Copyright © 2026 Everyday Backups · everydaybackups.com · Secure cloud backup for small business & personal files
This page is about your billing company's own business files, the contracts, fee schedules, worksheets, and reports your office produces and relies on to run client accounts. It is not about patient records or claims data, and Everyday Backups is not a HIPAA or PHI solution, more on that below. What it is about: a small billing team's operational memory, the fee schedules, credentialing paperwork, AR worksheets, and month end packets built up over years for each practice you serve, living on a handful of Windows computers with no second copy anywhere else.
Everyday Backups provides managed, encrypted cloud backup for Windows computers, with monitoring, restore support, and regular backup health reporting. Paid plans from $5.99/mo.
Everyday Backups is a general file and device backup service for Windows computers. It is not positioned, marketed, or built as a solution for patient records, claims data, or any category of protected health information, and we make no HIPAA, HITECH, or related compliance claims anywhere on this page or elsewhere. Everything below refers to your company's own business files, the ones you would recognize as your office's internal paperwork. Any decision about how your company handles protected health information belongs to your business, your own legal counsel, and the business associate agreements you hold with the practices you serve, not to a backup product.
An independent medical billing, coding, or revenue cycle management company is a back office service business. You are not a clinic and you do not hold a patient chart. What you hold is the paperwork and worksheets that let your team do reporting and reconstruction work for the practices you serve, month after month, and much of that record only exists in one place: on the Windows computers your team uses every day.
None of this is patient information. It is the ordinary back office paperwork of a service business, the kind every company keeps, except that for a billing company this paperwork is also the product. A fee schedule built for one client over several years, a credentialing tracker showing what is filed and what is due, a set of worksheet templates a team refined over dozens of month end closes, these are not files you could quickly recreate from memory if a machine failed. They took real time to build, and they represent work already done.
Two things separate a billing company from most other small businesses that keep their own files on a Windows computer, and both come from the nature of the work.
The output is reporting and reconstruction work, and the value sits in the accumulated worksheets. A billing company does not sell a physical product. What it sells is the ongoing production of accurate reports, current AR pictures, and clean month end packets, built on top of fee schedules, rate sheets, and process templates refined over years for each client. If that accumulated material is lost, a new fee schedule or worksheet can eventually be rebuilt, but rebuilding it means reconstructing years of small adjustments and client specific detail from scratch, not restoring a finished product from a backup.
Your office sits between several practices at once, so an outage has a wider blast radius. A single clinic that loses its files has one operation to recover. A billing company typically serves multiple client practices from the same office computer or the same small handful of machines. A hardware failure, a ransomware event, or a lost laptop at your office does not just interrupt your own work, it can stall reporting and collections activity at every practice you serve at the same time, because each of those practices is depending on your office to keep its revenue cycle moving. That is a different kind of exposure than a single-location business carries, even though the underlying files, contracts, worksheets, reports, are the same ordinary kind of business record any small company keeps.
CISA's #StopRansomware guidance and FTC small-business guidance both point in the same direction for a service business like this: keep off-site and offline copies, and test that a restore actually works, rather than assuming a backup job that finished without an error will produce usable files when you need them. For a closer look at what that means in practice, see ransomware restore readiness.
CISA's small-business guidance recommends a 3-2-1 approach: at least three copies of your data, on at least two different types of media, with at least one copy kept off-site. Applied to a billing company's contracts, fee schedules, and worksheets, it looks like this.
The working copy on your office PC is one. A local external drive or office server can be a second. A third, off-site, encrypted backup copy is the one that still exists if the first two are lost together in a fire, theft, or ransomware event.
Two copies on the same kind of local storage add little protection against hardware failure. CISA calls for at least two different types, such as a local drive and a separate off-site backup destination.
Off-site means physically separate from your office. A copy that only lives on a drive next to your billing computer is not an off-site copy, no matter how often it is updated.
CISA recommends keeping at least one copy that is not continuously connected to the network, since ransomware increasingly reaches connected backup destinations along with the files they were meant to protect.
It is worth being direct about the boundary, because the two halves of this are not the same problem.
A backup covering your office's Windows computers means the contracts, fee schedules, credentialing paperwork, AR worksheets, month end reports, and process templates your team built up over years remain recoverable from your own copy, on your own timeline, independent of a single hard drive failure, a lost laptop, or a ransomware event reaching your office network. That is the operational business file half of the problem, and it is the half a backup is actually built to handle.
A backup is a data recovery tool, not a security product. It does not protect patient data, does not prevent a breach, and is not a substitute for whatever security practices your company already follows. Everyday Backups is not positioned as a HIPAA, PHI, patient records, or claims data solution of any kind, and we do not make claims in that area. If your company handles protected health information, decisions about that data, including whatever business associate agreements govern it, belong to your business and your own legal counsel, not to a backup product.
We also do not advise on billing, coding, payer rules, reimbursement, denial management, or audits. Those are questions for your own internal expertise and your payer relationships, not for a backup service.
A billing company shares traits with a few other kinds of businesses we write about, and the differences are worth being specific about.
Like an accounting or bookkeeping firm, your work centers on financial records and client deliverables built up over time, but a billing company's worksheets and fee schedules are structured around client practices and payer relationships rather than general ledgers and tax filings. Like a staffing or recruiting agency, your office sits between multiple client relationships at once, so a single outage can affect several accounts simultaneously rather than one. And unlike a physical therapy clinic or any other clinic we write about, you are not a patient-facing practice yourself. You are a back office vendor to practices like that one, which is exactly why this page stays on your own business files and says nothing about patient records or claims data.
No. Everyday Backups backs up the files on your own Windows computers, the operational business files your company produces and relies on: client contracts, fee schedules, credentialing paperwork you track internally, AR and aging worksheets, month end reports, staff and accounting records, and the templates and SOPs your office runs on. It is not built or positioned as a solution for patient records, claims data, or any category of protected health information, and we make no claims in that area. Any decision about how your company handles protected health information belongs to your business, your own legal counsel, and your business associate agreements with the practices you serve.
No. Everyday Backups is a general file and device backup service for Windows computers. It does not claim HIPAA compliance, does not reference the HIPAA Security Rule, HITECH, breach notification requirements, or any certification, and it is not a substitute for a compliance program, a risk assessment, or advice from qualified counsel. If your company handles protected health information, the requirements around that data are a matter for your own legal counsel and your business associate agreements with the practices you serve, not for a backup product.
Whatever your office saves, exports, or stores locally on its Windows computers: client practice contracts and service agreements, fee schedules and rate sheets, payer enrollment and credentialing paperwork you track as your own record, AR, aging, and collections worksheets your team builds, month end and productivity reports produced for each client practice, staff scheduling, payroll, and HR files, your accounting software's company files, and the internal process documentation, templates, and workflow SOPs your team runs on day to day. It covers the business side of your operation, not any patient or claims data your practice management system or clearinghouse platform holds on its own servers.
It changes the stakes more than it changes the file list. A single-office business that loses its files has one operation to rebuild. A billing company sits between several practices at once, so an outage, a ransomware event, or a failed hard drive on your office computer can stall reporting, AR follow up, and month end packets for every practice you serve at the same time, not just one. The files themselves, contracts, fee schedules, worksheets, and reports, are the same kind of thing a single-location business would back up. There are simply more relationships depending on that one office computer staying recoverable.
No. Everyday Backups is a general file and device backup service. We do not advise on billing practices, coding, payer rules, reimbursement, denial management, or audits, and nothing on this page should be read as guidance on any of those topics. Questions about your billing and coding operations belong with your own internal expertise, your clearinghouse, and your payer relationships.
Only whatever you save, export, or store locally on your own Windows computers. Everyday Backups does not connect to, integrate with, or claim compatibility with any specific clearinghouse portal, practice management system, or billing software. Data that lives only inside a vendor's hosted platform is governed by that vendor's own retention and backup practices, not by this service. If your office exports reports, worksheets, or fee schedules out of that platform and saves them locally, those saved files are what a Windows backup can protect.
The 3-2-1 rule, promoted by CISA, calls for three copies of your data, on two different types of media, with one copy off-site, plus at least one copy that is not continuously connected to the network. For a billing office, the working copy on the office PC is one, a local external drive or server can be a second, and an off-site, encrypted backup is the third, the one that still exists if the office computer fails, is stolen, or is hit by ransomware. An off-site copy also tends to be the one that survives an attack that reaches everything connected to the office network at once.
Everyday Backups installs on Windows computers, backs up chosen files automatically on a schedule, encrypts data in transit and at rest, keeps version history, monitors for failed or missed jobs, and stores backups off-site rather than only on the machine itself. Paid plans start at $5.99/mo. Take the free 2-minute self-check to see where your current setup stands, review the small-business backup checklist for a broader assessment, or schedule a free 15-minute Backup Risk Check with our team, where we look at your setup and identify gaps at no obligation.
Whether you want to check your current setup on your own first or talk it through with someone who can give you a second set of eyes, there is a starting point that fits. Neither option asks you to describe patient or claims data, only your own office setup.
The 2-minute self-check at everydaybackups.com/a/backup-risk-check.html asks a short set of questions about your current setup and tells you where the gaps are. No signup required, and it takes about two minutes.
If you would rather talk through your specific setup, our team runs a free 15-minute Backup Risk Check. We look at what you have, identify gaps, including where fee schedules, credentialing paperwork, or worksheets might live on only one machine, and give you honest guidance on what to fix first, whether or not you use Everyday Backups to do it. Schedule at everydaybackups.com/schedule or call us at 850-980-3691.
Everyday Backups is a general file and device backup service for Windows computers. It is not, and does not claim to be, a HIPAA, HITECH, PHI, patient records, claims data, or business associate agreement solution of any kind, and it makes no claims regarding the HIPAA Security Rule, breach notification requirements, or any certification. This page addresses only the operational business files a medical billing, coding, or revenue cycle management company produces and relies on for its own operations, including client contracts, fee schedules, credentialing paperwork tracked internally, AR and collections worksheets, month end reports, staff and accounting records, and internal process documentation. It does not address, and should not be read as addressing, patient records, claims data, or any protected health information. Any decision about how your company handles protected health information, including whatever business associate agreements apply, belongs to your business, your own legal counsel, and the practices you serve, not to Everyday Backups. Everyday Backups is not a security product; a backup is a data recovery tool, and it does not protect patient data, does not prevent a breach, and does not improve or certify the security of any system. Everyday Backups does not provide billing, coding, payer, reimbursement, denial management, or audit advice of any kind. Everyday Backups does not connect to, integrate with, or claim compatibility with any specific billing software, clearinghouse portal, or practice management system, and it is named only generically throughout this page. References to CISA and FTC guidance are for informational context only and do not constitute endorsement by those organizations. Consult your own legal counsel for requirements specific to your business and the practices you serve.
Everyday Backups runs on Windows, iPhone, iPad, and Android. Set it once; it backs up automatically, encrypted, off-site. Paid plans from $5.99/mo.
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Copyright © 2026 Everyday Backups · everydaybackups.com · Secure cloud backup for small business & personal files