Privacy
How we protect the records we hold.
Sunset Billing Archive holds billing records on behalf of the practices that entrust them to us. This page explains, in plain language, how we protect that information, when we release it, and what rights you have. It is a summary and is not a substitute for the Notice of Privacy Practices issued by the practice that treated you.
Our role
Sunset Billing Archive, a DBA of The Buckson Group, LLC, acts as a records custodian and HIPAA business associate for each practice whose records we hold. We operate under a written Business Associate Agreement with each practice and under the practice's standing direction for how patient and attorney requests are handled.
What we hold
Billing records only: patient account ledgers, payment and adjustment history, insurance and patient balances, appointment history, anything posted to the ledger after the archive date, and limited reconstructed claim forms where the practice supplied the data. We do not hold clinical records, imaging, laboratory results, original claims, claim submission history, explanations of benefits, or remittances. Those remain with the practice or its medical records custodian.
How we protect it
- Records are stored in a HIPAA-covered Microsoft 365 environment with encryption at rest and in transit, access limited to named staff, and audit logging of access.
- Request forms and document uploads use encrypted, HIPAA-covered services. We never ask for patient information by phone or by unencrypted email.
- Outgoing releases are sent by encrypted email, fax, or mail.
- Staff who handle requests are trained on HIPAA release-of-information requirements.
When we release records
We release billing records only on a valid request: to the patient or their personal representative with a signed authorization and photo ID, to an attorney or other representative with a HIPAA-compliant authorization signed by the patient, or as otherwise required by law. Every release is limited to the dates of service, payer, and condition named in the authorization. Requests from payers, government agencies, auditors, or by subpoena or court order are referred to the practice's designated representative and handled under their direction.
Accuracy of records
Records are provided as received from the practice's billing system. The archive is only as complete and accurate as the data released to it. Blank fields and source-system errors carry over, and every release states this.
Retention
We retain records for the period required by the state law and CMS guidelines that apply to the practice, generally seven to ten years, depending on the data the practice provided. At the end of the retention period records are destroyed in accordance with the agreement with the practice.
Your rights
You have the right to request a copy of your own billing records, to request an accounting of certain disclosures, and to file a complaint if you believe your privacy rights have been violated. Complaints may be sent to us at the address below or to the U.S. Department of Health and Human Services, Office for Civil Rights.
This website
This website does not use advertising or tracking cookies. Form submissions and uploads are processed by Microsoft 365 under our Business Associate Agreement with Microsoft. Standard web-server logs may record your IP address and the pages you visit.
Contact
Sunset Billing Archive, a DBA of The Buckson Group, LLC
2624 Timber Dr, Suite 151, Garner, NC 27529
Email: billingrecords@sunsetbillingarchive.com · Fax: 888-518-4948
Effective [DATE]. We may update this notice; the current version is always posted here.