Effective Date: 01/01/2026

​

Welcome to Xhale Billing Services (“Company,” “we,” “our,” or “us”). These Terms and Conditions (“Terms”) govern your access to our website and your use of our behavioral health billing and administrative services. By using this website or engaging our services, you agree to these Terms.

 

1. Behavioral Health Billing Services

Xhale Billing Services provides administrative and revenue cycle management services exclusively for behavioral health providers, including but not limited to claims submission, insurance verification, payment posting, denial management, and reporting (“Services”). All Services are customized and governed by a separate written service agreement.

 

2. No Clinical, Legal, or Coding Authority

We do not provide clinical services, medical advice, legal advice, or treatment recommendations. Clients retain sole responsibility for:

• Clinical care and treatment decisions

• Documentation accuracy and completeness

• Final approval of CPT codes, modifiers, and diagnoses

• Compliance with federal, state, and payer-specific regulations

 

3. Client Responsibilities

Clients agree to:

• Provide accurate and timely clinical documentation

• Maintain all required licenses, credentials, and payer enrollments

• Comply with HIPAA and all applicable privacy laws

• Review billing reports and promptly notify us of discrepancies

Billing outcomes may be impacted if client responsibilities are not met.

 

4. Fees and Payment Terms

Fees are outlined in the client’s service agreement and are typically based on a percentage of collected revenue or another agreed-upon structure. Fees are earned upon collection and are non-refundable unless otherwise stated in writing. Failure to remit payment may result in service suspension or termination.

 

5. No Guarantee of Reimbursement

While we make every reasonable effort to submit clean claims and follow up on unpaid or denied claims, we do not guarantee reimbursement. Payment is subject to payer policies, client documentation, authorization compliance, and other factors beyond our control.

 

6. HIPAA & Confidentiality

We maintain HIPAA-compliant systems and safeguards to protect Protected Health Information (PHI). Clients authorize Xhale Billing Services to access PHI solely for the purpose of performing contracted billing services. A Business Associate Agreement (BAA) will be executed as required.

 

7. Independent Contractor Relationship

Xhale Billing Services operates as an independent contractor. Nothing in these Terms or in any service agreement shall be construed as creating an employer-employee, partnership, or joint venture relationship.

 

8. Intellectual Property

All website content, including text, logos, branding, and materials, is the property of Xhale Billing Services and may not be reproduced or distributed without written permission.

 

9. Limitation of Liability

To the maximum extent permitted by law, Xhale Billing Services shall not be liable for indirect, incidental, consequential, or special damages. Total liability shall not exceed the amount of fees paid to Xhale Billing Services in the [3] months preceding the claim.

 

10. Termination of Services

Either party may terminate services in accordance with the service agreement. Upon termination, outstanding balances remain due, and access to systems and data will be handled in compliance with legal and contractual obligations.

 

11. Website Use

Users agree not to misuse this website, attempt unauthorized access, or interfere with site functionality. We reserve the right to update, modify, or discontinue website access at any time.

 

12. Modifications to Terms

We may update these Terms at any time. Changes will be posted on this page with an updated effective date. Continued use of the website constitutes acceptance of revised Terms.

 

13. Governing Law

These Terms are governed by the laws of the State of Pennsylvania, without regard to conflict-of-law principles.

 

14. Contact Information

For questions regarding these Terms, please contact:

Xhale Billing Services
Email: wesley@xhalebilling.com
Phone: (814) 292-9055