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Terms and conditions

Effective December 31, 2025Last updated

These terms govern your access to and use of the SFA Solutions LLC website and our revenue cycle management services.

Acceptance of 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.

If you do not agree to these Terms, please discontinue use of our website and services. If these Terms conflict with a separately signed service agreement, the signed agreement controls.

Services description

SFA Solutions LLC provides revenue cycle management and medical billing services to healthcare providers across the United States. Our core services include:

  • Medical coding and claims submission
  • Charge entry and payment posting
  • Denial management and appeals
  • Accounts receivable follow-up
  • Eligibility and benefits verification
  • Provider credentialing support
  • Reporting, analytics and consulting
  • AI-assisted eligibility, coding, claim review, denial, A/R and payment tools (SFA Intelligence, which runs on a third-party platform SFA licenses), with our team reviewing the results

Specific deliverables, service levels, pricing and timelines for each engagement are defined in individual service agreements. Nothing in these Terms is a guarantee of any specific financial outcome or reimbursement result.

Eligibility

Our services are intended 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 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 may decline or discontinue services if eligibility requirements are not met or if a Client is found to be engaged in practices that violate applicable law or payer requirements.

Client responsibilities

To enable accurate, timely and compliant billing, you agree to:

  • 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 records as requested.
  • Maintain valid licensure, payer enrollments and credentialing for all rendering and billing providers.
  • Grant authorized access to your practice management software, EHR or clearinghouse as required to perform services.
  • Review performance reports and respond to information requests within agreed turnaround times.
  • Ensure that clinical documentation accurately supports the services and codes billed.
  • Notify SFA Solutions promptly of changes to provider credentialing, payer contracts or practice structure.

SFA Solutions is not responsible for billing delays, claim denials or revenue shortfalls caused by incomplete, inaccurate or untimely information provided by the Client, or by documentation that does not support the services billed.

Fees and payment

Fees are set out in your individual service agreement and may be a percentage of net collections, a flat monthly fee, a per-claim fee or another agreed model. Unless your service agreement says otherwise:

  • Invoices are issued monthly 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 law.
  • SFA Solutions may suspend services for accounts unpaid more than thirty (30) days after the invoice due date.
  • Fees exclude applicable taxes, which are the Client's responsibility.
  • Disputed invoice amounts must be raised in writing within ten (10) days of receipt. Undisputed portions remain due on the original schedule.

HIPAA and Business Associate Agreement

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

Before any Protected Health Information (PHI) is shared with or accessed by SFA Solutions, the parties will sign a Business Associate Agreement that governs permitted uses and disclosures of PHI, the safeguards required to protect it and each party's obligations in the event of a breach. This includes any free practice audit: no PHI is reviewed before a BAA is signed.

Confidentiality

Both SFA Solutions and the Client agree to treat all non-public information disclosed in connection with the services as confidential, including patient data and PHI, financial performance data, business processes, pricing and contract terms, and proprietary technology details.

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

Data security

SFA Solutions protects Client and patient information through HIPAA-compliant processes, including:

  • Business Associate Agreements: signed with every client before any PHI is accessed.
  • Workforce training: team members complete HIPAA privacy and security training.
  • Multi-factor authentication: staff use MFA on the systems used for client work.
  • Encrypted devices: staff computers used for client work are encrypted.
  • Annual risk assessment: we complete a HIPAA security risk assessment each year.
  • Working inside your systems: we work in your EHR, practice management system and clearinghouse using access your practice grants, and your practice can change or remove that access at any time.
  • Website connection: our website uses HTTPS (TLS) for data sent through it.
  • Breach notification: we will notify clients of breaches of unsecured PHI as required by HIPAA and the applicable BAA.

Clients are responsible for the security of their own systems, login credentials and access to shared platforms. No security measure is completely free of risk, and SFA Solutions cannot guarantee absolute protection against all threats. Specific safeguards are set out in each client's BAA.

Intellectual property

All content published on sfasolutions.net, including text, graphics, logos, workflows, templates and RCM processes, is the 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 or create derivative works from SFA Solutions materials without prior written authorization.

Client-provided materials remain the property of the Client, including patient data, clinical documentation, practice branding and other information provided for service delivery.

