3. Services Provided by State Billing Services

State Billing Services is a U.S.-based medical revenue cycle management company offering services such as:

• Medical billing
• Medical coding
• Provider credentialing
• Revenue cycle management (RCM)
• Practice support solutions

Additional details about our services can be found on our website.

4. Communications Policy

State Billing Services is committed to respectful, transparent, and compliant communication practices.

4.1 Authorized Communication Platform – RingCentral

State Billing Services utilizes RingCentral, a secure and industry-recognized business communication platform, for all official voice calls, SMS messaging, and internal chat communications.

RingCentral is used exclusively for:

• Communication with contracted healthcare providers
• Internal coordination among SBS staff
• Service-related notifications and support communications

We do not use RingCentral for:

• Marketing campaigns
• Promotional outreach
• Mass messaging
• Unsolicited contact

All communications conducted through RingCentral are strictly limited to operational, contractual, and service-related purposes.

4.2 Communication Channels

SMS (Text Messaging)

SMS is used only for:

• Service-related communication with contracted healthcare clients
• Internal coordination among SBS staff

We do not send marketing or promotional messages.

Examples:

• “Your billing report for January is available in your portal.”
• “Reminder: Internal meeting tomorrow at 10 AM.”

Clients may opt out at any time by replying STOP.

Phone & VoIP Communication

We use secure phone systems (including RingCentral) exclusively for:

• Client service discussions
• Internal staff communication

No advertising, promotions, or unsolicited outreach occurs via these channels.

4.3 Initial Contact Policy

SBS does not initiate unsolicited marketing contact.

If a healthcare provider submits a form on our website requesting information or a consultation, they are voluntarily asking to be contacted. Initial outreach is conducted by phone call only, not SMS.

4.4 Client Communication after Contracting

Once a provider becomes a contracted client, SBS may use phone calls and SMS (via RingCentral) for:

• Billing updates
• RCM support
• Service-related notifications

All messages remain strictly operational and non-promotional.

Privacy Policy- HIPAA-Aligned SMS Section

SMS Privacy & HIPAA Compliance

State Billing Services complies with applicable HIPAA regulations and safeguards Protected Health Information (PHI). SMS messaging is used only for permitted communication purposes and does not include sensitive medical information.

Mobile Opt-In & Data Protection

Mobile opt-in, SMS consent, and phone numbers collected for SMS communication purposes will not be shared with any third party or affiliates for marketing purposes.

SMS communications from State Billing Services may include general customer care or account-related notifications. No diagnosis, treatment details, or sensitive PHI will be transmitted via SMS.

You may opt out at any time by replying STOP. For assistance, reply HELP or contact:

📞 +1 (888) 341-7321

SMS Terms & Conditions (HIPAA-Aligned)

SMS Consent Communication

Phone numbers collected through the SMS consent process are used solely for communication with State Billing Services and are not shared with third parties for marketing purposes.

Types of SMS Communications

If you have consented to receive SMS messages from State Billing Services, you may receive messages related to:

• Customer Care 
• Marketing service 

Example Message:

“Hello, this is a reminder regarding your account with State Billing Services. You can reply STOP to opt out of SMS messaging at any time.”

⚠️ HIPAA Notice: SMS messages will not include sensitive medical information or Protected Health Information (PHI).

Message Frequency

Message frequency may vary based on communication type.

Example:

“Message frequency may vary. You may receive up to 4 SMS messages per week regarding your account or service updates.”

Potential Fees for SMS Messaging

Standard message and data rates may apply depending on your carrier’s plan. Fees may vary for domestic or international messages.

Opt-In Method

You may opt in to receive SMS messages from State Billing Services by:

• Submitting an online form and checking the optional SMS consent checkbox

Opt-Out Method

You may opt out at any time by replying STOP to any SMS message.
You may also contact us directly to request removal from our messaging list.

Help

If you are experiencing any issues, you can reply with the keyword HELP. Or, you can get help directly from us at https://statebillingservices.com/communication-policy/

Additional Options

If you do not wish to receive SMS messages, simply do not check the SMS consent checkbox on our forms.

Standard Messaging Disclosures

• Message and data rates may apply
• Opt out anytime by texting STOP
• For assistance, text “HELP” or visit our [Privacy Policy] and [Terms and Conditions] pages.
• Message frequency may vary

Important Compliance Note

This SMS program is designed to align with HIPAA, TCPA, TCR, and RingCentral messaging requirements. SMS is not intended for the transmission of sensitive medical information.

5. SMS Consent & Opt-Out

Consent Collection

Consent for SMS communication is obtained either:

• Verbally, or
• Through digital forms

Consent applies only to service-related messaging.

Opt-Out

Clients may reply STOP at any time to discontinue SMS messages. Once a contract ends, SBS automatically stops SMS communication unless initiated by the client.

6. Verbal SMS Consent Procedure

SBS staff follows a standardized script when obtaining verbal consent:

“State Billing Services may send you SMS notifications related to your billing and account updates. Message frequency may vary, and standard messaging rates may apply. You can reply STOP at any time to opt out or HELP for assistance. Do you agree to receive these messages?”

