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Atlas Internal Medicine – Privacy and SMS Communication Policy 

Effective Date: June 16, 2025 
Last Reviewed: June 16, 2025 

1. Purpose 

This policy outlines how Atlas Internal Medicine will protect patient privacy and manage text message (SMS) communication using RingCentral. It ensures compliance with the Health Insurance Portability and Accountability Act (HIPAA), federal and state privacy laws, and industry standards. 

2. Scope 

This policy applies to all Atlas Internal Medicine staff, contractors, and third-party vendors who have access to or are involved in sending/receiving SMS communications with patients. 

3. Privacy and Confidentiality Standards 

Atlas Internal Medicine is committed to safeguarding patients’ Protected Health Information (PHI) and Personal Identifiable Information (PII). Our SMS communication will be guided by the following standards: 

• Minimum Necessary Use: Only the information necessary for communication will be included in text messages. 

• No PHI in Unsecured Messages: Unless explicitly authorized by the patient, PHI will not be shared in unencrypted text messages. 

• HIPAA Compliance: All communications will comply with HIPAA regulations and related privacy laws. 

4. SMS Communication Policy 

4.1 Consent and Opt-In 

• Patients must opt-in to receive SMS messages from Atlas Internal Medicine. 

• Consent can be collected: 

• Verbally during visits (documented in the EHR), 

• In writing via patient intake forms, 

• Electronically through our patient portal or intake system. 

• A clear disclaimer will be provided informing patients that: > “Text messages are not a secure form of communication. By opting in, you acknowledge and accept any associated risks.” 

4.2 Types of Permitted SMS Messages 

We may send patients text messages for the following purposes: 

• Appointment reminders and confirmations 

• Health maintenance reminders (e.g., flu shots, annual wellness exams) 

• Patient satisfaction surveys 

• General practice updates (e.g., office closures, new services) 

• Medication refill reminders 

• Follow-up instructions (non-PHI content) 

• Billing notifications or payment links (without PHI) 

4.3 Prohibited SMS Content 

The following content will not be included in SMS messages: 

• Diagnostic results 

• Specific treatment or condition details 

• Any identifiable PHI unless the patient has signed a separate authorization for secure texting 

• Emergency medical advice or triage 

5. Patient Rights 

5.1 Opt-Out 

• Patients may opt out of SMS communications at any time by replying “STOP” to any message. 

• Upon opting out, patients will no longer receive SMS messages unless they re-enroll. 

5.2 Access and Amendment 

• Patients have the right to request access to and amend their communication preferences at any time by contacting our office at 229.273.8501 or stopping by in person. 

6. Security Measures 

• SMS messages will be sent only through RingCentral, a secure, HIPAA-compliant platform. 

• Access to the RingCentral platform will be restricted to authorized staff with unique user credentials. 

• Activity logs will be monitored regularly for compliance and unauthorized access. 

7. Staff Responsibilities and Training 

• Staff must complete training on this policy and HIPAA SMS communication standards prior to gaining access to the RingCentral system. 

• Violations of this policy may result in disciplinary action, up to and including termination. 

8. Disclaimer to Patients 

Patients will receive the following disclaimer upon opting in: 

“Atlas Internal Medicine offers SMS/text communication as a convenience. Messages may include appointment reminders or general updates and are not a secure form of communication. No personal medical information will be shared via text. Message and data rates may apply. Reply STOP to unsubscribe at any time.” 

9. Policy Review and Updates 

This policy will be reviewed annually or upon any material change in technology, law, or workflow affecting patient communication. 

Contact Information 

If you have questions or concerns about this policy or your privacy rights, please contact: 

Atlas Internal Medicine 
201 East 16th Avenue 
Cordele, GA 31015 

Phone: 229.273.8105