At NimSol LLC, we believe clear, secure, and respectful communication builds lasting partnerships. As a company providing medical billing, coding, credentialing, RCM, and healthcare marketing (SEO) services, we maintain strict compliance with HIPAA, U.S. telecom rules, and data privacy laws.
This policy explains how we communicate with healthcare providers, staff, and partners—and how we protect your information across all channels.
➜ Communication Channels
1️⃣ Phone & Email (Primary Channels)
We primarily use calls and emails for communication with clients and internal teams.
- Phone calls are conducted through secure business lines.
- Emails are sent from official NimSol domains only (e.g., @nimsolllc.com).
- All sensitive data shared by email is encrypted and protected.
Example:
“Hello Dr. Patel, your September billing report is now uploaded to your dashboard. Please review and confirm any discrepancies. — NimSol Team”
Note:
We do not use email or phone calls for marketing messages unless you have explicitly opted in.
2️⃣ SMS / Text Messaging
We use SMS only for essential service updates or urgent communication related to your ongoing projects.
Examples include:
- Claim status notifications
- Credentialing reminders
- Scheduled call confirmations
Example:
“Hi Dr. Lee, your claim batch for October has been processed successfully. Kindly review your portal for details. — NimSol Team”
Important:
We do not send promotional or sales-based SMS.
Clients can opt out anytime by replying STOP.
3️⃣ RingCentral (Team Collaboration & Client Support)
We use RingCentral as our official communication tool for internal and client interactions.
- Used for secure chats, calls, and video meetings.
- Integrated with HIPAA-compliant workflows.
- No marketing or unsolicited messages are sent.
Example:
“Good morning, Dr. Adams — your A/R recovery report is ready for review in your client folder.”
4️⃣ Initial Contact & Form Submissions
When a provider fills out a form on our website (e.g., for consultation or demo), they give permission for our team to contact them via phone or email.
We do not send SMS to form submissions unless explicit consent is provided.
Example:
“Hello Dr. Khan, this is Sarah from NimSol. Thank you for requesting a demo — can we schedule your consultation for tomorrow?”
5️⃣ Consent, Opt-In, and Opt-Out Options
Before sending SMS or any text communication, we request explicit consent—either digitally or verbally.
Opt-In Statement:
“By providing your phone number, you agree to receive service-related updates from NimSol LLC. Message frequency varies. Reply STOP to opt out anytime.”
Opt-Out Process:
Clients can simply reply STOP to any SMS or contact us via phone/email. Once opted out or when the contract ends, all communication ceases automatically.
Confirmation Example:
“You have successfully opted out of NimSol SMS updates. Thank you for working with us.”
➜ Verbal Consent for SMS Communication
To stay transparent, our staff follows a clear verbal script when asking for SMS consent:
“Thank you for working with NimSol. We occasionally send SMS updates for billing summaries or support reminders. Message frequency varies; standard rates may apply. You can reply STOP anytime to unsubscribe. May we send you such service-related SMS updates?”
Once the provider agrees, a confirmation text is sent immediately.
➜ Use of Website Forms
Our website forms help healthcare providers schedule consultations or demos.
- Once submitted, we contact them only through calls or email first.
- No automatic SMS is sent at this stage.
- After becoming a client, SMS communication begins only with explicit consent.
Example:
“Hi Dr. Johnson, this is Aisha from NimSol. Thanks for scheduling your consultation — would you like to connect now or tomorrow morning?”
➜ Privacy, Security & Compliance
1. HIPAA Compliance
All communications comply with HIPAA standards:
- Encryption in transit and at rest
- Access restricted to authorized team members
- Signed Business Associate Agreements (BAAs) with vendors like RingCentral
- Annual staff training and regular security audits
2. Data Protection
We use enterprise-grade security measures:
- Secure servers and cloud backups
- Multi-factor authentication
- Strict confidentiality policies
- No third-party sharing without written consent
- Automatic communication stop once contracts end
3. Transparency & Respect
We maintain professional, respectful, and compliant communication at all times.
Our messages are always related to active client work, never promotional.
➜ FAQs
Q1: Do you send marketing SMS or emails?
No. All communication is strictly service-related.
Q2: When do you send SMS?
Only after explicit consent and only for updates about your project or account.
Q3: Can I opt out of SMS?
Yes, reply STOP anytime or contact us via phone/email.
Q4: Do you use RingCentral for all communications?
Yes, for calls, messages, and meetings — it’s HIPAA-compliant and secure.
Q5: Are your communications HIPAA-compliant?
Absolutely. We use encryption, secure platforms, and trained staff.
Q6: What happens when my contract ends?
We stop all SMS and work communications unless you contact us again.
➜ Contact Information
For communication concerns or opt-out requests:
📍 NimSol LLC – Head Office
26 A Dowling Rd, Albany, NY 12205, USA
🏢 Dubai Office
Building 26, Dubai Health Care City, UAE
📞 Phone: +1 (518)-960-0242
📧 Email: info@nimsolllc.com
