How We Communicate
Professional, transparent, and secure communication practices built on respect for your privacy
Communication Overview
At Betta Medical Billing, we maintain clear and professional communication with healthcare providers, clinic staff, and business partners. This policy outlines how we use various communication channels, ensure compliance with regulatory standards, and respect your preferences for contact. All communications are strictly work-related and handled with confidentiality. We never share contact information or client data with third parties for marketing purposes.
Communication Channels
Email Communication
We use email for billing updates, claim status, compliance notices, and service-related correspondence. All sensitive information is encrypted in transit and encrypted at rest on our servers
Example: “Dr. Patel, your July claim submissions have been processed and forwarded to insurance carriers. Check your portal for status details.”
Phone Calls
We contact providers via phone to discuss billing matters, claim issues, and urgent service updates. Calls are limited to business hours and respects your preferences.
Client Portal
Our secure client portal allows you to view claim details, aging reports, processed submissions, and billing information 24/7. Portal access requires authentication.
In-Person and Virtual Meetings
We schedule meetings to review quarterly performance, discuss workflow improvements, address compliance matters, and plan strategy. Meetings can be conducted on-site or via secure video call.
When and How We Contact You
Your Contact Preferences
- Billing statements and payment invoices (monthly or as agreed)
- Claim status updates and denials requiring action
- Follow-up on documentation gaps that impact processing
- Service reports and performance summaries
- Compliance notifications and required policy updates
- Account balance inquiries or payment reminders
What We Don't Do
- Send unsolicited marketing or promotional messages
- Contact you outside documented service agreements
- Share your number or email with other organizations
- Request sensitive information via email or unsecured channels
- Send alerts or updates not related to your account or services
Your Contact Preferences
We respect your communication preferences. You control how we reach you:
Update Your Preferences
- Opt out of specific communication types (e.g., only portal access)
- Request calls during specific times or days only
- Designate a primary contact person at your organization
- Request email-only or phone-only communication
To modify your preferences, contact your account manager or email us at support@bettamedicalbilling.com
Consent and Opt-Out
Initial Consent
By entering into a service agreement with Betta Medical Billing, you consent to receive business-related communications via the channels specified in your contract. You understand that non-response to critical notifications may impact claim processing and service delivery.
Opting Out
You can opt out of non-essential communications at any time:
- Reply “STOP” to text messages if SMS is used
- Click “Unsubscribe” in email communications
- Call us at (713) 555-0199 to update preferences
- Submit a request via the contact form on our website
Note: You cannot opt out of critical service communications required for billing, claims processing, or compliance. However, we will respect your preferred method of contact.
Data Security in Communications
All email communications containing sensitive information use TLS encryption. Portal access requires HTTPS protocol. Phone calls and video meetings are conducted over secure, authenticated channels.
Only authorized staff involved in your account can access communications. We do not record calls or meetings without consent. Recorded sessions are stored securely and deleted after specified retention periods.
All communication platforms and methods comply with HIPAA regulations. Protected health information is never shared outside our Business Associate Agreements without explicit consent and legal authorization.
Frequently Asked Questions
Will you contact me outside of business hours?
No. We respect business hours and your work schedule. Urgent matters are handled via secure portal or emergency contact only if pre-arranged.
Can I communicate via social media?
We do not conduct business communications via social media. Please use official email, phone, or our secure portal for all account matters.
How do I know if an email from you is legitimate?
Legitimate communications come from our official domain (bettamedicalbilling.com). Check sender addresses and verify by calling our main number if unsure. Never respond to suspicious emails with sensitive information.
What if I don't respond to a communication?
For time-sensitive matters, we may follow up within 48 hours. Persistent non-response to critical billing or compliance issues may result in service delays or account review.
Can I share communications with my insurance partners?
You may share account-related communications within your organization. Do not forward sensitive information to unauthorized parties. Contact us if you need redacted versions for compliance purposes.
Get The Best Medical Billing Audit For Your Practice
Our in-house billing auditors provide comprehensive, specialized support so you can balance your work and your life. Talk to the Betta Medical Billing team today.