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ProjectTaskOwner(s)Target DateStatusLinked Document 1Next StepsSummaryNotesLinked Document 2Linked Document 3
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ARC Marketing OpsAccount Engagement ReportsLisa7/14/26In ProcessEvent Metrics Dashboard by Practice.xlsxdo the damn meeting Lisa
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ARC Marketing OpsSLP Insurance PortalNate7/16/26In ProcessProvider roster; with insurance accepted;
Remove paient portal link from homepage header
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ARC Marketing OpsGMB AuditJosie, Evy, NateIn Process6/30 update1. Summary of recommendations - review & look evykartawinata@gmail.comschedule with Nate
2. Set-up Bright for 20
@josie will get Nate an update via email (5 left): additional context
On Thursday let's discuss recommendations

GMB_Audit_Template.xlsx
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ARC Marketing OpsPaid Search Google
OursPrivacy Implementation		Nate, Josie, MatchnodeIn ProcessARC - Google Ads Master Copy
OursPrivacy_Decision_Log.6.26		Set-up implementation meetingSilverlake, APG, Dayspring, Grow, ARC Psych, Focus ForwardSilver Lake Psycholoy 2026 Ad Analytics
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ARC Marketing OpsARC Keystone (Brand HQ)Lisa6/23/26Pausedhttps://arc.artificeandintelligence.org/Another round of feedback from the teamdoneUTM Builder
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ARC Marketing OpsLead Opt-in Language (SMS, DR, Email)NateIn ProcessDeveloping priority list; here is the relevant language from ARC Psych's current intake form:

"I authorize ARC to utilize confidential health information contained in my medical record as necessary for insurance claims payments, medical management, or quality review activities. I authorize the release of such confidential information to other healthcare providers or facilities involved in my care, including for communicating with them to coordinate my care. I authorize the release of such confidential information to my insurance company or other health coverage plan as necessary for claims payment, medical management and quality review activities conducted by such company or plan, or its designees. This authorization includes, but is not limited to, the release of an Acquired Immunodeficiency Syndrome (AIDS) diagnosis or a positive Human Immunodeficiency Virus (HIV) antibody test result, substance abuse information, genetic testing, congenital disorders, and mental health information. I can revoke my consent in writing at any time except to the extent that ARC has already relied on my consent.

I consent to receive text messages, telephone calls, voicemails or other communications on the cellular phone and/or other telephone number(s) provided to the Practice on this form or updated at a later time. These communications may use live, artificial, or prerecorded voices, automatic telephone dialing systems, or other computer-aided technologies from the Practice, its affiliates, clinical providers, and business associates, including billing services, collection agencies, agents, or other third parties acting on their behalf. These communications may relate to any purpose, including matters related to my account or the care I receive..."

This form is two things: (1) a general consent for treatment, payment, and healthcare operations uses, and (2) a consent to be contacted by phone/text under the TCPA. It is a fine form for those purposes. What it is NOT is a HIPAA marketing authorization, and it cannot be cited as permission to use patient information for marketing. Specifically, measured against HIPAA's authorization requirements (45 CFR 164.508), it is missing:

1. Marketing as a stated purpose. The form covers claims, medical management, quality review, and care coordination. Marketing is never mentioned, and a HIPAA authorization must specifically describe each purpose — "including but not limited to" language cannot expand it to cover marketing.

2. A specific description of the marketing use — what information would be used, for what type of communications, through which channels.

3. An expiration date or event. The form has none, which by itself invalidates it as a HIPAA authorization.

4. A remuneration disclosure — required whenever a third party pays for the communication. The form is silent on this.

5. A statement that treatment is not conditioned on signing. The form includes this concept only for phone contact, as a TCPA statement — not as the HIPAA-required statement for a marketing authorization.

One more distinction: the text/phone consent paragraph is channel permission under the TCPA — it governs whether we may call or text a number at all. It says nothing about whether we may use a patient's health information for marketing, which is HIPAA's domain. A compliant marketing text message would require both, independently.

What this means practically for the proposed campaign: if we structure the mailer as a treatment communication — our own patients, a clinical basis for selection, a service we provide, no third-party funding — no authorization is required and this form is simply irrelevant. If the campaign is instead structured as marketing, this form does not cover it, and we would need signed, purpose-specific marketing authorizations before sending.

Happy to walk through this with the team.
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ARC Marketing OpsWebinar Content / OpusClipBeth, Torreya, Coutrney, Evy7/13/26In ProcessJune '26 ContentPay & schedule
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