Communications Opt-In Policy

How opt-ins for healthcare-related text and email communications work with Ktechhq. Plain English, with the key promise up front: you can opt out at any time.

01What this covers

Ktechhq provides the automation platform that healthcare and medical groups use to send patient communications like appointment reminders, lab-result notifications, and prescription refill alerts. This page explains how your opt-in is obtained, who manages the consent record, and how you can change your mind at any time.

The medical group you interact with is the data controller for your consent record and the relationship you have with your care team. Ktechhq acts as the technology provider that delivers the messages on their behalf. We do not capture, view, or store the substance of your verbal or written consent — only the technical signal that you have opted in. (For email opt-ins, we receive the email itself as the record of consent, then forward it to the medical group for activation.)

02The three ways to opt in

All three are equally valid under HIPAA, TCPA, CTIA, and standard healthcare consent practices. The medical group documents whichever method you use, and you can switch between them or revoke at any time.

03Verbal opt-ins

A verbal opt-in is a clear, spoken agreement captured by a member of the medical group's team. Common scenarios:

• You call the office to schedule an appointment and say "Yes, you can text me reminders."
• The medical group's staff calls you for an outreach and asks whether you'd like text alerts — you say yes.
• You check in at the front desk and confirm your mobile number for SMS notifications.

What the medical group does with that consent:

1. Logs the conversation in your patient record, including the date, time, who you spoke with, and what you agreed to.
2. Records the channel and scope — for example, "patient consented to SMS appointment reminders and lab-result notifications."
3. Activates the technical flag in the Ktechhq system, which begins delivering messages per the rules you agreed to.
4. Keeps the record on file so it can be referenced, audited, or shared with you on request.

04Written opt-ins

A written opt-in is any form of recorded, signed, or digitally acknowledged agreement. Common scenarios:

• You fill out a paper intake form at your first visit that includes a communications-consent section.
• You check a box in an online patient portal or scheduling tool: "I agree to receive text and email communications from my care team."
• You sign a separate consent form dedicated to a specific program (e.g. a chronic-care text-message program).
• You reply YES to a confirmation SMS sent by the medical group when initiating a new program.

Written opt-ins are stored in the medical group's records under your name, with the date, scope, and method of capture. The technical activation in Ktechhq's system happens automatically once the medical group flags your record.

04bEmail opt-ins

You can also opt in by sending an email directly to opt-in@ktechhq.com. This is the fastest path if you don't want to call the medical group and don't have a written form handy.

Your email must include:

• Your phone number (the mobile number you want to receive messages on).
• The text opt in in the body of the message.
• (Optional) The name of the medical group and/or the specific program you want to enroll in.

Example:

From: you@example.com
To: opt-in@ktechhq.com
Subject: opt in

opt in
Phone: (555) 123-4567
Medical group: Northside Family Medicine
Program: appointment reminders

Here's what happens after you send it:

1. Ktechhq receives your email at opt-in@ktechhq.com and logs the request, including the timestamp, your phone number, and the wording you used.
2. We forward the request to the medical group you've named (or look it up if you didn't). They verify your identity and confirm the consent in their records.
3. We send you a confirmation reply from opt-in@ktechhq.com within 1 business day, summarizing what you signed up for and how to opt out.
4. The medical group activates your consent in the Ktechhq system, and messages start per the scope you agreed to.

This email channel is for opting in only. To opt out, reply STOP to any text message, contact the medical group, or email info@ktechhq.com from any address.

05How the medical group manages consent

All consent records — whether the opt-in was verbal or written — are managed by the medical group, not by Ktechhq. The medical group is responsible for:

• Capturing consent clearly and without pressure.
• Documenting what you agreed to (channel, scope, programs).
• Storing the record in line with HIPAA, state law, and internal compliance practices.
• Honoring revocations promptly.
• Producing a copy of your consent record if you ask for one.

Ktechhq's role is limited to the technical layer: we receive a flag that says "this patient is opted in" and deliver messages per the rules the medical group has set. We do not see the content of your verbal consent call, the signed form, or the underlying medical record.

06What you're opting in to

Healthcare communications sent through Ktechhq are strictly operational and care-related. Examples include:

• Appointment reminders and confirmations.
• Lab, imaging, or test-result availability notices.
• Prescription refill reminders.
• Care-team messages (e.g. "Your provider sent you a note").
• Pre- and post-procedure instructions.
• Care-plan nudges you have explicitly enrolled in.

07Opting out — anytime

You can opt out at any time, by any of these methods. Whichever you choose, the request is honored without further questions or friction.

1. Tell the medical group In person, over the phone, or in writing (paper, portal, or email). A staff member will update your consent record and the system will stop sending messages — typically within 1 business day, and no later than 30 days from your request.
2. Reply STOP to any text we send You'll receive a one-time confirmation and no further messages of any kind from the medical group's programs. This is the fastest path — it takes effect within minutes.
3. Email info@ktechhq.com Send a note from the email address on file. We will action the request within 1 business day and confirm when it's done.
4. Update your preferences in the patient portal If the medical group offers a self-service portal, you can turn specific channels on or off there. Changes apply immediately.

Opting out is free, immediate, and without penalty. It will not affect the medical care you receive, your relationship with the medical group, or your insurance coverage.

You can also opt out of part of the communications — for example, keep appointment reminders but stop prescription-refill texts. Just say so when you make the request.

08What happens to your record

When you opt out:

1. The medical group updates your consent record to reflect the change.
2. Ktechhq's system receives the technical signal and stops sending within minutes (for STOP replies) or within 1 business day (for portal and email requests).
3. The medical group retains a record that you opted out, including the date — required by law to prove compliance.
4. Your underlying medical record and other care data are not affected. You can request deletion of your data separately under the medical group's HIPAA notice.

If you want to opt back in later, just give the medical group a fresh verbal or written opt-in and the channel will be reactivated.

09Questions & concerns

For questions about your consent record, the scope of what you agreed to, or how to exercise any of your rights — including the right to a copy of your consent record — contact the medical group directly. They are the data controller for your information.

For technical questions about message delivery, formatting, or how Ktechhq handles the underlying platform, email info@ktechhq.com.

Ktechhq, LLC
United States