1. Scope of This Policy

This policy applies to communications and data exchanged through:

• Text messages (SMS/MMS)

• Email communications

• Patient portals

• Telehealth platforms

• Electronic Health Record (EHR) systems

• Online forms and website submissions

• Electronic billing and scheduling systems

This policy supplements our Notice of Privacy Practices and does not replace your rights under HIPAA.

2. Types of Information We Collect

Depending on how you interact with us, we may collect:

• Identifying information (name, phone number, email address)

• Appointment and scheduling details

• Billing and insurance-related information

• Communications you send to us electronically

• Limited clinical information entered into or stored within our EHR

• Metadata related to communications (timestamps, delivery status)

We take reasonable steps to limit the collection of information to what is necessary for treatment, payment, healthcare operations, and communication.

3. Use of Digital & EHR Communications

We use electronic communications and EHR systems to:

• Coordinate care and treatment

• Schedule appointments and send reminders

• Provide administrative and billing support

• Communicate practice updates or service information

• Maintain accurate clinical records

• Support continuity of care and legal compliance

Marketing or promotional communications are sent only with appropriate consent, where required by law.

4. SMS/Text Messaging Communications

If you opt in to receive text messages, you may receive SMS communications related to:

• Appointment reminders and scheduling

• Administrative notifications

• Practice announcements

• Limited marketing or informational messages (if separately consented)

Message frequency may vary. Message and data rates may apply.

SMS is not used for therapy sessions or the exchange of detailed clinical information.

5. Email Communications

Email may be used for administrative, scheduling, billing, and general informational purposes. While we take reasonable security measures, standard email is not fully secure.

By communicating with us via email, you acknowledge and accept the inherent risks and agree not to transmit highly sensitive personal health information unless specifically instructed to do so.

6. Patient Portals & EHR Systems

We utilize secure, HIPAA-compliant EHR and patient portal systems to store clinical records and facilitate communication.

Through these systems, you may:

• Access parts of your medical record

• Complete intake or consent forms

• Receive secure messages

• View appointment and billing information

Access to EHR systems is restricted to authorized personnel only and protected through administrative, technical, and physical safeguards.

7. Telehealth & Electronic Platforms

Telehealth services may be provided using HIPAA-compliant platforms. While these platforms are designed to protect privacy, no system can guarantee absolute security.

You acknowledge and accept the risks associated with electronic communications when participating in telehealth services.

8. Consent for Digital Communications

By providing your contact information and engaging with Sandlapper Therapy Group electronically, you consent to receive communications through digital means relevant to your care or administrative needs.

Consent for marketing or promotional communications is obtained separately and is not a condition of receiving treatment.

9. Opt-Out & Communication Preferences

You may manage or withdraw consent for certain types of communications:

• SMS: Text STOP to opt out at any time

• Email: Use the unsubscribe link or contact us directly

• Portal Messages: Adjust preferences within the portal or request assistance

Opting out of certain communications may limit our ability to provide timely administrative updates but will not affect your access to care.

10. Data Sharing & Service Providers

We may use third-party vendors (including EHR providers, messaging platforms, billing services, and telehealth platforms) to support operations. These vendors are required to:

• Use information only for authorized purposes

• Maintain HIPAA-compliant safeguards

• Enter into Business Associate Agreements (BAAs) when required

We do not sell personal or health information.

11. Data Retention & Security

Electronic records and communications are retained in accordance with federal and state laws. We employ reasonable administrative, technical, and physical safeguards to protect information from unauthorized access, disclosure, or misuse.

12. Risks of Electronic Communication

While we take appropriate precautions, electronic communications carry inherent risks. By choosing to communicate digitally, you acknowledge and accept these risks, including potential unauthorized access outside our control.

13. Changes to This Policy

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

14. Contact Information

If you have questions about this policy or your communication preferences, please contact:

Sandlapper Therapy Group
Phone: (803)-200-
Email: office@sandlappertherapygroup.com