Privacy Policy
- Last Updated: June 16, 2025
We are committed to protecting your privacy and ensuring the security of your personal and health-related information. We value your trust and adhere to the highest standards of confidentiality and data protection, including full compliance with HIPAA regulations.
Information We Collect
We collect various types of information to provide high-quality family healthcare services to patients of all ages. This includes:
Personal Information
- Full name, date of birth, and gender
- Phone number and email address
- Home address and emergency contact information
- Insurance information and policy details
- Preferred language for communication
Health Information
- Medical history, current health conditions, and symptoms
- Treatment records, test results, and lab reports
- Prescription and medication information
- Immunization records and allergy information
- Family medical history relevant to your care
Automatically Collected Data
- IP addresses, browser types, operating systems, and device identifiers
- Website usage patterns, pages visited, and time spent on our site
- Cookies, web beacons, and analytics data showing how users navigate our website
- Location data (general geographic area only)
Online Services Data
- Patient Portal login credentials and account preferences
- Appointment booking information and scheduling preferences
- Messages and communications through our secure portal
- Payment information for billing purposes (processed securely)
How We Use Your Information
We use the information we collect for purposes including but not limited to:
Providing Medical Services
- Delivering personalized family healthcare for patients from infancy to senior years
- Maintaining accurate and comprehensive patient medical records
- Coordinating care between different healthcare providers and specialists
- Managing chronic conditions and preventive care programs
Appointment Management
- Scheduling same-day appointments and routine visits
- Sending appointment reminders via phone, email, or text
- Managing cancellations and rescheduling requests
- Coordinating walk-in urgent care services
Billing and Insurance
- Processing payments and managing billing inquiries
- Verifying insurance coverage and processing claims
- Handling pre-authorizations and referrals
- Providing affordable self-pay options for uninsured patients
Communication and Care Coordination
- Informing patients about treatment plans and follow-up care
- Providing test results and health-related updates
- Sending preventive care reminders and health education materials
- Facilitating communication in multiple languages through our bilingual staff
Service Improvements
- Analyzing patient feedback to improve service quality
- Enhancing our website functionality and user experience
- Optimizing appointment scheduling and clinic operations
- Ensuring culturally sensitive and patient-centered care
Marketing and Outreach (with Consent)
- Sending health newsletters and wellness tips when you opt-in
- Informing you about new services or changes to existing services
- Community health education and awareness programs
Sharing and Disclosure of Information
Your information is shared only under lawful and controlled circumstances that support your healthcare:
Healthcare Providers and Care Team
- Sharing with doctors, specialists, and healthcare professionals involved in your care
- Coordinating with hospitals, laboratories, and imaging centers for diagnostic services
- Communication with pharmacies for prescription fulfillment and medication management
- Referrals to specialists and coordination of follow-up care
Insurance and Billing
- Communicating with insurance providers for claims processing and reimbursement
- Working with billing services and payment processors
- Providing information for pre-authorizations and coverage verification
Legal and Regulatory Requirements
- Disclosing information when legally required by courts or regulatory bodies
- Reporting to public health authorities as required by law
- Responding to worker's compensation claims and legal proceedings
- Complying with medical examiner or coroner requests
Authorized Third Parties
- Sharing with business associates who help operate our practice (all covered by HIPAA agreements)
- Working with IT service providers who maintain our electronic health records
- Collaborating with quality assurance organizations for healthcare improvement
Emergency Situations
- Sharing information with emergency responders to provide timely, life-saving care
- Contacting your designated emergency contacts during medical emergencies
- Coordinating with emergency departments and urgent care facilities
Protection of Your Information
We implement comprehensive security measures to safeguard your personal and health-related data:
Technical Safeguards
- Using advanced encryption protocols for all data transmission and storage
- Maintaining secure servers with robust firewalls and antivirus protection
- Implementing multi-factor authentication for access to sensitive systems
- Regular software updates and security patches
Physical Safeguards
- Securing physical access to areas containing health information
- Proper storage and disposal of paper records and electronic devices
- Restricted access to computer systems and workstations
- Surveillance and monitoring of facility security
Administrative Safeguards
- Conducting regular security audits and vulnerability assessments
- Granting access only to authorized personnel under strict confidentiality agreements
- Providing comprehensive staff training on privacy and security protocols
- Maintaining detailed policies and procedures for information handling
Ongoing Monitoring
- Continuous monitoring of system access and unusual activity
- Regular backup procedures to ensure data availability
- Incident response plans for potential security breaches
- Annual security risk assessments and improvements
HIPAA Compliance and Patient Rights
We comply fully with the Health Insurance Portability and Accountability Act (HIPAA) and other applicable privacy laws. This includes safeguarding Protected Health Information (PHI) by ensuring its confidentiality, integrity, and availability.
