Privacy Policy

Prax Family Chiropractic, LLC, d/b/a Heal Better Health Center (“Heal Better Health Center,” “we,” “us,” or “our”) is committed to protecting the privacy and security of your health information. This Privacy Policy describes how we collect, use, disclose, and safeguard your Protected Health Information (“PHI”) in accordance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA), federal regulations, and Virginia law. This policy applies to all employees, contractors, and agents of Prax Family Chiropractic, LLC, d/b/a Heal Better Health Center.

Definitions

“Protected Health Information (PHI)” means any information, whether oral or recorded in any form or medium, that relates to an individual’s past, present, or future physical or mental health or condition, the provision of health care to the individual, or payment for the provision of health care, and that identifies the individual or for which there is a reasonable basis to believe can be used to identify the individual.

“Disclosure” means the release, transfer, provision of access to, or divulging in any other manner of PHI outside of Prax Family Chiropractic, LLC, d/b/a Heal Better Health Center.

1. Privacy Practices

1.1. Prax Family Chiropractic, LLC, d/b/a Heal Better Health Center designates a Privacy Officer responsible for overseeing compliance with this policy, managing privacy-related inquiries, and ensuring ongoing adherence to privacy practices.

2. Safeguards for PHI

2.1. PHI is protected through administrative, physical, and technical safeguards to ensure its confidentiality, integrity, and availability.

2.2. Access to PHI is limited to authorized personnel who require such access to perform their job functions.

2.3. All employees, contractors, and agents receive regular training on privacy and security protocols, as mandated by 45 C.F.R. § 164.530(b).

3. Minimum Necessary Standard

3.1. Prax Family Chiropractic, LLC, d/b/a Heal Better Health Center limits the use, disclosure, and request of PHI to the minimum necessary to accomplish the intended purpose, in compliance with 45 C.F.R. § 164.502(b).

4. Individual Rights

4.1. Individuals have the right to access and obtain a copy of their health records maintained by Prax Family Chiropractic, LLC, d/b/a Heal Better Health Center, subject to certain exceptions and procedural requirements, as outlined in 45 C.F.R. § 164.524.

4.2. Individuals may request amendments to their health records if they believe the information is inaccurate or incomplete. Prax Family Chiropractic, LLC, d/b/a Heal Better Health Center will review and respond to such requests in accordance with 45 C.F.R. § 164.526.

4.3. Individuals have the right to request restrictions on certain uses and disclosures of their PHI. Prax Family Chiropractic, LLC, d/b/a Heal Better Health Center will consider all such requests but is not required to agree to a requested restriction except as required by 45 C.F.R. § 164.522(a).

4.4. Individuals may request an accounting of certain disclosures of their PHI made by Prax Family Chiropractic, LLC, d/b/a Heal Better Health Center, as provided in 45 C.F.R. § 164.528.

4.5. Individuals may request alternative means or locations for receiving communications containing PHI, in accordance with 45 C.F.R. § 164.522(b).

5. Permitted and Required Disclosures

5.1. Prax Family Chiropractic, LLC, d/b/a Heal Better Health Center may use and disclose PHI for purposes of treatment, payment, and health care operations without the individual’s written authorization, as permitted by 45 C.F.R. § 164.506.

5.2. PHI may be disclosed as required by law, including but not limited to disclosure for public health activities, health oversight activities, and judicial or administrative proceedings, in accordance with 45 C.F.R. § 164.512.

5.3. PHI will not be used or disclosed for marketing or fundraising purposes without the individual’s explicit written authorization. Individuals may opt out of receiving such communications, as specified in 45 C.F.R. § 164.508(a)(3).

5.4. Any other use or disclosure of PHI not described in this policy will be made only with the individual’s written authorization, which may be revoked at any time in writing, in accordance with 45 C.F.R. § 164.508(b)(5).

6. Business Associates

6.1. Prax Family Chiropractic, LLC, d/b/a Heal Better Health Center requires all business associates and third-party service providers who handle PHI on its behalf to enter into written agreements ensuring they adhere to privacy and security standards, as mandated by 45 C.F.R. § 164.504(e).

7. Retention and Disposal of PHI

7.1. PHI is retained for the period required by applicable federal and state laws.

7.2. When PHI is no longer needed, it is securely destroyed or disposed of to prevent unauthorized access, in accordance with 45 C.F.R. § 164.310(d)(2)(i).

8. Breach Notification Procedures

8.1. In the event of a breach of unsecured PHI, Prax Family Chiropractic, LLC, d/b/a Heal Better Health Center will notify affected individuals without unreasonable delay and no later than sixty (60) days after discovery of the breach, as required by 45 C.F.R. § 164.404.

8.2. The notification will include a description of the breach, including the date of the breach and the date of discovery, the types of PHI involved, steps individuals should take to protect themselves from potential harm, a description of what Prax Family Chiropractic, LLC, d/b/a Heal Better Health Center is doing to investigate, mitigate, and prevent future breaches, and contact information for individuals to obtain further information or assistance.

9. Complaints and Grievances

9.1. Individuals may file complaints regarding privacy practices. Prax Family Chiropractic, LLC, d/b/a Heal Better Health Center will not retaliate against any individual for filing a complaint in accordance with 45 C.F.R. § 164.530(g).

10. Compliance with Virginia Law

10.1. Prax Family Chiropractic, LLC, d/b/a Heal Better Health Center complies with all applicable Virginia laws governing the privacy and security of health records, including Va. Code Ann. § 32.1-127.1:03.

10.2. When responding to subpoenas or court orders for health records, Prax Family Chiropractic, LLC, d/b/a Heal Better Health Center will provide notice to the individual whose records are sought and allow a reasonable opportunity for the individual to object, as required by Va. Code Ann. § 32.1-127.1:03.

10.3. Disclosure of health records in legal proceedings will be made only after careful consideration of the purpose of the request, the potential impact on the individual’s privacy, and the necessity of the information for the proceedings.

11. Policy Review and Updates

11.1. This Privacy Policy is reviewed and updated regularly to ensure ongoing compliance with HIPAA, federal regulations, and Virginia law. Material changes will be communicated to individuals as required.