Third-party services

Our services may interface with third-party platforms including practice management systems, EHRs, clearinghouses and payer portals. SFA Solutions does not control and is not responsible for the performance, availability, security, errors or data practices of third-party providers. Your use of those platforms is governed by their own terms and policies. We will make reasonable efforts to tell you about integration issues that affect service delivery, but are not liable for interruptions or data loss that originate in third-party systems.

Disclaimers and no guarantee of outcomes

Our services are provided on an "as is" and "as available" basis. While SFA Solutions works to maximize reimbursement, reduce denials and maintain compliance on your behalf, we do not guarantee any specific financial outcome, collection rate, claim approval rate or revenue level. Performance figures on our website are averages or selected client results and are not guarantees of future performance.

Reimbursement decisions are made by payers and depend on factors outside our control, including payer policies and coverage decisions, regulatory changes, fee schedule updates, the completeness and accuracy of provider documentation, and changes in patient eligibility.

To the fullest extent permitted by law, SFA Solutions LLC disclaims all warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, accuracy and non-infringement.

Limitation of liability

To the maximum extent permitted by law, SFA Solutions LLC and its officers, directors, employees, agents and contractors are not liable for any indirect, incidental, consequential, special, exemplary or punitive damages arising from or related to your use of our website or services, including loss of revenue, collections or anticipated profits; loss of data or records; loss of goodwill; or costs of substitute services.

Our aggregate liability under any agreement will not exceed the total fees paid by the Client to SFA Solutions during the three (3) months immediately before the event giving rise to the claim, unless a higher cap is expressly stated in a signed service agreement.

Indemnification

You agree to indemnify, defend and hold harmless SFA Solutions LLC and its officers, directors, employees, agents and contractors from claims, damages, liabilities, losses, costs and expenses (including reasonable attorneys' fees) arising from your breach of these Terms or any service agreement; inaccurate, incomplete or fraudulent information you provide for billing; your violation of applicable law, payer requirements or licensing rules; clinical, coding or documentation decisions made by your providers; or unauthorized access to shared systems caused by your failure to secure credentials.

Term and termination

  • No long-term contract. Unless your signed service agreement states otherwise, services continue month to month, and either party may end them for any reason with sixty (60) days' written notice.
  • Either party may terminate for material breach if the breach is not cured within thirty (30) days after written notice describing it in reasonable detail.
  • On termination, the Client remains responsible for fees accrued through the effective termination date.
  • SFA Solutions will cooperate in good faith on an orderly transition of Client data, records and billing information, in line with HIPAA and applicable retention requirements.
  • Provisions on confidentiality, intellectual property, limitation of liability, indemnification and governing law survive termination.

SMS messaging terms

SFA Solutions LLC offers text messages to clients and individuals who opt in on our website forms. Messages include account notifications, billing updates, appointment reminders, and replies to your support requests. Message frequency varies. Message and data rates may apply.

Reply STOP at any time to opt out; you will receive one confirmation message and no further texts. Reply HELP for help, or contact us at (737) 600-8899 or info@sfasolutions.net.

Carriers are not liable for delayed or undelivered messages. Consent to receive text messages is not a condition of any purchase or service. For how we handle your information, see our Privacy Policy.

Changes to these terms

SFA Solutions LLC may update these Terms to reflect changes in our services, applicable law, regulatory requirements or business practices. When we do, we update the "Last updated" date at the top of this page. For material changes that significantly affect Client rights or obligations, we will give advance notice by email or a prominent notice on our website. Continued use of our website or services after revised Terms are posted means you accept them.

Governing law

These Terms and any disputes relating to them or our services are governed by the laws of the State of Texas, without regard to conflict-of-law principles. The parties will first try to resolve any dispute through good-faith negotiation for at least thirty (30) days. If that does not resolve it, the dispute will be submitted to binding arbitration or, where arbitration does not apply, to the exclusive jurisdiction of the state or federal courts in Travis County, Texas, as specified in the applicable service agreement.

Severability and entire agreement

If any provision of these Terms is found unenforceable, it will be modified to the minimum extent needed to make it enforceable, and the remaining provisions stay in effect.

These Terms, together with any executed MSA, SOW, BAA and our Privacy Policy, are the entire agreement between you and SFA Solutions LLC on the use of our website and services, and replace prior understandings on the same subject.

Contact us

Questions about these Terms, or formal legal notices, can be sent using the details below. We aim to respond within five (5) business days.