Terms & Conditions

Agreement to These Terms

Welcome to SFA Solutions LLC ("SFA Solutions," "we," "our," or "us"). These Terms and Conditions ("Terms") govern your access to and use of our website, sfasolutions.net, and the medical billing, Revenue Cycle Management (RCM), and related healthcare administrative services we provide.

By accessing our website, submitting an inquiry, or entering into a service agreement with SFA Solutions LLC, you ("Client," "you," or "your") confirm that you have read, understood, and agree to be bound by these Terms, along with any executed Master Services Agreement (MSA), Statement of Work (SOW), or Business Associate Agreement (BAA) between you and SFA Solutions.

Description of Services

SFA Solutions LLC provides Revenue Cycle Management and medical billing services to healthcare providers across the United States. Our core service offerings include:

Specific deliverables, service levels, pricing, and timelines for each engagement are defined in individual service agreements executed between SFA Solutions and the Client. Nothing in these Terms constitutes a guarantee of any specific financial outcome or reimbursement result.

Who Can Use Our Services

Our services are intended exclusively for licensed healthcare providers, medical practices, hospitals, clinics, and other authorized healthcare entities operating in the United States. By engaging SFA Solutions, you represent and warrant that:

• You are authorized to enter into this agreement on behalf of your organization.
• Your practice operates in full compliance with applicable federal, state, and local laws and regulations.
• All rendering providers are properly licensed and credentialed in the states where they practice.
• You hold valid payer enrollment agreements for all insurance programs under which claims will be submitted.

SFA Solutions reserves the right to decline or discontinue services at its sole discretion if eligibility requirements are not met or if the Client is found to be engaged in practices that violate applicable law or payer requirements.

Client Obligations

To enable SFA Solutions to deliver accurate, timely, and compliant billing services, you agree to the following obligations throughout the term of your engagement:

• Provide accurate, complete, and timely patient demographic, clinical, and insurance information for all encounters to be billed.
• Supply legible, properly signed, and sufficiently documented superbills, encounter forms, and supporting medical records as requested.
• Maintain valid licensure, payer enrollments, and credentialing for all rendering and billing providers.
• Grant authorized system access to your practice management software, Electronic Health Record (EHR), or clearinghouse as required to perform services.
• Promptly review performance reports and respond to information requests from our team within agreed turnaround times.
• Ensure that all clinical documentation provided to SFA Solutions accurately supports the services and codes being billed.
• Notify SFA Solutions promptly of any changes to provider credentialing, payer contracts, or practice structure.

Fees and Payment Terms

Fees for our services are set forth in your individual service agreement and may be structured as a percentage of net collections, a flat monthly fee, a per-claim fee, or another mutually agreed model. Unless your service agreement specifies otherwise, the following standard terms apply:

• Invoices are issued on a monthly basis and are due within fifteen (15) days of receipt.
• Past-due balances may accrue interest at the lesser of 1.5% per month or the maximum rate permitted by applicable law.
• SFA Solutions reserves the right to suspend services for accounts that remain unpaid beyond thirty (30) days after the invoice due date.
• All fees quoted are exclusive of applicable taxes, which are the sole responsibility of the Client.
• Disputed invoice amounts must be communicated in writing within ten (10) days of receipt. Undisputed portions remain due on the original payment schedule.

HIPAA Compliance & Business Associate Agreement

SFA Solutions LLC operates as a Business Associate as defined under the Health Insurance Portability and Accountability Act of 1996 (HIPAA), the Health Information Technology for Economic and Clinical Health (HITECH) Act, and their implementing regulations at 45 CFR Parts 160 and 164.

Before any Protected Health Information (PHI) is exchanged between the Client and SFA Solutions, the parties shall execute a separate Business Associate Agreement (BAA) that governs the permissible uses and disclosures of PHI, the safeguards in place to protect it, and the obligations of each party in the event of a breach.

Confidentiality Obligations

Both SFA Solutions and the Client agree to treat all non-public information disclosed in connection with the services as strictly confidential. Confidential information includes, but is not limited to:

• Patient data and Protected Health Information (PHI)
• Financial performance data, collection rates, and revenue metrics
• Business processes, workflows, and operational methodologies
• Pricing, fee structures, and contract terms
• Proprietary software, technology, and platform details

Confidential information shall not be disclosed to third parties without the prior written consent of the disclosing party, except as required by applicable law, court order, or regulatory authority. This confidentiality obligation survives the termination or expiration of the service relationship.

Data Security Measures

SFA Solutions employs industry-standard and HIPAA-compliant security measures to protect all Client and patient data from unauthorized access, alteration, disclosure, or destruction. Our security framework includes:

• Encrypted Transmission: All data transferred to and from our systems uses SSL/TLS encryption protocols.
• Secure Storage: Data at rest is protected using industry-standard encryption and access-controlled storage systems.
• Role-Based Access: System access is granted on a least-privilege basis and limited to authorized personnel with a documented need.
• Workforce Training: All staff receive HIPAA privacy and data security training upon hire and annually thereafter.
• Security Assessments: We conduct routine internal compliance reviews and periodic third-party security assessments.
• Incident Response: Documented breach notification and incident response procedures are maintained in accordance with HIPAA and applicable state law.

