed to your success
- Serving 27+ medical specialties across all 50 states
- Industry leading 99.9% claim acceptance rate
- Only 3.99% flat rate you pay only when you get paid
- 1 - 4 week onboarding process for new clients
Services We Provide
RMBServ offers the following professional medical billing and revenue cycle management services:
Medical Billing & Coding
Accounts Receivable Management
Credentialing & Contracting
Out-of-Network Negotiation
Eligibility & Benefits Verification
Complete RCM Services
The specific services provided to each client, along with the scope, deliverables, and timelines, will be defined in a separate written Service Agreement executed between RMBServ and the client prior to the commencement of services.
Service Agreement Required
All services are subject to a signed Service Agreement and Business Associate Agreement (BAA). No services will be rendered without execution of these documents. The terms of the individual Service Agreement shall govern in the event of any conflict with these general Terms and Conditions.
Client Responsibilities
As a client of RMBServ, you agree to fulfill the following responsibilities to ensure effective service delivery:
4.1 Accurate Information
- Provide complete, accurate, and up-to-date patient demographic and insurance information
- Supply correct procedure codes, diagnosis codes, and clinical documentation as needed
- Notify RMBServ promptly of any changes to patient information or insurance coverage
4.2 Timely Cooperation
- Respond to RMBServ requests for additional information or documentation in a timely manner
- Provide access to necessary practice management systems, EHR platforms, and billing software
- Designate an authorized contact person for billing related communications
4.3 Legal Compliance
- Ensure all clinical services billed were actually rendered and properly documented
- Comply with all applicable federal and state healthcare laws and regulations
- Maintain active and valid licenses, certifications, and payer enrollments as required
- Not submit or request billing for services that were not rendered or are fraudulent
Important: RMBServ acts solely as a billing agent on your behalf. We are not responsible for the clinical decisions, documentation accuracy, or regulatory compliance of the healthcare provider. The provider is solely responsible for the accuracy and legality of all claims submitted.
Service Agreement & Fees
All service arrangements between RMBServ and clients are governed by a separate, signed Service Agreement. The following general terms apply to all engagements:
5.1 Fee Structure
- RMBServ charges a flat percentage rate of 3.99% of collected revenue for standard medical billing services
- This fee is performance based you only pay when you get paid
- No upfront fees, setup charges, or monthly minimums for standard billing services
- Specialized services (e.g., credentialing, OON negotiation) may be priced separately and will be detailed in the Service Agreement
5.2 Onboarding
Initial Consultation
Free consultation to assess your practice needs and current billing situation.
Agreement Execution
Signing of Service Agreement and Business Associate Agreement (BAA).
System Setup
Integration with your existing EHR/practice management software (15+ platforms supported).
Go Live
Full billing operations begin within 1–4 weeks of agreement execution.
5.3 Service Modifications
Any changes to the scope of services, fees, or agreement terms must be agreed upon in writing by both parties. Verbal modifications or promises are not binding.
Payment Terms
6.1 Billing Cycle
RMBServ invoices clients based on collected revenue from insurance payments and patient payments processed during the applicable billing period. Invoices are generated and sent to clients per the schedule outlined in the individual Service Agreement (typically monthly).
6.2 Payment Due
- Payment is due within 15 days of invoice date unless otherwise specified in the Service Agreement
- Accepted payment methods include ACH bank transfer, check, and other methods as agreed
- Late payments may be subject to a late fee as outlined in your Service Agreement
6.3 Disputes
If you believe an invoice contains an error, you must notify RMBServ in writing within 10 business days of the invoice date. Disputes do not entitle you to withhold payment for undisputed amounts. RMBServ will investigate and respond to all billing disputes within 15 business days.
Contingency Model
Our fee is tied directly to your collections if your claims don't get paid, we don't charge. This aligns our incentives completely with your financial success.
