HIPAA Notice of Privacy Practices

Effective Date: January 1, 2025

This Notice of Privacy Practices describes how VetNexusMD may use and disclose your protected health information (PHI) to carry out treatment, payment, or health care operations, and for other purposes that are permitted or required by law. It also describes your rights to access and control your protected health information.

VetNexusMD is required by law to:

• Maintain the privacy of your protected health information
• Provide you with this Notice of our legal duties and privacy practices
• Follow the terms of the Notice currently in effect
• Notify you if we are unable to agree to a requested restriction
• Accommodate reasonable requests you may have to communicate health information by alternative means or at alternative locations

How We May Use and Disclose Your Health Information

1. Treatment

We will use and disclose your health information to provide, coordinate, or manage your health care and related services. This includes the coordination or management of your health care with third parties. For example, we may disclose your health information to physicians, psychiatrists, psychologists, or other healthcare providers who are involved in your care.

2. Payment

We may use and disclose your health information to obtain payment for services we provide to you. For example, we may provide information to the Department of Veterans Affairs (VA) to support your disability claim or nexus letter request. We may also disclose limited information to your insurance company to verify coverage or obtain payment for services.

3. Healthcare Operations

We may use and disclose your health information for healthcare operations purposes. These uses and disclosures are necessary to run our practice and ensure that all of our patients receive quality care. For example, we may use health information to review our treatment and services and to evaluate the performance of our staff in caring for you.

4. Business Associates

We may disclose your health information to our business associates who perform functions on our behalf or provide us with services if the information is necessary for such functions or services. For example, we may use another company to perform billing services on our behalf. All of our business associates are obligated, under contract with us, to protect the privacy of your information and are not allowed to use or disclose any information other than as specified in our contract.

5. Required by Law

We may use or disclose your health information when we are required to do so by law. This includes disclosures required by the Department of Health and Human Services to investigate or determine our compliance with HIPAA regulations.

6. Public Health Activities

We may disclose your health information for public health activities and purposes to a public health authority that is permitted by law to collect or receive the information. This may include reporting disease, injury, vital events such as birth or death, and conducting public health surveillance, investigations, and interventions.

7. Health Oversight Activities

We may disclose your health information to a health oversight agency for activities authorized by law, such as audits, investigations, inspections, licensure or disciplinary actions, or civil, administrative, or criminal proceedings or actions.

8. Judicial and Administrative Proceedings

We may disclose your health information in the course of any judicial or administrative proceeding, in response to a court order or administrative order, or in certain conditions in response to a subpoena, discovery request, or other lawful process.

9. Law Enforcement

We may disclose your health information to a law enforcement official for law enforcement purposes as required by law or in response to a valid subpoena or court order.

10. Military and Veterans

If you are or were a member of the armed forces, we may disclose your health information as required by military command authorities or to the Department of Veterans Affairs as necessary to determine your eligibility for benefits.

11. Serious Threat to Health or Safety

We may use and disclose your 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. Any disclosure, however, would only be to someone able to help prevent the threat.

Your Rights Regarding Your Health Information

Right to Inspect and Copy

You have the right to inspect and obtain a copy of your health information that may be used to make decisions about your care. This includes medical and billing records. To inspect and copy your health information, you must submit a written request to our Privacy Officer. We may charge a fee for the costs of copying, mailing, or other supplies associated with your request.

Right to Request an Amendment

If you feel that health information we have about you 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 practice. To request an amendment, you must submit a written request to our Privacy Officer and provide a reason that supports your request.

Right to an Accounting of Disclosures

You have the right to request an “accounting of disclosures.” This is a list of certain disclosures we made of your health information. To request this list, you must submit a written request to our Privacy Officer. Your request must state a time period which may not be longer than six years.

Right to Request Restrictions

You have the right to request a restriction or limitation on the health information we use or disclose about you for treatment, payment, or health care operations. You also have the right to request a limit on the health information we disclose about you to someone who is involved in your care or the payment for your care. 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.

Right to Request 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. For example, you can ask that we only contact you at work or by mail. To request confidential communications, you must make your request in writing to our Privacy Officer. We will accommodate all reasonable requests.

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.

Right to Notification of Breach

You have the right to be notified in the event that we (or a Business Associate) discover a breach of unsecured protected health information.

Changes to This Notice

We reserve the right to change this notice. We reserve the right to make the revised or changed notice effective for medical information we already have about you as well as any information we receive in the future. We will post a copy of the current notice in our office and on our website. The notice will contain the effective date on the first page.

Complaints

If you believe your privacy rights have been violated, you may file a complaint with VetNexusMD or with the Secretary of the Department of Health and Human Services. To file a complaint with VetNexusMD, contact our Privacy Officer at the address listed below. All complaints must be submitted in writing. You will not be penalized for filing a complaint.

Contact Information

Privacy Officer:
VetNexusMD
One Boston Place
201 Washington Street, Suite 2679
Boston, MA 02108

Email: privacy@vetnexusmd.com
Phone: (617) 841-9183

To file a complaint with the U.S. Department of Health and Human Services:
Office for Civil Rights
U.S. Department of Health and Human Services
200 Independence Avenue, S.W.
Washington, D.C. 20201
Phone: 1-877-696-6775
Website: www.hhs.gov/ocr/privacy/hipaa/complaints/

Acknowledgment of Receipt

By using VetNexusMD services, you acknowledge that you have received this Notice of Privacy Practices and understand your rights regarding your protected health information.

This notice is effective as of January 1, 2025, and replaces any prior notices.