Consent is documented internally, and confirmation is provided.

7. Website Forms Usage

Our website forms are designed solely to allow healthcare providers to request:

• Consultations
• Demos
• Service information

Key Points:

• Form submission does not trigger SMS
• Initial communication is conducted via phone
• SMS is used only after a provider becomes a contracted client

8. Data Protection & Security

HIPAA Safeguards

• Encrypted data transmission and storage
• Role-based access controls
• HIPAA-compliant vendors and agreements (including RingCentral)
• Staff training and regular audits

General Data Security

• Multi-factor authentication

• Secure data storage
• No sale, rental, or trading of personal data
• Data retention aligned with le/gal requirements

9. Information We Collect

• If you visit or use our websites from outside the United States, please be aware that State Billing Services operates under U.S. laws. Any information you provide may be collected, transferred, stored, or processed within the United States or in other countries where we or our service providers operate. Privacy and data protection standards in these locations may differ from those in your country of residence. By accessing our websites or submitting your information, you acknowledge and consent to the handling of your data in accordance with this Privacy Policy and applicable U.S. laws.
• When you interact with or use our services, we may request specific information that helps us recognize you or communicate with you. This information may include details that directly or indirectly identify you as an individual.
• Such information may include, but is not limited to:
• Email address
• Full name
• Telephone number
• Mailing address, including city, state/province, and postal code
• Information related to how you access and use our services

10. How Information Is Collected

We collect information through:

• Direct submissions (forms, calls, emails)
• Automated technologies (cookies, analytics tools)
• Business partners or publicly available sources
• Event participation or office visits

11. Use of Personal Information

Personal data may be used to:

• Provide and improve services
• Respond to inquiries
• Authenticate users
• Maintain security and compliance
• Communicate service updates
• Fulfill legal obligations

De-identified or aggregated data may be used for lawful business purposes.

12. Information Sharing & Disclosure

We may share information with:

• Service providers and vendors
• Affiliates and operational partners
• Legal or regulatory authorities when required
• Third parties with your consent

We do not sell personal data.
De-identified healthcare data is shared only in compliance with HIPAA.

13. Cookies & Tracking Technologies

Our website uses cookies and similar technologies to:

• Improve user experience
• Maintain security
• Analyze site performance

You may manage cookie preferences through the website footer.

14. Social Media & Third-Party Integrations

Our platforms may include social media features or external links. Any data shared through those platforms is governed by their respective privacy policies.

15. Consumer Privacy Rights

Residents of applicable U.S. states may have rights to:

• Access personal data
• Correct inaccuracies
• Request deletion
• Opt out of certain data processing
• Receive data portability

Requests can be submitted using the contact details below.

16. California Privacy Notice

California residents have additional rights under applicable laws, including the right to request disclosure details, deletion, correction, and opt-out options. SBS does not discriminate against individuals for exercising these rights.

17. Children’s Privacy

Our services are intended for individuals 18 years or older. We do not knowingly collect information from children under 13.

18. International Users

All data collected by SBS is governed by U.S. law. By using our services, you consent to data processing and storage in the United States.

19. Policy Updates

We may update this Policy periodically. Updates will be posted on our website with a revised effective date.

20. Contact Information

For questions, concerns, or privacy requests, contact:

State Billing Services

• 📞 +1 (888) 341-7321
  
• 📧 info@statebillingservices.com
  
• 📍 160 East Wesmark Boulevard, Suite C
  Sumter, SC 29150

Alternative formats are available upon request.

LEGAL DISCLAIMERS & ACKNOWLEDGEMENTS

Disclaimer of Liability: This Privacy Policy is provided for informational purposes only. While State Billing Services makes every effort to ensure compliance with applicable laws and regulations, we do not guarantee that this Policy addresses every legal requirement in every jurisdiction. Users are responsible for understanding how this

Policy applies to their specific circumstances.

Third-Party Services: This Policy does not cover third-party services, platforms, or websites, even if accessed through our services. Users should review the privacy policies of all third-party services they utilize.

Jurisdictional Limitations: This Policy is designed to comply with U.S. federal laws and regulations, including HIPAA, TCPA, and state privacy laws where applicable. International users should be aware that data protection standards may vary by country.

No Attorney-Client Relationship: Reviewing this Policy does not create an attorney-client relationship. For legal advice regarding privacy matters, consult with qualified legal counsel.

RingCentral Integration: Our use of RingCentral is subject to RingCentral’s terms of service and privacy policy. While we ensure our use complies with applicable regulations, RingCentral’s platform security and features are managed according to their corporate policies.

Healthcare Provider Responsibility: Healthcare providers using our services remain responsible for their own HIPAA compliance and patient communication practices. SBS serves as a business associate and follows the terms of executed Business Associate Agreements.

Policy Interpretation: In case of any conflict between this Policy and executed contractual agreements, the terms of the executed agreement shall prevail.

Updates & Modifications: We reserve the right to modify this Policy at any time. Continued use of our services after modifications constitutes acceptance of the updated Policy.

Date Effective Date: May 25, 2025
Review Date: May 25, 2026
Authorized By: State Billing Services Compliance Department.