Notice of Privacy Practices

Effective Date: February 19, 2022

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.

We Use Tracking Tools

We collect personal information about users over time and across different websites when you use this website, app or service. We also have third parties that collect personal information this way. To do this, we use several common tracking tools. These may include browser cookies. We may also use web beacons, flash cookies, and similar technologies. To learn more about what tracking tools are and how they work visit here.

Why We Use Tracking Tools

We are committed to protecting your privacy and the confidentiality of your health information.  This Notice describes how we may use and share health information that identifies you (“Protected Health Information”), our legal obligations related to such information, as well as your rights to access and further protect health information about you.  As required by law, we must maintain the privacy of your Protected Health Information, provide you with this Notice as to our legal duties and privacy practices with respect to Protected Health Information, and abide by the terms of this Notice currently in effect.

This Notice applies to Docent healthcare providers (hereafter “ENTITY”), including all service locations owned and/or operated by ENTITY.

Our Obligations

We are required by law to:

  • Maintain the privacy of Protected Health Information;
  • Give you this notice of our legal duties and privacy practices regarding Protected Health Information about you;
  • Notify you following a breach of unsecured Protected Health Information about you; and
  • Follow the terms of our notice that is currently in effect.

Your Health Information Rights

We collect information about you from the following categories of sources:

Right to a Paper Copy of This Notice:

You have the right to a paper copy of this Notice.  You may ask us to give you a copy of this Notice at any time.  Even if you have agreed to receive this Notice electronically, you are still entitled to a paper copy of this Notice.  You may obtain a copy of this Notice at our web site, www.docentrx.com.  To obtain a paper copy of this Notice, please ask our front desk staff.

Right to Inspect and Copy:

You have a right to inspect and copy Protected Health Information that may be used to make decisions about your care or payment for your care.  We may deny your request in certain limited circumstances.  If we do deny your request, you have the right to have the denial reviewed by a licensed healthcare professional who was not directly involved in the denial of your request, and we will comply with the outcome of the review.

Right to Amend:

If you feel that Protected Health Information we have is incorrect or incomplete, you may ask us to amend the information. You have the right to request an amendment for as long as the information is kept by or for our office.  To request an amendment, you must make your request, in writing, to ENTITY.

Right to Request Restrictions:

You have the right to request a restriction or limitation on the Protected Health Information we use or disclose for treatment, payment, or health care operations.  You also have the right to request a limit on the Protected Health Information we disclose to someone involved in your care or the payment for your care, like a family member or friend.  To request a restriction, you must make your request, in writing, to ENTITY.  We are not required to agree to your request unless you are asking us to restrict the use and disclosure of your Protected Health Information to a health plan for payment or health care operation purposes and such information you wish to restrict pertains solely to a health care item or service for which you have paid us “out-of-pocket” in full.  If we agree, we will comply with your request unless the information is needed to provide you with emergency treatment.

Right to Receive Confidential Communications:

You have the right to request that we communicate with you about medical matters in a certain way or at a certain location.  To request confidential communications, you must make your request, in writing, to ENTITY.  Your request must specify how or where you wish to be contacted.  We will accommodate reasonable requests.

Right to an Accounting of Disclosures:

You have the right to request a list of certain disclosures we made of your Protected Health Information for six years prior to the date of your request.  To request an accounting of disclosures, you must make your request, in writing, to ENTITY.

Right to Get Notice of a Breach:

You have the right to be notified upon a breach of any of your unsecured Protected Health Information.

Right to an Electronic Copy of Electronic Medical Records:

If your Protected Health Information is maintained in an electronic format (known as an electronic medical record or an electronic health record), you have the right to request that an electronic copy of your record be given to you or transmitted to another individual or entity.  We may charge you a reasonable, cost-based fee for the Labor associated with transmitting the electronic medical record.

How ENTITY May Use and Disclose Health Information About You

The following describes the ways we may use and disclose Protected Health Information. Except for the purposes described below, we will use and disclose Protected Health Information only with your written permission.  You may revoke such permission at any time by writing to our practice Privacy Officer.

Treatment:

We may use and disclose Protected Health Information for your treatment and to provide you with treatment-related health care services.  For example, we may disclose Protected Health Information to doctors, nurses, technicians, or other personnel, including people outside our office, who are involved in your medical care and need the information to provide you with medical care.

Payment:

We may use and disclose Protected Health Information so that we or others may bill and receive payment from you, an insurance company or a third party for the treatment and services you received.  For example, we may give your health plan information about you so that they will pay for your treatment.

Health Care Operations:

We may use and disclose Protected Health Information for health care operations purposes.  These uses and disclosures are necessary to make sure that all of our patients receive quality care and to operate and manage our office.  For example, we may use and disclose information to make sure the medical care you receive is of the highest quality. We also may share information with other entities that have a relationship with you (for example, your health plan) for their health care operation activities.

Appointment Reminders, Treatment Alternatives and Health Related Benefits and Services:

We may use and disclose Protected Health Information to contact you to remind you that you have an appointment with us.  We also may use and disclose Protected Health Information to tell you about treatment alternatives or health-related benefits and services that may be of interest to you.