Disclaimer of Warranties
RMBServ provides its website and services on an “as is” and “as available” basis. To the fullest extent permitted by applicable law, we expressly disclaim all warranties, whether express, implied, statutory, or otherwise, including but not limited to:
- Implied warranties of merchantability and fitness for a particular purpose
- Warranties that our services will be uninterrupted, error free, or completely secure
- Warranties that defects or errors will be corrected
- Warranties regarding the accuracy or completeness of any information on our website
7.1 No Guarantee of Reimbursement
While RMBServ maintains a 99.9% claim acceptance rate and uses best-in-class billing practices, we cannot guarantee payment or reimbursement from insurance payers. Insurance reimbursement is ultimately at the discretion of the individual payer and is subject to the patient’s coverage, eligibility, and plan benefits. RMBServ is not liable for payer denials, underpayments, or coverage changes outside our control.
7.2 Not Legal or Medical Advice
Nothing on our website or in our services constitutes legal, medical, financial, or regulatory advice. Clients should consult qualified legal counsel regarding their specific compliance obligations.
Website Use Policy
By accessing rmbserv.com, you agree to use the website only for lawful purposes and in a manner that does not infringe the rights of others. The following activities are strictly prohibited:
8.1 Prohibited Uses
- Using the website for any unlawful, fraudulent, or harmful purpose
- Attempting to gain unauthorized access to any part of our website or systems
- Transmitting any harmful, offensive, or disruptive content
- Using automated tools (bots, scrapers) to collect data from our website without permission
- Impersonating RMBServ, its employees, or any other person or entity
- Interfering with the proper functioning of the website
- Uploading or transmitting viruses, malware, or any malicious code
8.2 Website Availability
RMBServ does not guarantee that the website will be available at all times. We reserve the right to modify, suspend, or discontinue the website at any time without notice. We are not liable for any loss or damage arising from website unavailability.
Limitation of Liability
To the maximum extent permitted by applicable law, RMBServ and its officers, directors, employees, agents, and partners shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to:
- Loss of revenue, profits, or business opportunities
- Loss of data or information
- Business interruption or loss of goodwill
- Damages arising from payer denials, audits, or overpayment recoupments
- Any errors, inaccuracies, or omissions in information provided by the client
In no event shall RMBServ’s total cumulative liability to you for all claims arising from or related to our services exceed the total amount of fees paid by you to RMBServ in the three (3) months immediately preceding the event giving rise to the claim.
Note: Some jurisdictions do not allow the exclusion or limitation of certain warranties or liabilities. In such cases, our liability will be limited to the fullest extent permitted by applicable law.
Indemnification
You agree to defend, indemnify, and hold harmless RMBServ, its affiliates, officers, directors, employees, agents, and successors from and against any and all claims, damages, losses, liabilities, costs, and expenses (including reasonable attorneys’ fees) arising out of or relating to:
- Your use of our website or services
- Your violation of these Terms and Conditions
- Your violation of any applicable law, regulation, or third party right
- Any inaccurate, false, or fraudulent information you provide to RMBServ
- Any billing submitted for services that were not rendered or are otherwise improper
- Any claims by patients, payers, or regulatory authorities arising from your clinical practice
Intellectual Property
All content on rmbserv.com including but not limited to text, graphics, logos, icons, images, audio clips, software, and the overall design is the exclusive property of RMBServ or its content suppliers and is protected by United States and international copyright, trademark, and intellectual property laws.
11.1 Permitted Use
- You may view and print pages from our website for personal, non commercial reference only
- You must retain all copyright and proprietary notices on any copies made
11.2 Prohibited Use
- You may not reproduce, distribute, modify, or create derivative works of our content without prior written permission
- You may not use our trademarks, logos, or brand elements without explicit written consent
- You may not use our content for commercial purposes without a license
The RMBServ name, logo, and all related marks are trademarks of RMBServ. Unauthorized use is strictly prohibited and may result in legal action.
