HIPAA Notice of Privacy Practices

1. Our Commitment to Your Privacy

PHI is information that identifies you and relates to your past, present, or future physical or mental health, the healthcare services you receive, or payment for those services. Examples include your name, date of birth, medical history, lab results, prescriptions, and billing records.

We are committed to protecting your PHI whether it is collected through our website, telehealth platform, member portal, communications with your care team, our lab testing services, or our in-person wellness clinic in Cincinnati, Ohio. This Notice applies to all PHI we create, receive, maintain, or transmit.

2. How We May Use & Disclose Your PHI

We may use and disclose your PHI without your written authorization for the following purposes:

A. Treatment

We may use and share your PHI to provide, coordinate, and manage your healthcare. For example, the licensed provider reviewing your intake assessment may share your lab results with a pharmacy partner to fill your prescription, or coordinate with other members of your care team about your protocol.

B. Payment

We may use and share your PHI to bill for and collect payment for the services you receive. For example, we may share information with our payment processor to charge your membership subscription or verify a transaction.

C. Healthcare Operations

We may use and share your PHI to run our organization and improve the quality of your care. Examples include quality assessment, provider credentialing, compliance audits, and customer support.

We may also share your PHI with third-party Business Associates (such as our pharmacy, laboratory, technology, and payment partners) that perform services on our behalf. Business Associates are contractually required to safeguard your PHI to the same standards we follow.

3. Uses Requiring Your Written Authorization

We will obtain your written authorization before using or disclosing your PHI for any of the following purposes:

• Marketing purposes, except for face-to-face communications or promotional gifts of nominal value.
• Sale of your PHI. We do not sell your PHI.
• Psychotherapy notes, in the limited circumstances where such notes exist.
• Any other use or disclosure not described in this Notice.

You may revoke an authorization at any time by contacting us in writing, except to the extent we have already acted in reliance on it.

4. Other Permitted or Required Disclosures

We may use or disclose your PHI without your authorization in the following limited circumstances:

• As required by law, including responses to court orders, subpoenas, or other lawful processes.
• Public health activities, such as reporting communicable diseases or adverse drug events to public health authorities.
• Reporting abuse, neglect, or domestic violence to appropriate government authorities.
• Health oversight activities, such as audits, investigations, and licensure reviews by government agencies.
• Law enforcement purposes, in limited circumstances defined by law.
• To avert a serious threat to the health or safety of you or others.
• Workers' compensation programs, as authorized by law.
• Coroners, medical examiners, and funeral directors, as necessary to carry out their duties.
• Specialized government functions, such as military, national security, or protective services.

5. Your Rights Regarding Your PHI

You have the following rights with respect to your PHI. To exercise any of these rights, contact us at info@pepteevahealth.com.

• Right to access: You may inspect and obtain a copy of your PHI, including an electronic copy of records we maintain electronically. We will respond within 30 days and may charge a reasonable, cost-based fee.
• Right to amend: You may request that we correct PHI you believe is inaccurate or incomplete. We may deny the request in certain cases, and will explain our reasons in writing.
• Right to an accounting of disclosures: You may request a list of certain disclosures we have made of your PHI during the six years prior to your request.
• Right to request restrictions: You may ask us to limit how we use or share your PHI. We are not required to agree, except where you paid for a service in full out-of-pocket and ask us not to share that information with a health plan.
• Right to confidential communications: You may request that we contact you in a specific way (for example, only by email or at a specific phone number). We will accommodate reasonable requests.
• Right to a paper copy of this Notice: You may request a paper copy at any time, even if you agreed to receive it electronically.
• Right to breach notification: We will notify you if a breach occurs that compromises the privacy or security of your unsecured PHI.

6. Our Duties

We are required by law to:

• Maintain the privacy and security of your PHI.
• Provide you with this Notice of our legal duties and privacy practices.
• Abide by the terms of the Notice currently in effect.
• Notify you following a breach of your unsecured PHI.
• Not use or disclose your PHI other than as described in this Notice, unless you authorize it in writing.

7. Changes to This Notice

We reserve the right to change this Notice and to make the revised Notice effective for all PHI we maintain, including PHI created or received before the change. The current Notice will always be posted on this page with its effective date. Material changes will be communicated through our website or member portal.

8. Complaints

If you believe your privacy rights have been violated, you may file a complaint with us or with the U.S. Department of Health and Human Services, Office for Civil Rights. You will not be retaliated against for filing a complaint.

• With us: Email info@pepteevahealth.com with the subject line "Privacy Complaint".
• With HHS: Office for Civil Rights, U.S. Department of Health and Human Services, 200 Independence Avenue S.W., Washington, D.C. 20201; 1-877-696-6775; or online at hhs.gov/ocr/complaints.

9. Contact Us

If you have questions about this Notice or our privacy practices, or wish to exercise any of your rights, please contact:

See also our Privacy Policy and Medical and Results Disclaimer.