Notice of Privacy Practices

Effective Date: September 20, 2018


This HIPAA Notice of Privacy Practices (the “Notice”) contains important information regarding your medical information.  You also have the right to receive a paper copy of this Notice and may ask us to give you a copy of this Notice at any time. If you received this Notice electronically, you are entitled to a paper copy of this Notice. If you have any questions about this Notice please contact the person listed at the end of this notice.

This Notice is effective on the date written above.

This Notice describes how virtualdocsonline.com “virtualdocsonline.com”, and the providers who administer medical services and any other third party vendor, may use and disclose your protected health information for treatment, payment, or health care operations and for other purposes that are permitted or required by law. This Notice also describes your rights to access and control your protected health information. “Protected health information” is information that may be maintained or transmitted by virtualdocsonline.com and a medical provider, which may identify you and that relates to your past, present, or future physical or mental health or condition and related health care services.

This Notice applies to all of the medical records we maintain.  We are required by law to abide by the terms of this Notice to:

  • Make sure that medical information that identifies you is kept private.
  • Give you this Notice of our legal duties and privacy practices with respect to medical information about you.
  • Follow the terms of the Notice that is currently in effect.

1.  How We May Use And Disclose Medical Information About You. HIPAA generally permits use and disclosure of your health information without your permission for purposes of health care treatment, payment activities, and health care operations. These uses and disclosures are more fully described below. Please note that this Notice does not list every use or disclosure; instead it gives examples of the most common uses and disclosures.

  • Treatment: When and as appropriate, we may use or disclose medical information about you to facilitate medical treatment or services by providers. We may disclose medical information about you to health care providers, including doctors, nurses, technicians, medical students, or other hospital personnel who are involved in taking care of you. For example, we might disclose information about you with physicians who are treating you. We may also disclose your information to your pharmacy.
  • Payment: We may disclose your PHI in connection with your payment obligations, for processing payments and other charges.
  • Health Care Operations: When and as appropriate, we may use and disclose medical information about you for virtualdocsonline.com’s operations, as needed. For example, we may use medical information in connection with: conducting quality assessment and administration improvement; conducting or arranging for medical review, legal services, audit services, and fraud and abuse detection programs; business planning and development such as cost management; payment; and business management and general administrative activities of virtualdocsonline.com.


  • Disclosure to Others Involved in Your Care: We may disclose medical information about you to a relative, a friend, or to any other person you identify, provided the information is directly relevant to that person’s involvement with your health care or payment for that care.
  • Workers’ Compensation: We may release medical information about you for workers’ compensation or similar programs. These programs provide benefits for work-related injuries or illness.
  • To Comply with Federal and State Requirements: We will disclose medical information about you when required to do so by federal, state, or local law.
  • To Avert a Serious Threat to Health or Safety: We may use and disclose medical information about you when necessary to prevent a serious threat to your health and safety or the health and safety of the public or another person. Any disclosure, however, would only be to someone who is able to help prevent the threat.
  • Military and Veterans: If you are a member of the armed forces, we may release medical information about you as required by military command authorities. We may also release medical information about foreign military personnel to the appropriate foreign military authority.
  • Business Associates: We may disclose your medical information to our business associates (defined as “business associates” under HIPAA). We will enter into contracts with these entities requiring them to only use and disclose your health information as we are permitted to do so under HIPAA.
  • Other Uses: If you are an organ donor, we may release your medical information to organizations that handle organ procurement or organ, eye, or tissue transplantation or to an organ donation bank, as necessary to facilitate organ or tissue donation and transplantation. We may release your medical information to a coroner or medical examiner. If you are an inmate of a correctional institution or under the custody of a law enforcement official, we may release your information to the correctional institution or law enforcement official. We may also share your information in response to a court or administrative order or subpoena.  We may use or disclose health information about you that does not personally identify you.

Uses and disclosures other than those described in this Notice will require your written authorization. Your written authorization is required for: most uses and disclosures of psychotherapy notes; uses and disclosures of PHI for marketing purposes; and disclosures that are a sale of PHI. You may revoke your authorization at any time.

The privacy laws of a particular state or other federal laws might impose a stricter privacy standard. If these stricter laws apply and are not superseded by federal preemption rules under the Employee Retirement Income Security Act of 1974, virtualdocsonline.com will comply with the stricter law.