Confidentiality & HIPAA
12.1 Confidential Information
Both RMBServ and its clients agree to maintain the confidentiality of all proprietary, sensitive, or non-public information exchanged in connection with the services. This obligation survives termination of any service agreement.
12.2 HIPAA Business Associate Agreement
HIPAA Requirement
All clients must execute a Business Associate Agreement (BAA) with RMBServ prior to sharing any Protected Health Information (PHI). The BAA governs the handling, use, and disclosure of PHI in strict accordance with HIPAA regulations (45 CFR Parts 160 and 164). No PHI may be shared with RMBServ until a signed BAA is in place.
12.3 PHI Handling
- RMBServ will only use and disclose PHI as permitted by the BAA and applicable law
- All PHI is handled with the highest standards of security and confidentiality
- RMBServ will promptly report any breach or suspected breach of PHI to the client
- Upon termination of services, PHI will be returned or securely destroyed as directed by the client
12.4 Non-Disclosure
RMBServ will not disclose client business information, pricing, patient data, or operational details to any third party without your prior written consent, except as required by law or to fulfill our contracted billing services.
Termination
13.1 Termination by Client
Clients may terminate their service engagement with RMBServ by providing written notice as specified in the individual Service Agreement (typically 30–60 days advance written notice). All outstanding invoices for services rendered up to the termination date remain due and payable.
13.2 Termination by RMBServ
RMBServ reserves the right to terminate services with notice if:
- The client fails to make payment within the agreed terms after notice
- The client engages in fraudulent, illegal, or unethical billing practices
- The client breaches any material term of the Service Agreement or these Terms
- Continuing the engagement would violate any applicable law or regulation
13.3 Effect of Termination
- Upon termination, RMBServ will complete claims in process at the time of termination
- All outstanding fees for services rendered will remain due and payable
- Each party will return or destroy confidential information of the other party
- Provisions relating to confidentiality, liability, and dispute resolution survive termination
13.4 Website Access
RMBServ reserves the right to terminate or restrict your access to our website at any time, with or without cause or notice, at our sole discretion.
Dispute Resolution
14.1 Informal Resolution
Before initiating any formal legal proceedings, both parties agree to first attempt to resolve any dispute informally by contacting RMBServ at Business@rmbserv.com. We will make a good-faith effort to resolve all disputes within 30 days of receiving written notice.
14.2 Binding Arbitration
If informal resolution fails, any dispute, claim, or controversy arising out of or relating to these Terms or our services shall be resolved by binding arbitration administered by the American Arbitration Association (AAA) under its Commercial Arbitration Rules. The arbitration shall take place in Richmond, California. The arbitrator’s decision shall be final and binding and may be entered as a judgment in any court of competent jurisdiction.
14.3 Class Action Waiver
You agree that any dispute resolution proceedings will be conducted on an individual basis only not in a class, consolidated, or representative action. You waive any right to participate in a class action lawsuit or class-wide arbitration against RMBServ.
14.4 Exceptions
Either party may seek emergency injunctive or other equitable relief in a court of competent jurisdiction to prevent irreparable harm pending the outcome of arbitration.
Governing Law
These Terms and Conditions shall be governed by and construed in accordance with the laws of the State of California, United States of America, without regard to its conflict of law principles. Any legal proceedings not subject to arbitration shall be brought exclusively in the state or federal courts located in Contra Costa County, California.
Both parties consent to the personal jurisdiction of such courts and waive any objection to jurisdiction or venue in such courts. These Terms comply with all applicable federal laws, including HIPAA, the Federal Trade Commission Act, and the CAN-SPAM Act.
|
Governing State
|
Arbitration Venue
|
Court Jurisdiction
|
Federal Laws
|
|---|---|---|---|
|
State of California, USA
|
Richmond, California
|
Contra Costa County, California
|
HIPAA, FTC Act, CAN-SPAM Act, and all applicable US federal healthcare regulations
|
By using rmbserv.com or any of our services, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you have any questions or concerns, please contact us before continuing to use our services.