BellMedEx Communications Policy
At BellMedEx, we prioritize transparency, compliance, and respect in all our communications. As a medical billing, medical coding, provider credentialing, and revenue cycle management (RCM) company, we ensure our practices align with the highest standards. Below, we outline how we communicate with our clients and staff, as well as our commitment to safeguarding your information and respecting your preferences.
➜ Communication Channels
1️⃣ Use of SMS
We strictly use SMS for:
Communicating with contracted clients regarding work-related needs.
Internal discussions among our staff.
Example:
A contracted healthcare provider may receive an SMS like: “Dear [Provider Name], your billing update for January is now available in your portal. Please let us know if you have any questions. —BellMedEx Team”
SMS among staff might look like: “Reminder: Team meeting tomorrow at 10 AM to discuss the credentialing process updates.”
Important Note:
We never send promotional or marketing messages to any individual or business.
2️⃣ Ring Central
We exclusively use RingCentral to communicate with:
Our contracted healthcare providers.
Our internal staff.
Example:
A contracted client may receive a RingCentral message or call like: “Hi Dr. Smith, we’ve successfully processed the claim batch you submitted yesterday. Please let us know if there’s anything else we can assist with.”
Internal staff messages may include: “The updated policy document for billing is now available in the shared folder. Please review it before the next team meeting.”
We use RingCentral only for work-related discussions—there is no promotional or marketing communication through this platform.
3️⃣ Initial Contact
At BellMedEx, we do not initiate contact with healthcare providers through unsolicited marketing messages or promotions.
If a healthcare provider fills out our “Contact Us” form on the BellMedEx website to schedule a consultation or request information, they explicitly provide their consent to be contacted by our Customer and Sales Team for the requested discussion.
When submitting the form, the provider agrees to the following terms: “I consent to receive SMS from BellMedEx. Reply STOP to opt-out; Reply HELP for support; Message and data rates apply; Messaging frequency may vary.”
Important Clarification: While this consent is collected as an added precaution, we never send SMS to healthcare providers who simply fill out the contact form on our website. Our primary mode of communication in such cases is always via phone calls, ensuring a direct and professional approach.
Example: A provider who schedules a free demo may receive a call like: “Hello Dr. Lee, this is Sarah from BellMedEx. Thank you for scheduling a consultation with us to learn about our RCM services. How can we assist you?”
4️⃣ Client Communication
Once a healthcare provider becomes a contracted client, we use RingCentral and/or SMS to communicate about:
Medical billing services.
RCM-related queries and updates.
Help and support for their contracted services.
Examples:
SMS to a contracted client: “Hi Dr. Martinez, we’ve resolved the coding issue you flagged yesterday. Please check your dashboard for updated claim details. —BellMedEx Team”
RingCentral chat with a client: “Good morning! Just a reminder that your quarterly report will be ready for review by the end of the week.”
Note:
All communication is strictly work-related, never promotional or marketing.
Clients can opt out of SMS communication at any time by replying STOP.
5️⃣ Consent and Opt-Out Options
Before we send any SMS communication, clients explicitly provide their consent to receive messages. This consent is solely for messages related to work purposes or service-specific, work-relevant updates. These communications are directed exclusively to contracted healthcare providers (our clients).
Examples of SMS Communication with Consent:
“Hello Dr. Adams, your monthly billing summary has been updated in the portal. Please review and let us know if you need assistance. —BellMedEx Team”
“Hi Dr. Green, this is a reminder for tomorrow’s call regarding the RCM adjustments you requested. Let us know if you need to reschedule.”
Opt-Out Option:
Once a healthcare provider decides to discontinue our services or their medical billing contract with BellMedEx has ended, we automatically stop sending them messages. However, for their added peace of mind, we also provide an easy opt-out option for SMS communications.
Opt-Out Instructions:
Clients can reply STOP to any SMS received from BellMedEx at any time to stop receiving further messages.
Once a client opts out or their contract ends, we ensure no further communication is sent unless initiated by the client.
Example of an Opt-Out Message:
“You have successfully opted out of SMS communication from BellMedEx. Thank you for working with us. If you need assistance in the future, feel free to contact us directly.”
➜ How Do We Use Forms on Our Website?
At BellMedEx, the forms available on our website are specifically designed to help healthcare providers conveniently schedule a free demo or consultation regarding our services. This process ensures that the providers themselves are in control of appointing a time to engage with us.