Individuals Involved in Your Care or Payment for Your Care:

When appropriate, we may share Protected Health Information with a person who is involved in your medical care or payment for your care, such as your family or a close friend.  We also may notify your family about your location or general condition or disclose such information to an entity assisting in a disaster relief effort.

Research:

Under certain circumstances, we may use and disclose Protected Health Information for research.  Before we use or disclose Protected Health Information for research, the project will go through a special approval process.  Even without special approval, we may permit researchers to look at records to help them identify patients who may be included in their research project or for other similar purposes, as long as they do not remove or take a copy of any Protected Health Information.

As Required by Law:

We will disclose Protected Health Information when required to do so by international, federal, state or local law.

To Avert a Serious Threat to Health or Safety:

We may use and disclose Protected Health Information when necessary to prevent a serious threat to your health and safety or the health and safety of the public or another person.  Disclosures, however, will be made only to someone who may be able to help prevent the threat.

Organ and Tissue Donation:

If you are an organ donor, we may use or release Protected Health Information to organizations that handle organ procurement or other entities engaged in procurement, banking or transportation of organs, eyes or tissues to facilitate organ, eye or tissue donation and transplantation.

Military and Veterans:

If you are a member of the armed forces, we may release Protected Health Information as required by military command authorities.  We also may release Protected Health Information to the appropriate foreign military authority if you are a member of a foreign military.

Worker’s Compensation:

We may release Protected Health Information for workers’ compensation or similar programs.  These programs provide benefits for work-related injuries or illness.

Public Health Risks:

We may disclose Protected Health Information for public health activities.  These activities generally include disclosures to prevent or control disease, injury or disability; report births and deaths; report child abuse or neglect; report reactions to medications or problems with products; notify people of recalls of products they may be using; a person who may have been exposed to a disease or may be at risk for contracting or spreading a disease or condition; and the appropriate government authority if we believe a patient has been the victim of abuse, neglect or domestic violence.  We will only make this disclosure if you agree or when required or authorized by law.

Health Oversight Activities:

We may disclose Protected Health Information to a health oversight agency for activities authorized by law.  These oversight activities include, but are not limited to, audits, investigations, inspections, and licensure.  These activities are necessary for the government to monitor the health care system, government programs, and compliance with civil rights laws.

Data Breach Notification Purposes:

We may use or disclose your Protected Health Information to provide legally required notices of unauthorized access to or disclosure of your Protected Health Information.

Lawsuits and Disputes:

If you are involved in a lawsuit or a dispute, we may disclose Protected Health Information in response to a court or administrative order.  We also may disclose Protected Health Information in response to a subpoena, discovery request, or other lawful process by someone else involved in the dispute, but only if efforts have been made to tell you about the request or to obtain an order protecting the information requested.

Law Enforcement:

We may release Protected Health Information if asked by a law enforcement official if the information is: (1) in response to a court order, subpoena, warrant, summons or similar process; (2) limited information to identify or locate a suspect, fugitive, material witness, or missing person; (3) about the victim of a crime even if, under certain very limited circumstances, we are unable to obtain the person’s agreement; (4) about a death we believe may be the result of criminal conduct; (5) about criminal conduct on our premises; and (6) in an emergency to report a crime, the location of the crime or victims, or the identity, description or Location of the person who committed the crime.

Coroners, Medical Examiners and Funeral Directors:

We may release Protected Health Information to a coroner or medical examiner.  We also may release Protected Health Information to funeral directors as necessary for their duties.

National Security and Intelligence Activities:

We may release Protected Health Information to authorized federal officials for intelligence, counter-intelligence, and other national security activities authorized by law.

Protective Services for the President and Others:

We may disclose Protected Health Information to authorized federal officials so they may provide protection to the President, other authorized persons or foreign heads of state or to conduct special investigations.

Inmates or Individuals in Custody:

If you are an inmate of a correctional institution or under the custody of a law enforcement official, we may release Protected Health Information to the correctional institution or law enforcement official. This release would be if necessary: (1) for the institution to provide you with health care; (2) to protect your health and safety or the health and safety of others; or (3) the safety and security of the correctional institution.

Other Uses of Your Health Information

Other uses and disclosures of Protected Health Information not covered by this Notice or by the laws that apply to us will be made only with your authorization, including certain marketing activities, sale of health information, and disclosure of psychotherapy notes.  You have the right to revoke your authorization at any time, provided that the revocation is in writing, except to the extent that we have already taken action in reliance on your authorization or as authorized by law.

Change to This Notice

ENTITY reserves the right to change this Notice and make the revised Notice effective for Protected Health Information we already have about you as well as any information we receive in the future.  We will post the current Notice, including the effective date.  If we amend this Notice, we will provide the revised version on our website, and we will provide you with a copy of the Notice that is currently in effect, upon your request.

Complaints

If you believe your privacy rights have been violated, you can file a complaint with the our office or with the Secretary of the U.S. Department of Health and Human Services.  To file a complaint with our office, please contact the ENTITY Privacy Officer in writing at support@docentrx.com.  There will be no retaliation for filing a complaint.

Contact Information

If you have any questions or would like further information about this Notice, please contact the ENTITY Privacy Officer at 415-741-0797 or support@docentrx.com.

Effective Date

This Notice was last revised on February 19, 2022 and is, thereby, effective as of such date.