2.  Your Rights Regarding Medical Information About You. You have the following rights regarding medical information that we maintain about you:

  • Right to Inspect and Copy: You have the right to inspect and obtain a copy of your medical information. If you request a copy of the information, we may charge a fee for the costs of copying, mailing, or other supplies associated with your request.
  • Your Right to Amend: If you feel that medical information we have about you is incorrect or incomplete, you may ask us to amend the information. You have the right to request an amendment for as long as the information is kept by virtualdocsonline.com. You also must provide a reason that supports your request.  We may deny your request for an amendment if it is not in written form or does not include a reason to support the request. In addition, we may deny your request if you ask us to amend any of the following information:
  • Information that is not part of the medical information kept by virtualdocsonline.com.
  • Information that was not created by us, unless the person or entity that created the information is no longer available to make the amendment.
  • Information that is not part of the information which you would be permitted to inspect and copy.
  • Information that is accurate and complete.
  • For other legitimate and legal reason.
  • Your Right to an Accounting of Disclosures: You have the right to request an “accounting of disclosures” (that is, a list of certain disclosures that virtualdocsonline.com has made of your health information). Generally, you may receive an accounting of disclosures if the disclosure is required by law, made in connection with public health activities, or in similar situations as those listed above as “Other Permitted Uses and Disclosures”.
  • Your Right to Request Restrictions: You have the right to request a restriction or limitation on the medical information we use or disclose about you for treatment, payment, or health care operations. You also have the right to request a limit on the medical information we disclose about you to someone who is involved in your care or the payment for your care, like a family member or friend. For example, you could ask that we not use or disclose information about a surgery that you had. To request restrictions, you must make your request in writing and must tell us the following information:
  • What information you want to limit.
  • Whether you want to limit our use, disclosure, or both.
  • To whom you want the limits to apply (for example, disclosures to your spouse).

We will accommodate your restrictions unless the law requires us to share the information.

  • Right to Request Confidential Communications: You have the right to request that we communicate with you about medical matters in a certain way or at a certain location. For example, you can ask that we only contact you at work or by mail. We will accommodate all reasonable requests. Your request must specify how or where you wish to be contacted.

You must make any of the requests described above, to the person listed in Part 8, below.

3.  Breach Notification. This Notice also reflects federal breach notification requirements imposed on virtualdocsonline.com in the event that your “unsecured” protected health information (as defined under the HITECH Act) is acquired by an unauthorized party.  We understand that medical information about you and your health is personal and we are committed to protecting your medical information. Furthermore, we will notify you following the discovery of any reportable “breach” of your unsecured protected health information as defined in the HITECH Act (the “Notice of Breach”).

4.  Changes To This Notice. We can change the terms of this Notice at any time. If we do, the new terms and policies will be effective for all of the medical information we already have about you as well as any information we receive in the future.  Any updated versions of this Notice will be available and presented to you the next time you use the website.  Your continued use of the Site and Services available through this Site after such modifications will constitute your: (a) acknowledgment of the modified policies; and (b) your agreement to abide and be bound by the updated policies.

5.  Complaints. If you believe your privacy rights have been violated, you may file a complaint with virtualdocsonline.com or with the Secretary of the Department of Health and Human Services by sending a letter to:

200 Independence Avenue, S.W.
Washington, D.C. 20201

You can also call them at 1-877-696-6775 or visit www.hhs.gov/ocr/privacy/hipaa/complaints/. Virtualdocsonline.com will not retaliate against you for filing a complaint.

To file acomplaint with virtualdocsonlines.com, contact the person listed in Part 8, below.  All complaints must be submitted in writing.

You will not be penalized for filing a complaint.

6.  Other Uses Of Medical Information. Other uses and disclosures of medical information not covered by this Notice or the laws that apply to us will be made only with your written permission. If you grant us permission to use or disclose medical information about you, you may revoke that permission, in writing, at any time. If you revoke your permission, we will no longer use or disclose medical information about you for the reasons covered by your written authorization. You understand that we are unable to take back any disclosures we have already made with your permission, and that we may be required to retain certain records.

7.  Effective Date. The effective date of this Notice is the date written above.

8.  Contact Information. All correspondence relating to the contents of this Notice should be directed as follows:


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5057 Keller Springs Rd Suite 300, Addison, TX 75001


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