Privacy policy and
Conditions of services
LAST UPDATED JANUARY 1, 2025
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Please review this notice carefully, as it explains your rights, our obligations, and how your medical information may be used or disclosed.
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We understand the importance of protecting your privacy and are dedicated to maintaining the confidentiality of your medical and personal information. This notice describes how we manage the medical records we create or receive, how your information may be used to ensure high-quality care, and how we fulfill our legal and professional responsibilities to operate effectively. Additionally, it outlines your rights regarding your medical information, as well as our legal obligations concerning its use and disclosure. Furthermore, this notice includes important service policies regarding service terms, cancellation policies, and refunds. If you have any questions, please contact our Privacy Officer.
A. How Kaizen Physical Therapy May Use or Disclose Your Health Information Kaizen Physical Therapy securely stores your health information within an electronic health record system. While we own the physical or electronic record, the information belongs to you. The following outlines how your health information may be utilized or disclosed: Treatment. We use your health information to deliver customized physical therapy services. This may involve sharing information with our team or other healthcare providers, such as your primary physician, specialists, or diagnostic facilities, to ensure coordinated and effective care. For instance, we might collaborate with a referring physician to optimize post-operative rehabilitation. Payment. Your health information is used to process payments for services rendered. This may include sharing necessary details with your insurance provider to secure reimbursement or clarify coverage. Additionally, we may assist other providers in obtaining payment for services related to your care. Health Care Operations. We use your health information to enhance the quality of care, train staff, and maintain operational standards. This may involve internal audits, compliance checks, or collaboration with business associates such as billing agencies. All third-party associates are bound by strict confidentiality agreements to protect your information. Appointment Reminders. We may contact you via phone, email, or text to remind you of upcoming appointments. If we are unable to reach you directly, a brief message may be left. Sign-In Sheet. Upon arrival, you may be asked to sign in at the reception desk. This helps us manage appointments and improve workflow. Communication with Family. With your consent, we may share information about your care with family members or caregivers involved in your support. In emergencies, we will use our professional judgment to determine the appropriate course of action. Marketing. We may inform you about services, programs, or workshops aligned with your treatment goals, such as new therapy techniques or wellness initiatives. Your information will never be sold or used for paid marketing without your explicit authorization. Sale of Health Information. Your medical information will never be sold without your written consent. You may revoke this consent at any time if previously given. Required by Law. We disclose health information as required by federal, state, or local laws, such as reporting abuse, neglect, or complying with legal processes. Public Health. We may share your information with public health authorities for purposes such as controlling disease outbreaks, reporting adverse reactions, or addressing public health concerns. Health Oversight Activities. Your information may be disclosed to oversight agencies conducting audits, investigations, or inspections to ensure compliance with healthcare regulations. Legal Proceedings. Health information may be disclosed during judicial or administrative proceedings if mandated by court orders, subpoenas, or other legal requirements. Law Enforcement. We may provide information to law enforcement officials as required, such as aiding in investigations or locating missing persons. Coroners and Medical Examiners. In the event of death, relevant information may be disclosed to determine the cause. Organ or Tissue Donation. If applicable, your information may be shared with organizations involved in organ or tissue donation. Public Safety. We may disclose information to prevent or lessen a serious threat to health or safety, in accordance with applicable laws. Proof of Immunization. Upon request and with your consent, we may provide proof of immunization to schools or organizations, including for dependents. Specialized Government Functions. Your information may be disclosed for military, national security, or correctional purposes as legally required. Workers’ Compensation. We may release information to comply with workers’ compensation laws or support workplace injury claims. Change of Ownership. In the event of a sale or merger of Kaizen Physical Therapy, your medical records will transfer to the new ownership. You may request the transfer of your records to another provider if preferred. Breach Notification. Should a data breach occur, we will notify you promptly as required by law. Notifications may be delivered via email or other appropriate channels. Students and Interns. Students or interns may occasionally observe or assist with your treatment under supervision. Please inform us if you prefer not to have students involved. Research. Your information may be used for research purposes as permitted by law, ensuring your privacy is safeguarded. Fundraising. We may contact you to support clinic programs or community events. You can opt out of these communications by notifying us. Business Associates. We collaborate with third-party service providers, such as billing or IT support, who are contractually obligated to protect your health information.
B. When Kaizen Physical Therapy May Not Use or Disclose Your Health Information Outside of the uses and disclosures outlined in this Notice of Privacy Practices, Kaizen Physical Therapy will not share or use your identifiable health information without your explicit written consent. Should you provide us with written authorization to use or disclose your information for a specific purpose, you retain the right to revoke that authorization at any time by submitting a written request.
