HIPAA Privacy Policy
Effective Date: October 23, 2025
1. Purpose of This Policy
This HIPAA Privacy Policy explains how ProPerformance Care, Inc. (“we,” “our,” or “us”) protects, uses, and discloses Protected Health Information (PHI) in compliance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and related federal regulations.
Our goal is to ensure that all personal health information is handled responsibly, confidentially, and securely in all aspects of our practice and online services.
2. Scope
This policy applies to:
All healthcare professionals, employees, and contractors of ProPerformance Care.
All patient data collected through our clinic, website (https://properformancecare.com), phone, or electronic communications.
3. What Is Protected Health Information (PHI)?
“Protected Health Information” (PHI) includes any individually identifiable health information in any form (electronic, paper, or verbal) that relates to:
Your past, present, or future physical or mental health or condition
The provision of healthcare to you
Payment for healthcare services
Examples of PHI include:
Your name, address, phone number, or email
Medical records, diagnosis, or treatment details
Insurance or billing information
4. How We Use and Disclose PHI
We may use or disclose PHI for the following purposes, as permitted under HIPAA:
a. Treatment
To provide, coordinate, or manage your healthcare and related services.
Example: Sharing information with another physician involved in your care.
b. Payment
To bill and collect payment for the healthcare services we provide.
Example: Sharing necessary details with your insurance provider for reimbursement.
c. Healthcare Operations
To support daily business activities such as internal quality assessments, staff training, or accreditation.
d. With Your Authorization
We will not disclose your PHI for purposes other than those listed above without your explicit written authorization.
You may revoke your authorization in writing at any time.
e. Required by Law
We may disclose PHI if required to do so by federal, state, or local law — for example, to report abuse, comply with court orders, or assist in public health activities.
5. Your Rights Under HIPAA
You have the following rights regarding your PHI:
Right to Access – You may request to see or obtain a copy of your medical records.
Right to Amend – You may request corrections to inaccurate or incomplete information.
Right to Restrict Disclosures – You can request limitations on how we use or share your PHI.
Right to Confidential Communications – You can request we contact you at specific locations or methods (e.g., by mail instead of phone).
Right to an Accounting of Disclosures – You may request a list of instances where your PHI was shared (excluding routine uses).
Right to Receive a Paper Copy – You may request a physical copy of this policy at any time.
Requests can be made in writing to info@properformancecare.com or by mail to our office (address below).
6. Safeguards to Protect PHI
We implement administrative, technical, and physical measures to protect your PHI, including:
Secure electronic health record systems
Encryption of data transmissions
Access controls and password protections
Staff training on HIPAA compliance and confidentiality
Secure storage and disposal of physical documents
7. Electronic Communications & Website Forms
While we take precautions to secure electronic communications, no online system is 100% secure.
If you contact us via our website, email, or online forms, please avoid including highly sensitive health information unless instructed by a staff member via a secure method.
All online submissions through properformancecare.com are protected with SSL encryption.
Note: Accessibility improvements to ensure ADA/WCAG compliance are currently underway to further enhance usability for all visitors.
8. Business Associates
We may share PHI with third-party vendors who perform certain functions for us (e.g., billing, cloud hosting, analytics).
These “Business Associates” are legally required by HIPAA to safeguard your PHI and use it only for authorized purposes.
9. Patients Who Are Minors
We provide care for children and adolescents under the age of 18. In such cases, a parent or legal guardian generally makes healthcare decisions and provides consent for the collection and use of PHI.
Parents or guardians have the same rights to access and manage the minor’s PHI, unless otherwise restricted by law (e.g., in certain adolescent care circumstances).
While our website may include information about pediatric services, it is not designed to attract or solicit children directly. All communications and scheduling for minors are intended for parents or legal guardians.
10. Breach Notification Policy
In the event of a data breach involving your PHI, we will notify you without unreasonable delay — and no later than 60 days after discovery — in accordance with the HITECH Act.
11. Complaints and Concerns
If you believe your privacy rights have been violated, you may file a complaint with:
ProPerformance Care, Inc.
Privacy Officer: Compliance Department
464 Hillside Ave, Suite 211
Needham, MA 02494, USA
📧 info@properformancecare.com
📞 (978) 429-8952
Or directly with:
U.S. Department of Health and Human Services (HHS)
Office for Civil Rights (OCR)
Website: https://www.hhs.gov/ocr/privacy/
We will not retaliate against you for filing a complaint.
12. Changes to This Policy
We may update this HIPAA Privacy Policy periodically to reflect changes in our practices or legal requirements.
The updated version will always be posted at https://properformancecare.com/hipaa-policy with the “Effective Date” shown above.
13. Contact Information
If you have questions about this policy or our privacy practices, please contact us:
ProPerformance Care, Inc.
464 Hillside Ave, Suite 211
Needham, MA 02494, USA
📧 info@properformancecare.com
📞 (978) 429-8952