FRWD Sports Therapy, LLC Privacy Policy
Effective Date: March 1st, 2024
This notice describes how medical information about you may be used and disclosed, and how you can get access to this information. Please review it carefully.
1. Introduction and Purpose
At FRWD Sports Therapy LLC, we are committed to protecting the privacy and security of your Protected Health Information (PHI) in compliance with the Health Insurance Portability and Accountability Act (HIPAA). This policy outlines how your health information may be used, disclosed, safeguarded, and your rights regarding your health information. FRWD Sports Therapy LLC operates www.frwdsportstherapy.com.
2. Scope of the Policy
This policy applies to all staff, contractors, and business associates of FRWD Sports Therapy LLC. It governs all interactions involving PHI, including during patient visits, communication, and billing.
3. Definitions
- Protected Health Information (PHI): Information related to your health condition, treatment, or payment that can identify you.
- HIPAA: Health Insurance Portability and Accountability Act, a federal law that protects patient privacy.
- Business Associate: Any third party that has access to PHI to assist with operations, treatment, or payment.
4. Information We Collect
We may collect various forms of personal data to offer, improve, and maintain our chiropractic services. This includes information that can directly or indirectly identify you as an individual (“Personal Data”). The types of information we may collect include:
- Contact Information: Such as your first name, last name, email address, phone number, and mailing address (including city, state, ZIP/postal code).
- Health Information: Information related to your health, medical history, and treatment preferences for chiropractic care.
- Billing Information: Including credit card details, billing address, or insurance provider information necessary to process payments for our services.
- Usage Data: Information about how you interact with our website, such as IP address, browser type, and browsing history, may be automatically collected to enhance your experience.
5. Use of Your Data
We use the collected data to:
- Provide and manage chiropractic care and services.
- Contact you regarding appointments, treatment follow-ups, or any changes to our services.
- Improve the quality of care and personalize your experience based on your health needs.
- Ensure the accuracy of billing and payment processing, including insurance claims.
- Analyze website traffic and usage to optimize our online presence and enhance the user experience.
6. Sharing of Personal Data
FRWD Sports Therapy LLC does not sell or share your personal information with third parties, except in the following circumstances:
- With Your Consent: We may share information when we have your explicit consent to do so.
- Healthcare Providers: If necessary, we may share your health information with other healthcare providers involved in your care.
- Service Providers: Third-party companies may assist us with tasks such as payment processing, scheduling software, or IT services. These companies are obligated to protect your data and use it solely for the agreed purposes.
- Legal Obligations: We may disclose your personal information if required by law, court order, or to comply with regulatory obligations (e.g., Texas Board of Chiropractic Examiners).
7. Data Security
We prioritize the security of your personal information. Our practice follows industry-standard measures to protect your data from unauthorized access, disclosure, alteration, or destruction. Despite these precautions, no method of transmission over the internet is entirely secure, and we cannot guarantee absolute security.
8. Patients’ Rights Regarding Their PHI
- Right to Access: You have the right to request and obtain copies of your medical records.
- Right to Amend: If you believe any information in your records is inaccurate, you may request an amendment.
- Right to an Accounting of Disclosures: You can request a list of who has accessed your PHI and why.
- Right to Request Restrictions: You may request limitations on how your PHI is used or disclosed.
- Right to Confidential Communications: You can request that we communicate with you in a particular way or at a specific location.
- Right to a Copy of This Notice: You have the right to receive a copy of this policy at any time.
9. Permissible Uses and Disclosures of PHI
We may use and disclose your PHI under the following circumstances without your written authorization:
- For Treatment: PHI may be shared with other healthcare professionals involved in your care.
- For Payment: We may use or disclose PHI for billing purposes and to process insurance claims.
- For Healthcare Operations: PHI may be used for activities such as quality assurance, staff training, or legal compliance.
- For Family and Friends: With your consent, we may disclose PHI to family members or friends involved in your care.
- As Required by Law: We will disclose your PHI when required to do so by law, such as in response to a court order or to report abuse or neglect.
10. Disclosures Requiring Your Authorization
We will obtain your written authorization for any disclosures not covered by this policy, including:
- Disclosures for marketing purposes.
- Sale of PHI to third parties.
You may revoke your authorization at any time.
11. Safeguards for PHI
We implement several safeguards to protect your PHI:
- Physical Safeguards: Medical records are stored securely, and access is restricted to authorized personnel.
- Technical Safeguards: We use encrypted electronic health record (EHR) systems to protect your data. FRWD Sports Therapy LLC transmits patient-protected health information electronically.
- Administrative Safeguards: All staff receive training on HIPAA compliance, and a privacy officer oversees adherence to these rules.
12. Patient Consent
Your consent is obtained to use your PHI for treatment, payment, and healthcare operations. You may revoke consent at any time by submitting a written request.
13. Complaints Procedure
If you believe your privacy rights have been violated, you can file a complaint with the Texas Board of Chiropractic Examiners or our office. Complaints can be submitted without fear of retaliation.
Texas Board of Chiropractic Examiners
1801 Congress Ave, Suite 10.500
Austin, TX 78701
Phone: (512) 305-6700
Website: tbce.state.tx.us
14. Breach Notification
In the event of a breach of your PHI, FRWD Sports Therapy LLC will notify you promptly, investigate the breach, and report it to the U.S. Department of Health and Human Services if necessary.
15. Business Associate Agreements
All third-party business associates that access your PHI are required to sign agreements ensuring they comply with HIPAA regulations.
16. Retention of Records
Your medical records will be retained for [Insert Duration] in accordance with state and federal laws. After this time, records will be securely destroyed.
17. Amendments to the Policy
We reserve the right to change the terms of this privacy policy at any time. The new policy will be effective for all PHI maintained by our office, and you will be notified of any significant changes.
18. Contact Information
If you have any questions about this policy or your privacy rights, please contact:
Dr. Alyssa Cappelletti, DC
FRWD Sports Therapy LLC
3006 Bee Cave Rd Suite A214
Austin, TX 78746
Phone: 219-613-9729