C. Your Health Information Rights Right to Request Special Privacy Protections You have the right to request restrictions on specific uses and disclosures of your health information. This request must be submitted in writing and detail the information you wish to restrict, along with the limitations you would like imposed. If you request that we withhold information from your commercial health plan about services or items you have fully paid for out-of-pocket, we will honor that request unless disclosure is required for treatment or legal purposes. For other requests, we reserve the right to accept or decline, and we will inform you of our decision. Right to Request Confidential Communications You may request that we communicate your health information in a specific manner or to a specific location. For instance, you can ask that we send correspondence to your work address or a designated email account. All reasonable written requests specifying your preferred method or location of communication will be honored. Right to Inspect and Copy You have the right to access and obtain copies of your health information, with certain exceptions. To exercise this right, submit a written request specifying the information you wish to access, whether you prefer to inspect or receive copies, and your desired format for the copies. If we can readily produce the information in your requested format, we will do so; otherwise, we will provide an acceptable alternative. If the record is maintained electronically, you may choose between an electronic or hardcopy format. Copies can also be sent to a designated individual with your written request. Fees may apply to cover labor, supplies, and postage, as well as costs for any requested explanations or summaries. In limited circumstances, we may deny access to certain records, such as psychotherapy notes or when disclosure might cause harm. You may appeal these decisions or have certain records transferred to another professional. Right to Amend or Supplement You have the right to request corrections to your health information if you believe it is inaccurate or incomplete. Requests must be made in writing and include an explanation of why the amendment is necessary. While we may deny your request in some cases—such as if the information is accurate as is or was not created by us—you will receive a written explanation for the denial. If denied, you may submit a statement of disagreement, which will be included in your record. Any related documentation will accompany subsequent disclosures of the disputed information. Right to an Accounting of Disclosures You may request an accounting of certain disclosures of your health information made by Kaizen Physical Therapy. This accounting does not include disclosures made directly to you, those authorized by you, or those for treatment, payment, healthcare operations, or other exceptions outlined in this Notice of Privacy Practices. Disclosures for research or public health purposes that exclude direct identifiers, or those required by law enforcement or government agencies, may also be excluded. Requests for an accounting must be made in writing. Right to a Paper or Electronic Copy of this Notice You are entitled to a copy of this Notice of Privacy Practices in paper or electronic form, regardless of whether you have previously received it electronically. If you have questions about these rights or wish to exercise them, please contact our Privacy Officer listed at the top of this Notice of Privacy Practices.
D. Changes to this Notice of Privacy Practices Kaizen Physical Therapy reserves the right to modify this Notice of Privacy Practices at any time. Until such changes are made, we will adhere to the terms outlined in the current Notice. Once updated, the revised Notice will apply to all health information maintained by our practice, regardless of when it was created or received. A copy of the updated Notice will be prominently displayed in our reception area and available during your appointments. [For practices with websites: The updated Notice will also be posted on our website.]
E. Payment and Billing We are committed to providing transparent and straightforward payment options for our services. All payments are required in full at the time of each session. Currently, we do not accept insurance reimbursement. All services are offered on a self-pay basis, and payment is required at the time of service. We gladly accept credit cards, debit cards, HSA of FSA payments as we are qualified health care professions, and cash. By not utilizing insurance, we aim to provide you with high-quality care without the constraints or delays often associated with insurance processing. Should you have any questions regarding our payment policies, please feel free to contact us for more information.
F. Cancellation Policy At Kaizen Physical Therapy, we are dedicated to providing exceptional, individualized care to each of our patients while respecting the time and commitments of both our patients and our team. To ensure we maintain this standard, we enforce a 24-hour cancellation policy. Each patient is granted one "strike" as a courtesy for a missed appointment or late cancellation. After the first offense, a $50 late fee will be applied for any subsequent missed appointments or cancellations made less than 24 hours in advance. If a patient reaches three offenses, they will be subject to discharge from care. We appreciate your understanding and cooperation as this policy helps us maintain our commitment to delivering high-quality care to all our patients.
G. Refunds Refunds for pre-purchased sessions or packages are handled on a case-by-case basis and will only be issued if no sessions have been used. A processing fee may apply.
E. Complaints If you have concerns or complaints regarding this Notice of our Privacy Policy or Terms and Conditions for services or how Kaizen Physical Therapy manages your health information, please contact our Privacy Officer listed at the top of this Notice.