Scope & Regulatory Framework
Millennova Solution ("Millennova," "we," "us," or "our") operates as a specialized enterprise B2B healthcare revenue cycle management (RCM) consultancy, medical billing agency, and federal No Surprises Act (NSA) Independent Dispute Resolution (IDR) advocacy partner.
This Privacy Policy governs all data processing activities across our website (millennovasolution.com), secure intake tunnels, EDI clearinghouse gateways, and client management workflows. We strictly adhere to the Health Insurance Portability and Accountability Act of 1996 (HIPAA), the HITECH Act, the California Consumer Privacy Act as amended by CPRA, and all applicable state data protection laws.
HIPAA Business Associate Status
Under 45 CFR § 160.103, Millennova functions as a qualified Business Associate to healthcare providers, hospitals, ambulatory surgery centers (ASCs), physician groups, and clinical billing entities ("Covered Entities").
Mandatory Business Associate Agreement (BAA) Execution
Prior to receiving any Protected Health Information (PHI) or Electronic Protected Health Information (ePHI), Millennova executes an institutional BAA specifying permitted uses, technical safeguards, audit permissions, and rapid notification timetables.
Categories of Data Processed
We collect and process only the minimum necessary data required to fulfill clinical coding, claims adjudication, and federal dispute arbitration:
A. Clinical & Billing Data (ePHI)
- Patient identification & insurance policy numbers
- CPT, HCPCS, ICD-10 diagnosis & modifier codes
- CMS-1500 & UB-04 claim forms and ANSI X12 837 EDI files
- Explanation of Benefits (EOB) & 835 Remittance Advices
- Operative reports and medical necessity documentation
B. Enterprise Client Data
- Provider National Provider Identifier (NPI) & Tax ID (TIN)
- Practice corporate addresses and administrative contacts
- Billing office telephone numbers and correspondence emails
- EHR/PM system API tokens and clearinghouse routing keys
- Commercial payer contracts and fee schedules
Cryptographic Safeguards & Data Isolation
Our infrastructure employs defense-in-depth architecture to guarantee zero unauthorized access and cryptographic isolation:
- 01. AES-256 Encryption at Rest: All databases, audit logs, and claim document stores are encrypted using Federal Information Processing Standards (FIPS 140-2) validated cryptographic modules with rotating KMS keys.
- 02. TLS 1.3 In-Transit Protocol: All external transmissions over public or private networks strictly enforce TLS 1.3, prohibiting legacy ciphers and unencrypted channels.
- 03. Physical Clean-Room Delivery Facilities: Operations facilities utilize biometric multi-factor entry, paperless dual-monitor workstations, banned personal recording devices, and polarized privacy filters.
- 04. Role-Based Access Control (RBAC): Access to client clinical files is strictly partitioned by provider contract and assigned staff ID with multi-factor authentication (MFA) and immutable session logging.
Data Retention & Sanitization
We maintain data only as long as necessary to satisfy contractual SLA requirements, statutory medical billing audit horizons (typically 6 to 7 years under state and federal Medicare rules), and dispute resolution statutes of limitations.
Upon contract termination or written request from a Covered Entity, Millennova securely returns or destroys all ePHI using NIST SP 800-88 Rev. 1 cryptographic erasure guidelines.
Institutional & Individual Rights
Depending on jurisdiction (including CCPA/CPRA and European GDPR where applicable for non-PHI business contact records), individuals and authorized healthcare clients retain the right to:
- Request an accounting of disclosures of their ePHI under 45 CFR § 164.528.
- Request correction or amendment of inaccurate enterprise records.
- Opt out of non-essential marketing communications at any time.
- Request verification of subprocessor agreements and security certifications.
Privacy Officer & Corporate Inquiries
For privacy inquiries, BAA execution requests, or data protection audits, contact our Privacy and Compliance Office:
Millennova Solution - Privacy & Data Governance Office
5900 Balcones Drive, STE 100
Austin, TX 78731, USA
Phone: +1 201-834-5781
Email: info@millennovasolution.com