SMS Messaging Terms and Conditions

Colorado-Specific

Effective Date: 02/09/206

By opting in to receive SMS text messages from Circle and Sage Functional Medicine (“we,” “us,” or “our”), a Colorado healthcare practice, you agree to the following SMS Messaging Terms and Conditions (“Terms”).

1. SMS Messaging Service

By providing your mobile phone number and affirmatively opting in, you consent to receive SMS text messages from Circle and Sage Functional Medicine through our secure communications platforms, including RingRx (for phone and text delivery) and OptiMantra (our electronic health record system).

Messages may include, but are not limited to:

Appointment reminders, confirmations, and scheduling changes
Administrative or care coordination messages
Practice updates and service-related communications
Limited educational or marketing messages
Two-way communication related to your established patient relationship

Message and data rates may apply based on your mobile carrier’s plan.

2. Message Frequency

Message frequency varies depending on your engagement with the practice. You may receive multiple messages in response to your requests, or up to approximately four (4) messages per month for routine communications.

We reserve the right to adjust message frequency at any time. Circle and Sage Functional Medicine, RingRx, OptiMantra, and mobile carriers are not responsible for delayed, blocked, or undelivered messages.

3. Message and Data Rates

Standard message and data rates may apply in accordance with your mobile carrier’s terms. You are solely responsible for any charges incurred.

4. Colorado Privacy, HIPAA, and SMS Risk Disclosure

Text messaging is not a fully secure or encrypted communication method. While we use HIPAA-aligned vendors and reasonable administrative safeguards, SMS messages may be subject to risks beyond our control, including:

Access by individuals with physical or digital access to your phone
Interception, misrouting, or storage by mobile carriers or third-party vendors
Retention on personal devices that are not protected by passwords or encryption

By opting in, you expressly acknowledge and accept these risks and consent to receive limited health-related and administrative information via SMS.

Under Colorado law and HIPAA, you retain the right to request alternative communication methods at any time.

Please do not send sensitive information via text message, including:

Detailed medical histories or symptoms requiring clinical assessment
Social Security numbers or government ID numbers
Full insurance, credit card, or banking information

SMS messaging is provided for convenience, not comprehensive clinical communication.

5. Clinical Use Limitations

SMS messaging is not a substitute for medical evaluation, diagnosis, or treatment and does not establish real-time clinical monitoring.

Messages sent through RingRx may be documented in your OptiMantra medical record, but:

Messages may not be reviewed immediately
Messages may be reviewed by authorized administrative or clinical staff
Response times vary based on clinic hours and provider availability

Clinical decisions will not be made solely based on SMS communications.

6. Appropriate Use of SMS Messaging

By participating in SMS messaging, you agree that:

SMS is for non-urgent, routine communication only
You will not use SMS for emergencies or urgent medical concerns
You will communicate respectfully and appropriately
Excessive, inappropriate, or misuse of SMS may result in suspension of texting privileges

We reserve the right to limit or discontinue SMS messaging at our discretion.

7. Medical Emergencies and Urgent Symptoms

SMS messaging is NOT appropriate for medical emergencies and is NOT continuously monitored.

If you experience urgent symptoms or a medical emergency, you must:

Call 911, or
Go to the nearest emergency department or urgent care facility

Do not rely on text messaging to request emergency assistance.

8. Opt-Out / Revocation of Consent

You may opt out of SMS messaging at any time by replying STOP to any message. You will receive one confirmation message acknowledging your opt-out. No further messages will be sent unless you re-enroll.

You may also revoke consent by contacting our office directly.

9. Help and Support

Reply HELP to any message for assistance.
You may also contact our office using the phone number listed on our website during normal business hours.

10. Liability and Platform Disclaimer

Circle and Sage Functional Medicine is not responsible for:

Carrier fees or charges
Delays, delivery failures, or technical errors
Interruptions caused by RingRx, OptiMantra, mobile carriers, or third-party vendors

SMS messaging is provided on an “as-available” basis for patient convenience.

11. Changes to These Terms

We may update these SMS Messaging Terms and Conditions at any time. Continued participation after updates constitutes acceptance of the revised Terms.