Communications Opt-In Policy

How opt-ins for provider-facing text and email communications — scheduling reminders and practice alerts — 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 medical groups use to send communications to their healthcare providers — reminders that it's your turn to choose call, notifications that it's your turn to pick vacation, open-shift alerts, and other practice updates. 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 practice with is the data controller for your consent record. 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 TCPA, CTIA, and standard consent practices. The medical group documents whichever method you use, and you can switch between them or revoke at any time.

In short: recipients may opt in by providing verbal consent during an in-person or phone interaction, by giving written consent on a form or in a portal, or by sending an email to opt-in@ktechhq.com explicitly requesting to receive SMS messages from Ktech. An email request must include the recipient's mobile phone number and clearly indicate their consent to receive conversational messages and alerts.

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 tell your group's scheduler in person, "Yes, text me when it's my turn to choose call."
• The scheduling office asks — at a staff meeting or over the phone — whether you'd like text alerts for open shifts or vacation picks, and you say yes.
• You confirm your mobile number with the practice administrator for SMS schedule notifications.

What the medical group does with that consent:

1. Logs the conversation in your provider record, including the date, time, who you spoke with, and what you agreed to.
2. Records the channel and scope — for example, "provider consented to SMS call-selection reminders and open-shift alerts."
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 an onboarding or annual-update form for your group that includes a communications-consent section.
• You check a box in the group's scheduling portal or tool: "I agree to receive text and email communications about my schedule and practice."
• You sign a separate consent form dedicated to a specific program (e.g. open-shift alerts).
• 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.

05Email opt-ins

You can also opt in by sending an email directly to opt-in@ktechhq.com explicitly requesting to receive SMS messages from Ktech. This is the fastest path if you don't want to call the medical group and don't have a written form handy. (Easiest of all: the SMS Opt-In Form sends the request for you — or composes the email in your mail app.)

Your email must include:

• Your mobile phone number (the number you want to receive SMS messages on).
• A clear statement of consent — that by sending the email you are requesting to receive SMS messages from Ktech, including conversational messages and alerts.
• (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: Request to receive SMS messages from Ktech

By sending this email, I am requesting to receive SMS messages from Ktech at the mobile number below, and I consent to receive conversational messages and alerts by text.

Phone: (415) 555-0134
Medical group: Northside Anesthesia Associates
Program: call & vacation selection 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 mobile phone number, and your statement of consent to receive SMS messages.
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 (reply HELP for help), contact the medical group, or email info@ktechhq.com from any address.

06How the medical group manages consent

All consent records — whether the opt-in was verbal, written, or by email — are ultimately managed by the medical group, not by Ktechhq. (For email opt-ins, Ktechhq retains the opt-in email itself as the technical record and forwards it to the medical group, which confirms and manages the consent.) 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 applicable 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 provider is opted in" (and, for email opt-ins, the opt-in email itself) and deliver messages per the rules the medical group has set. We do not see the content of your verbal consent conversation, the signed form, or your underlying personnel or scheduling records.

07What you're opting in to

Communications sent through Ktechhq are strictly operational and practice-related. They fall into two categories: conversational messages (two-way texts with your group's scheduling office) and alerts (reminders and notifications about your schedule and practice). Examples include:

• Reminders that it's your turn to choose call.
• Notifications that it's your turn to pick vacation.
• Open-shift and coverage-request alerts.
• Schedule changes and assignment confirmations.
• Alerts and announcements about your practice (e.g. selection windows opening or closing, meeting reminders).
• Conversational messages with the scheduling office about any of the above.

Message frequency varies with your group's schedule cycle. Message and data rates may apply. Reply HELP to any message for help, or STOP to opt out. Consent is not a condition of employment or of receiving any service. See the full SMS Terms and Privacy Policy.

08Opting 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 10 business 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. Reply HELP to any message for help.
3. Email info@ktechhq.com Send a note from any address — include the mobile number you want unsubscribed. We will action the request within 1 business day and confirm when it's done.

Opting out is free, immediate, and without penalty. It will not affect your standing with the medical group or your schedule. One practical note: the texts are a convenience layer, not the official record — if you opt out of selection reminders, you're still responsible for making your call and vacation picks on time through the group's normal process.

You can also opt out of part of the communications — for example, keep call-selection reminders but stop open-shift alerts. Just say so when you make the request.

09What 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 scheduling and personnel records are not affected. You can request deletion of your contact data separately under the medical group's policies.

If you want to opt back in later, just give the medical group a fresh verbal or written opt-in — or send a new email request to opt-in@ktechhq.com — and the channel will be reactivated.

10Questions & 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