Here’s a detailed breakdown of how our forms are used and how we handle communication:
✅ Purpose of the Form:
When a healthcare provider fills out our “Contact Us” form, they are requesting to schedule a call with our team to discuss our services, such as medical billing, medical coding, provider credentialing, and revenue cycle management.
This form submission reflects the provider’s voluntary interest in learning more about what we offer.
✅ First Step: Communication Over Call Only
Once the form is submitted, our Customer Support Team reaches out to the provider via phone on the number they have provided.
We never send SMS messages at this stage. All communication is conducted through phone calls, ensuring a professional and direct approach.
Example:
A healthcare provider might fill out the form to request a demo. Our team would then contact them with a call like: “Hello Dr. Adams, this is John from BellMedEx. Thank you for filling out our Contact Us form and scheduling a consultation. We’d love to walk you through our services. Do you have a few minutes now to discuss?”
✅ Becoming a Contracted Client:
If the healthcare provider decides to work with us and becomes a contracted client, we proceed to establish further communication channels. At this point, we seek their explicit permission to use SMS as a method of communication.
SMS messages are only used for day-to-day affairs, such as work updates, answering service-related queries, or providing essential information.
✅ No Marketing Messages:
Even after the provider becomes a contracted client, we never send marketing or promotional messages. SMS communication is strictly limited to work-relevant topics.
Example of Work-Related SMS After Contracting:
“Hi Dr. Patel, your latest claim submissions have been processed. Please check your portal for details or let us know if you need assistance. —BellMedEx Team”
➜ Commitment to Privacy and Security
1. HIPAA Compliance
We safeguard Protected Health Information (PHI) through:
Encryption: All data (emails, SMS, calls) is encrypted in transit and at rest.
Access Controls: PHI is accessible only to authorized personnel.
Business Associate Agreements (BAAs): RingCentral and other vendors comply with HIPAA.
Audits & Training:
Regular security audits.
Annual staff training on HIPAA updates.
2). Data Protection
Your information is protected with enterprise-grade measures:
Secure Storage: Data is stored in HIPAA-compliant servers with multi-factor authentication.
Strict Confidentiality:
Client details are never shared with third parties without consent.
Data is retained only as long as legally required.
No Spam: We do not sell, rent, or trade contact information.
Example of Our Commitment:
When a client’s contract ends, all communication stops, and their information is securely archived as per HIPAA regulations.
3). Transparency in Communication
We believe in clear, honest, and respectful communication. Whether you are an existing client or a prospective one, our practices ensure that we communicate only for legitimate reasons and always with your consent.
If you have any questions about this policy or wish to learn more, please contact us via the form on our website or call our designated contact number.
➜ FAQs
How do you use the forms on your website?
Our forms let healthcare providers schedule consultations or demos. Once submitted, we call the provider directly—no SMS is sent at this stage.
Do you send marketing messages?
No, we never send marketing or promotional messages. SMS is strictly for work-related updates and queries for contracted clients.
When do you use SMS to communicate?
We use SMS only after a provider becomes a contracted client, and only for service-related updates and support.
How does opt-in for SMS work?
Consent is obtained when clients provide their details or fill out our forms. However, SMS is used only after they become contracted clients.
Can clients opt out of SMS communication?
Yes, clients can reply STOP to any SMS, and we immediately stop sending messages. This is also an option if their contract ends.
Do you use automated messaging?
No, we do not currently use automated messaging. If used in the future, it will fully comply with RingCentral’s policies and guidelines.
What guidelines do you follow for SMS communication?
We comply with RingCentral’s policies, such as not exceeding message limits, avoiding link shorteners, and obtaining express consent.
Are there prohibited messages or campaigns you avoid?
Yes, we do not send messages related to loans, debt relief, political ads, or any prohibited content as per RingCentral guidelines.
What happens if a client’s contract ends?
We stop all SMS communication once a contract ends, but we still provide opt-out instructions for added peace of mind.
Are you compliant with HIPAA regulations?
Yes, BellMedEx is fully HIPAA-compliant, ensuring all communication and client information is secure.
If you have inquiries, remarks, or wish to exercise your rights under an applicable state law concerning this Policy, the ways in which BellMedex collects and uses your information as described here, or your choices and rights regarding such use, please contact us via:
- Calling 888-987-6250
- Contact Form
- Writing to:
BellMedex Medical Billing
Attn: Chief Compliance Officer
PO Box 88942
Seattle, WA 98138
If you have a disability and would like to access this Policy in an alternative format, please contact us at 888-987-6250.
