Privacy Policy
This Privacy Policy explains how information is collected, used, and protected when Ventara is used as part of a clinic’s operational workflow.
Information We Collect
Ventara collects limited, non-clinical information strictly for healthcare operational purposes. This may include:
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Patient name
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Phone number
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Appointment date and time preferences
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Visit type (e.g., new patient, follow-up)
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Insurance plan name (if provided)
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General scheduling notes
Ventara does not collect medical records, diagnoses, or treatment information.
How Information Is Used
Information is used solely to:
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Coordinate appointment scheduling
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Confirm or modify appointments
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Route requests to clinic staff when needed
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Support clinic-authorized patient access workflows
Ventara does not use patient information for marketing, advertising, or unrelated purposes.
SMS Communications
Ventara facilitates appointment-related SMS communications on behalf of participating healthcare clinic clients.
Consent to Receive Messages
Patients opt in to receive SMS communications from participating clinics through the following documented methods:
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1. Website Appointment Request Form
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Patients visit the clinic’s website and complete an appointment request form.
Before submitting the form, they are required to check an unchecked consent box that states:
“By providing your phone number and checking this box, you agree to receive appointment confirmations, reminders, and service-related SMS messages from [Clinic Name]. Message frequency varies. Message & data rates may apply. Reply STOP to opt out or HELP for assistance. View our Privacy Policy at [Privacy URL] and Terms at [Terms URL].”
The checkbox is not pre-selected and submission cannot occur without acknowledgment.
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2. Verbal Consent During Scheduling Call
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When a patient calls the clinic to schedule an appointment, staff read the following consent script before sending any SMS:
“May we send you appointment confirmations and reminders via text message? Message frequency varies. Message & data rates may apply. You can reply STOP to opt out at any time or HELP for assistance.”
SMS messages are only sent after the patient verbally agrees.
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3. Digital or Paper Intake Forms (In-Office)
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Patients completing intake forms in-office or digitally are presented with SMS consent language that states:
“By signing below or selecting consent, you agree to receive appointment-related SMS messages from [Clinic Name]. Message frequency varies. Message & data rates may apply. Reply STOP to opt out or HELP for assistance.”
Consent is stored in the clinic’s patient record system.
Message Content Disclosure
Messages are strictly transactional and relate only to:
Appointment confirmations
Appointment reminders
Missed appointment follow-ups
Scheduling coordination
Service-related support communications
No marketing or promotional messages are sent.
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Opt-Out Instructions
All SMS messages include:
“Reply STOP to opt out. Reply HELP for assistance.”
When a user replies STOP, they are unsubscribed
Data Sharing
Ventara does not sell or rent personal information.
Information may be shared only with authorized healthcare provider clients using Ventara and secure infrastructure providers required to deliver messaging and automation services. Mobile information is never shared for advertising or marketing purposes.
Data Security
Ventara uses reasonable administrative and technical safeguards to protect information from unauthorized access, disclosure, or misuse. Access to information is limited to authorized systems and workflows.
Healthcare Disclaimer
Ventara is not a healthcare provider and does not provide medical advice or clinical services. All medical decisions and patient care remain the responsibility of the healthcare provider.
Contact
If you have questions about this Privacy Policy, please contact us at:
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Ventara