HIPAA-Compliant Communication Platform for South Georgia Radiology Associates
This Statement of Work ("SOW") is entered into by the following parties and defines the scope, deliverables, timeline, and compensation for the development and ongoing management of SGRA Chat.
Melleka Marketing will design, develop, and deploy SGRA Chat — a custom, HIPAA-compliant internal communication and support platform built specifically for South Georgia Radiology Associates.
SGRA Chat will serve as the centralized hub for team communication, patient support management, and internal task coordination. The platform will support unlimited users at no additional cost, allowing every team member across the practice to be onboarded from day one.
SGRA Chat will be purpose-built for the healthcare environment, ensuring all data transmission, storage, and access controls meet HIPAA regulatory requirements.
The following features will be included in the initial build and ready for production use on the launch date.
Real-time internal messaging for staff across all departments. Group channels, direct messages, and searchable conversation history. File sharing and image attachments supported.
Inbound patient and internal support requests organized into a manageable queue. Priority levels, assignment routing, and status tracking from open to resolved.
Flexible tag system for organizing conversations, support requests, and team threads by department, urgency, topic, or any custom category the practice needs.
Full ticketing system for tracking tasks, issues, and requests from creation through resolution. Assignees, due dates, notes, and audit trail for every ticket.
Additional features will be scoped and added over time based on SGRA's evolving needs. The monthly management agreement covers ongoing feature development, updates, and platform enhancements.
SGRA Chat will be architected with healthcare compliance as a foundational requirement, not an afterthought. The following safeguards will be implemented:
All messages and data encrypted in transit (TLS 1.2+) and at rest (AES-256).
Role-based permissions ensuring staff only access data relevant to their function.
Complete audit trail of all user actions, logins, and data access for compliance reporting.
Infrastructure hosted on HIPAA-eligible services. Business Associate Agreement (BAA) execution supported.
Idle timeout, forced re-authentication, and secure session handling across devices.
Encrypted backups with defined retention policies and disaster recovery protocols.
SGRA Chat includes unlimited user seats at no additional per-user cost. There are no restrictions on the number of staff members, departments, or roles that can be added to the platform.
Development will begin immediately upon execution of this SOW and receipt of the setup payment. The target production launch is April 1, 2026.
SOW signed, setup payment received, project kickoff. Requirements confirmed, access credentials exchanged.
Full platform architecture, UI/UX design, backend development, HIPAA compliance implementation, and feature build-out for Team Chat, Support Queue, Tagging, and Ticketing.
Full day of end-to-end testing in a staging environment. SGRA staff will be invited to test all features, submit feedback, and confirm readiness for production launch.
SGRA Chat goes live. All staff onboarded, support channels active, ticketing system operational. Ongoing management begins.
The project is structured as a one-time setup fee for initial development, plus a recurring monthly fee for ongoing management, maintenance, feature additions, and support.
The $10,000 setup fee is due upon execution of this SOW. Monthly management billing of $1,000 begins on the production launch date (April 1, 2026) and recurs on the 1st of each month.
The recurring $1,000/month fee covers the full operational lifecycle of SGRA Chat beyond initial launch.
SGRA Chat is designed as an extensible platform. Beyond the four core features at launch, additional capabilities will be scoped and developed over time based on the practice's needs.
Feature requests will be discussed during regular check-ins between SGRA and Melleka. Enhancements that fall within reasonable scope are included in the monthly management fee. Features requiring significant new development will be scoped and quoted separately.
This ensures SGRA Chat grows alongside the practice rather than becoming a static tool.
By signing below, both parties agree to the scope, timeline, deliverables, and compensation outlined in this Statement of Work.