Your Rights as a Patient
- Access and Review: Request access to your medical records and review them for accuracy
- Correction Requests: Request corrections to any inaccurate or incomplete information in your records
- Use Restrictions: Request limits on how we use or share your health information
- Information Copies: Obtain copies of your health records in electronic or paper format
- Alternative Communications: Request that we communicate with you in specific ways or locations
- Accounting of Disclosures: Receive a list of when and why we shared your information
- Privacy Complaints: File a complaint if you believe your privacy rights have been violated
How to Exercise Your Rights To exercise any of these rights, contact our Privacy Officer at 661-348-4421 or submit a written request to our clinic. We will respond to your request within 30 days and provide you with the requested information or explain any limitations.
Cookies and Tracking Technologies
Our website uses cookies and similar technologies to provide a better online experience and improve our services:
Types of Cookies We Use
- Essential Cookies: Required for basic website functionality and security
- Performance Cookies: Help us understand how visitors use our website
- Functional Cookies: Remember your preferences and improve your experience
- Analytics Cookies: Provide insights into website traffic and user behavior
Cookie Management
- You can manage cookie preferences through your browser settings
- Turning off certain cookies may affect website functionality
- We do not use cookies for targeted advertising without your consent
- Third-party cookies are limited to essential services only
Children's Privacy and Family Care
As a family practice serving patients of all ages, we have special considerations for pediatric patients:
Minors' Health Information
- Parents and guardians have access to their minor children's health information as permitted by law
- We respect age-appropriate privacy rights for adolescent patients
- Certain sensitive health information may have additional privacy protections
- We follow state and federal laws regarding consent for minors' treatment
Family Care Coordination
- We may share relevant health information among family members when appropriate for care coordination
- Emergency contact information is used only for medical emergencies
- Family medical history is collected and maintained to provide comprehensive care
Third-Party Links and Services
Our website may include links to third-party websites and services:
External Links
- We are not responsible for the privacy practices of external websites
- We encourage you to review the privacy policies of any sites you visit
- Third-party sites may have different privacy standards and practices
Integrated Services
- Trusted third-party partners may provide some services (like online scheduling)
- Business Associate Agreements cover all third-party services used for healthcare purposes
- We carefully vet all partners to ensure they meet our privacy and security standards
Data Retention and Disposal
We retain your health information in accordance with legal requirements and medical standards:
Retention Periods
- Adult medical records are maintained for at least 7 years after the last date of service
- Pediatric records are kept until the patient reaches age 25 or longer, as required by law
- Billing and insurance records are retained according to federal and state requirements
- Some information may be retained longer for ongoing care or legal purposes
Secure Disposal
- Paper records are shredded or incinerated securely
- Electronic data is permanently deleted using industry-standard methods
- Storage devices are physically destroyed when no longer needed
- All disposal methods ensure information cannot be reconstructed
Changes to This Privacy Policy
We reserve the right to update this Privacy Policy periodically to reflect changes in our practices, legal requirements, or industry standards:
Notification of Changes
- Significant updates will be posted prominently on our website
- We will notify patients during their next visit of material changes
- Updated policies will include the effective date of changes
- You can always find the current version at privacy policy
Your Continued Use
- Continued use of our services after changes indicates acceptance of the updated policy
- If you disagree with the changes, please get in touch with us to discuss your concerns
- We are committed to maintaining the trust you place in our practice
Opt-Out Options and Communication Preferences
You have control over how we communicate with you:
Marketing Communications
- You can opt out of promotional emails and newsletters at any time
- Use the unsubscribe link in any marketing email we send
- Contact our office to update your communication preferences
- Opting out of marketing does not affect necessary medical communications
Appointment Reminders
- Choose your preferred method for appointment reminders (phone, email, text)
- Opt out of automatic reminders while still receiving important medical communications
- Please update your preferences through the patient portal or by calling our office
Contact Information
If you have any questions, concerns, or requests related to this Privacy Policy or your privacy rights, please get in touch with us:
