Privacy policy
How SFA Solutions LLC collects, uses and protects information when you visit our website, contact us or use our services.
Overview
SFA Solutions LLC ("SFA Solutions," "we," "us," or "our") is a medical billing and revenue cycle management (RCM) company headquartered in Austin, Texas. This Privacy Policy describes how we collect, use, disclose and safeguard information when you visit sfasolutions.net, contact us, or use our RCM services. By using our website or services, you agree to the practices described here. If you do not agree, please do not use our website and contact us with your concerns.
We do not sell your personal information, and we do not share mobile numbers or SMS consent with third parties for their marketing.
When we handle Protected Health Information (PHI) for a healthcare provider, that handling is governed by HIPAA and our Business Associate Agreement with the provider, as described below.
Information we collect
Information you give us
- Contact details: name, email address, phone number and practice name submitted through our forms, by email or by phone.
- Practice details: specialty, number of providers, EHR or PM system and billing challenges you share when requesting an audit, quote or call.
- Communications: messages and correspondence you send us.
- Service data: information needed to deliver RCM services to clients, such as provider credentialing details, system access arranged by the practice, and billing data processed under a signed Business Associate Agreement.
Our website forms are for practice contact details only. Please do not send patient names, dates of birth or other health information through them.
Information collected automatically
- Server logs: browser type, operating system, referring page, request time and IP address, collected by our hosting provider.
- Site interaction events: if we enable analytics, basic events such as page views, clicks on our audit buttons, phone and email links, and form submissions.
Mobile numbers and text messages
Giving us a mobile number is optional. We only send text messages to people who check the text message consent box on our forms or otherwise give us express consent.
What we text about
- Account notifications
- Billing updates
- Appointment reminders
- Replies to your support requests
Messages may be sent using automated technology. Consent to receive texts is not a condition of buying any service. Message frequency varies. Message and data rates may apply.
Opting out
Reply STOP to any message to stop receiving texts, or HELP for help. You can also contact us at info@sfasolutions.net or (737) 600-8899 or (616) 797-9171.
No sharing of mobile data
We do not sell, rent or share mobile numbers or text message opt-in data with third parties or affiliates for their marketing or promotional purposes. Mobile information is shared only with service providers that help us deliver messages, under confidentiality obligations.
How we use information
- Responding to you: answering inquiries, arranging and walking you through free audit findings, and preparing quotes.
- Service delivery: providing medical billing, credentialing, virtual assistance and RCM services to clients.
- Compliance: meeting obligations under HIPAA, the TCPA, state law and our contracts.
- Website improvement: understanding how visitors use our website.
- Security: detecting and preventing technical issues, fraud and unauthorized access.
We do not use your personal information for automated decision-making that produces legal or similarly significant effects.
HIPAA and patient information
When SFA Solutions handles PHI for a healthcare provider, that handling is governed by HIPAA and the Business Associate Agreement with that provider. Every client signs a BAA before we access any PHI, and no PHI is reviewed for a free audit before a BAA is signed.
Our HIPAA-compliant processes include HIPAA training for our team, working inside the practice's own systems using access the practice grants and controls, and breach notification as required by HIPAA and the BAA. Clients with questions about PHI under their BAA can contact their account manager.
How we protect information
- Our website uses HTTPS (TLS) so information you submit is encrypted in transit between your browser and our server.
- Our team members complete HIPAA privacy and security training.
- Staff use multi-factor authentication and encrypted computers for client work.
- We complete an annual HIPAA security risk assessment.
- We sign a Business Associate Agreement with every client before accessing PHI.
- We work inside each client's own systems using access the client controls.
No method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security of information sent to us by email or web form.
Your choices and rights
Depending on where you live, you may have the right to access, correct or delete personal information we hold about you, to object to or restrict certain processing, to receive a copy of your data, and to withdraw consent. To make a request, email info@sfasolutions.net. We respond within 30 days. You can unsubscribe from emails using the link in any email, and stop texts by replying STOP.
Data retention
- Website inquiries: kept for up to 24 months, then deleted unless a service relationship begins.
- Client service data: kept for the engagement plus seven (7) years, in line with healthcare billing record requirements.
- Mobile numbers and SMS records: kept while needed for the purpose collected, and opt-out records kept so we honor them.
- PHI: retained and returned or destroyed as set out in the applicable BAA and HIPAA.
Changes to this policy
We may update this Privacy Policy to reflect changes in our practices or legal requirements. When we do, we update the "Last updated" date above. For material changes, we will give notice on our website or by email where we have your address.
Contact us
Questions or requests about this Privacy Policy can be sent to:
- SFA Solutions LLC
- 5900 Balcones Dr Suite 28528, Austin, TX 78731
- Phone: (737) 600-8899. Secondary: (616) 797-9171
- Fax: (616) 239-0024
- Email: info@sfasolutions.net
- Hours: Monday to Friday, 8:00 AM to 5:00 PM CT
You may also file a complaint with the Federal Trade Commission or your state Attorney General.
Links to social media
Our website links to our profiles on LinkedIn, Instagram, X and YouTube. Those platforms may collect information when you visit them under their own privacy policies. We do not embed their tracking features on our pages.