Intellectual Property Rights

All content published on sfasolutions.net — including but not limited to text, graphics, logos, workflows, templates, software, AI methodologies, and proprietary RCM processes — is the exclusive property of SFA Solutions LLC or its licensors and is protected under United States and international intellectual property laws.

You may not copy, reproduce, modify, distribute, reverse-engineer, or create derivative works from any SFA Solutions materials without prior written authorization from an authorized representative of SFA Solutions LLC.

Client-provided materials remain the sole property of the Client at all times. This includes patient data, clinical documentation, practice branding, and any proprietary information the Client provides to SFA Solutions for purposes of service delivery.

Third-Party Integrations

Our services may interface with third-party platforms including practice management systems, Electronic Health Records (EHRs), billing clearinghouses, payer portals, and other healthcare technology providers. These integrations are provided for your convenience and operational efficiency.

SFA Solutions does not control, endorse, or take responsibility for the performance, availability, security, errors, or data practices of any third-party service provider. Your use of any third-party platform is governed solely by that provider's own terms of service, privacy policy, and applicable agreements.

SFA Solutions will make reasonable efforts to notify you of integration issues affecting service delivery, but shall not be liable for interruptions, data loss, or other issues originating from third-party systems.

Disclaimers & No Guarantee of Outcomes

Our services are provided on an "as is" and "as available" basis. While SFA Solutions makes every reasonable effort to maximize reimbursements, reduce denials, and maintain compliance on your behalf, we do not guarantee any specific financial outcome, collection rate, claim approval rate, or revenue level.

Reimbursement decisions are made entirely by payers and are subject to factors outside SFA Solutions' control, including payer policies and coverage decisions, regulatory changes, annual fee schedule updates, the completeness and accuracy of provider documentation, and changes in patient insurance eligibility.

To the fullest extent permitted by applicable law, SFA Solutions LLC disclaims all warranties — express or implied — including without limitation any warranties of merchantability, fitness for a particular purpose, accuracy, or non-infringement.

Limitation of Liability

To the maximum extent permitted by applicable law, SFA Solutions LLC, its officers, directors, employees, agents, and contractors shall not be liable for any indirect, incidental, consequential, special, exemplary, or punitive damages arising from or related to your use of our website or services, including but not limited to:

• Loss of revenue, collections, or anticipated profits
• Loss of data, records, or clinical documentation
• Loss of business goodwill or reputation
• Costs of substitute services or system replacements

Indemnification

You agree to indemnify, defend, and hold harmless SFA Solutions LLC and its officers, directors, employees, agents, and contractors from and against any and all claims, damages, liabilities, losses, costs, and expenses (including reasonable attorneys' fees) arising from or related to:

• Your breach of these Terms or any executed service agreement with SFA Solutions
• Inaccurate, incomplete, or fraudulent information you provide to SFA Solutions for billing purposes
• Your violation of applicable federal or state laws, payer requirements, or professional licensing regulations
• Clinical, coding, or documentation decisions made by your providers that result in compliance exposure
• Unauthorized access to shared systems or portals resulting from the Client's failure to secure credentials

Term and Termination of Services

The duration and renewal terms of services are governed by the term specified in your individual service agreement. In addition to the terms therein:

• Either party may terminate the agreement for material breach if the breach remains uncured after thirty (30) days' written notice identifying the breach in reasonable detail.
• Upon termination, the Client remains responsible for all fees and charges accrued through the effective termination date.
• SFA Solutions will cooperate in good faith to facilitate an orderly transition of all Client data, records, and billing information in compliance with HIPAA and applicable retention requirements.
• Provisions relating to confidentiality, intellectual property, limitation of liability, indemnification, and governing law survive termination.

Modifications to These Terms

SFA Solutions LLC reserves the right to update or modify these Terms at any time to reflect changes in our services, applicable law, regulatory requirements, or business practices. When changes are made, we will update the "Last Updated" date at the top of this page.

For material changes that significantly affect Client rights or obligations, SFA Solutions will provide advance notice via email or a prominent notice on our website prior to the change taking effect. Your continued use of our website or services after the revised Terms are posted constitutes your acceptance of the updated Terms.

Governing Law & Dispute Resolution

These Terms and any disputes arising out of or relating to them or our services are governed by the laws of the State of Texas, without regard to conflict-of-law principles.

In the event of a dispute, the parties agree to first attempt resolution through good-faith negotiation for a period of no less than thirty (30) days. If negotiations do not result in resolution, disputes shall be submitted to binding arbitration or, where arbitration is not applicable, to the exclusive jurisdiction of the state or federal courts located in Travis County, Texas, as specified in the applicable service agreement.

Severability & Entire Agreement

Severability

If any provision of these Terms is found by a court of competent jurisdiction to be unenforceable, invalid, or contrary to applicable law, that provision shall be modified to the minimum extent necessary to make it enforceable, and the remaining provisions shall continue in full force and effect without interruption.

Entire Agreement

These Terms, together with any executed Master Services Agreement, Statement of Work, Business Associate Agreement, and Privacy Policy, constitute the entire agreement between you and SFA Solutions LLC with respect to the use of our website and services. They supersede all prior or contemporaneous understandings, representations, warranties, and agreements, whether written or oral, relating to the same subject matter.

Questions & Legal Notices

If you have questions or concerns about these Terms and Conditions, or if you need to send a formal legal notice to SFA Solutions LLC, please use the contact information below. We are committed to responding to all inquiries within five (5) business days.