Notice of Privacy Practices

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.

Effective Date: 01/01/2026

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 are committed to protecting the privacy and security of your medical information. This Notice describes how we may use and disclose your Protected Health Information (PHI) and your rights regarding that information.

OUR LEGAL DUTY

We are required by law to maintain the privacy of your Protected Health Information and provide you with this Notice describing our legal duties and privacy practices. We are required to follow the terms of the Notice currently in effect.

HOW WE MAY USE AND DISCLOSE YOUR HEALTH INFORMATION

1. Treatment

We may use or disclose your health information to provide, coordinate, or manage your physical therapy care.

Examples include:

  • Sharing information with physicians or other healthcare providers involved in your care
  • Documenting therapy visits and clinical progress
  • Coordinating care with other medical providers

AI-Assisted Clinical Documentation

Our practice may use AI-assisted ambient listening technology to assist clinicians in documenting patient encounters.

This technology may:

  • Listen to conversations during therapy sessions
  • Convert speech to text
  • Generate draft clinical documentation for therapist review

Important safeguards include:

  • The therapist reviews and approves all documentation.
  • The technology is used only to assist documentation.
  • Audio may be temporarily processed to generate notes.
  • The AI vendor is required to comply with HIPAA and maintain a Business Associate Agreement (BAA).

Your information processed by this technology is protected under HIPAA and handled using industry-standard security safeguards.

2. Payment

We may use and disclose your PHI to obtain payment for services provided.

Examples include:

  • Billing your insurance company
  • Determining eligibility or coverage
  • Obtaining prior authorization for therapy services
3. Healthcare Operations

We may use your information to operate our practice, including quality improvement activities, staff training, education, compliance and auditing, and practice management.

OTHER PERMITTED OR REQUIRED USES AND DISCLOSURES

  • Public health activities
  • Health oversight activities
  • Law enforcement requests
  • Judicial or administrative proceedings
  • Specialized government
  • Workers’ compensation claims
  • To avert serious threats to health or safety
  • Victims of abuse, neglect, or domestic violence
  • Decedents (deceased individuals)

BUSINESS ASSOCIATES

We may share your information with third-party service providers who perform services on our behalf (called Business Associates), such as electronic health record providers, billing companies, AI documentation technology vendors, and IT or cloud storage providers. These providers are required to protect your information under HIPAA and contractual agreements.

YOUR RIGHTS REGARDING YOUR HEALTH INFORMATION

This practice requires that all requests for the various rights be made in writing and we will provide our decision on your request in writing. You should be aware that there may be some situations when there could be limitations placed on your rights. We are required to permit you to request these rights, but we are not required to agree to your request.

  • Access Your Records – Request a copy of your medical records.
  • Others’ Access to Your Records – Permit access or object to disclosure to others.
  • Request Amendments – Ask us to correct information you believe is incorrect.
  • Request Restrictions – Request limits on certain uses or disclosures.
  • Request Confidential Communications – Ask us to contact you in a specific way.
  • Receive an Accounting of Disclosures – Request a list of certain disclosures.
  • Receive a Paper Copy of This Notice – You may request a paper copy at any time.

BREACH NOTIFICATION

If a breach of your unsecured protected health information occurs, we will notify you as required by law.

CHANGES TO THIS NOTICE

We reserve the right to change this Notice and make the new provisions effective for all protected health information we maintain. The current version will be available in our office and on our website if applicable.

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. We will not retaliate against you for filing a complaint.

CONTACT INFORMATION

HIPAA Privacy Officer: Kelly Mest
983A East Lancaster Avenue
Downingtown, PA 19335-3184
Phone: (610) 594-2060

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