Privacy Policy

HIPAA omnibus notice of privacy practices

This Notice of Privacy Practices describes how we—along with our business associates and their subcontractors—may use and disclose your Protected Health Information (PHI) for purposes related to treatment, payment, and health care operations (TPO), and as permitted or required by law. It also outlines your rights regarding your PHI. Please review this information carefully.

We reserve the right to revise this notice at any time. Any changes will apply to all PHI we maintain. The current version will always be posted in our waiting room and on our website. You may also request a printed copy at any time.

What is Protected Health Information (PHI)?

PHI includes information about your physical or mental health, healthcare services received, or health insurance benefits—when combined with personal identifiers such as your name, address, Social Security number, or phone number.

Uses and disclosures of PHI without authorization

We may use or share your health information without your written consent in the following situations:

Treatment

We may share your PHI with other healthcare providers involved in your care. For example, if you are referred to a specialist, your medical history may be shared to ensure continuity of care.

Payment
Your PHI may be used to obtain payment from health insurers or other entities. For example, we may share information with your insurance company to verify coverage and benefits.

Healthcare Operations
PHI may be used for operations such as quality improvement, staff training, licensing, and audits. These activities help us maintain the high standard of care we provide.

Appointments, Benefits, and Services
We may contact you to remind you of appointments, share health-related services, or inform you of alternative treatments. For fundraising communications, you will have the opportunity to opt out.

Family and Friends Involved in Your Care
Unless you object, we may disclose your health information to a family member, friend, or caregiver who is involved in your treatment or payment.

Business Associates
Third-party vendors who assist with billing, legal services, or operations may access PHI. These associates are legally required to safeguard your information under HIPAA.

Immunization Records
With verbal or written permission, we may share proof of immunization with a school as required by law.

Incidental Disclosures
We take reasonable steps to protect your privacy, though incidental exposure (e.g., overheard conversations) may occasionally occur during normal operations.

Emergencies or Public Need
We may use or disclose your PHI during emergencies or when required by law—for example, to report communicable diseases, comply with public health authorities, or assist in legal or national security matters.

Uses and disclosures requiring written authorization

We must obtain your written authorization before:

Using psychotherapy notes (where applicable)
Disclosing information for marketing purposes if compensation is involved
Selling your PHI to a third party

You may revoke your authorization at any time by contacting our office in writing, unless we have already taken action based on your prior authorization.

Your rights regarding your PHI

Right to Inspect and Copy

You may request access to your medical and billing records in paper or electronic form. Requests must be made in writing. A fee may apply for copies, postage, or electronic media.

Right to Amend

If you believe any part of your medical record is incorrect, you may request an amendment in writing. If we deny the request, we will notify you in writing and include your statement of disagreement in your record if requested.

Right to an Accounting of Disclosures

You may request a list (accounting) of non-routine disclosures of your PHI, going back up to six years. Routine disclosures for treatment, payment, or operations are excluded. One request per year is free; additional requests may incur a fee.

Right to Notification of a Breach

You will be notified within 60 days if there is a breach of your unsecured PHI and it is determined that there is more than a low probability of compromise.

Right to Request Restrictions

You may request restrictions on how we use or disclose your PHI for treatment, payment, or operations. We are not required to agree unless the request involves limiting disclosure to your health plan for services paid in full out of pocket.

Right to Confidential Communications

You may request that we contact you in a specific way (e.g., phone only at work). We will accommodate reasonable requests without requiring a reason.

Right to Appoint a Representative

You may designate someone to act on your behalf in health matters. Parents and guardians generally have access to minor children’s records unless state law allows the minor to consent to their own care.

Right to a Paper Copy

You may request a paper copy of this notice even if you received it electronically.

Right to File a Complaint

If you believe your privacy rights have been violated, you can file a complaint with:

Privacy Officer
Harlem Gynecology Practice
2597 Frederick Douglass Blvd
New York, NY 10030
(212) 234-3433
contact@harlemgyn.com

Or with the U.S. Department of Health and Human Services. Filing a complaint will not affect your care.

Special protections

Certain types of information may have additional legal protections under state or federal law, including HIV/AIDS status, mental health records, substance use treatment, psychotherapy notes, and genetic data.