Apex Urology & Aesthetics HIPAA Compliance Document

At Apex Urology & Aesthetics, we are committed to protecting the privacy and security of our patients’ health information. As a concierge urology and aesthetic rejuvenation clinic, we adhere strictly to the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and applicable state laws regarding the use, disclosure, and safeguarding of protected health information (PHI). This HIPAA Compliance Document outlines our policies and procedures to ensure that patient information remains confidential and secure.

Purpose

This document serves to inform our patients and staff of the clinic’s commitment to HIPAA compliance and the measures we have in place to protect the privacy and security of all PHI.

Scope

This HIPAA compliance policy applies to all employees, contractors, and affiliates of Apex Urology & Aesthetics, including physicians, physician assistants, administrative staff, and any third-party service providers with access to PHI.

1. HIPAA Privacy Policy

a. Use and Disclosure of PHI

PHI will only be used and disclosed as necessary for treatment, payment, or healthcare operations, and only to individuals or entities authorized by the patient or required by law. All non-permissible uses or disclosures of PHI without explicit patient consent or a HIPAA exception are strictly prohibited.

b. Patient Rights

Patients have the right to:

• Access, review, and obtain a copy of their health records.

• Request corrections to their health records.

• Request restrictions on certain uses or disclosures of their PHI.

• Receive a list of certain disclosures of their PHI.

• Opt for confidential communications regarding their PHI.

• Receive a copy of this HIPAA Compliance Document upon request.

2. HIPAA Security Policy

a. Data Security Measures

We use administrative, technical, and physical safeguards to protect PHI in all formats (electronic, paper, and oral communication). These safeguards include:

• Secure electronic health records (EHR) with restricted access.

• Password protection and encryption for all digital records.

• Controlled access to physical records with locked storage.

• Secure communication protocols for sharing information with authorized providers.

b. Staff Training and Confidentiality Agreements

All employees, contractors, and affiliates of Apex Urology & Aesthetics are trained in HIPAA compliance and sign confidentiality agreements to ensure patient information security.

3. HIPAA Breach Notification Policy

In the event of a PHI security breach, we will:

• Notify affected individuals within the timeframe required by HIPAA.

• Provide details about the breach, the information disclosed, and steps taken to mitigate any risk.

• Conduct an internal review to assess and enhance current security measures.

4. Patient Authorization and Consent

All uses or disclosures of PHI outside of treatment, payment, or healthcare operations require explicit patient consent. We provide patients with authorization forms for any such disclosures and ensure they understand their rights regarding their information.

5. Complaint and Investigation Process

Patients may file a complaint if they believe their privacy rights have been violated. Complaints may be submitted to the Clinic’s Privacy Officer or directly to the U.S. Department of Health and Human Services. All complaints are investigated promptly, and corrective action is taken if necessary.

Contact Us

For questions about our HIPAA Compliance Document, please contact us at:

Privacy Officer

Apex Urology & Aesthetics

4041 N High St, Suite 101, Columbus, OH 43220

Phone: 740-696-8318

This document represents our commitment to protecting your privacy and upholding the highest standards of patient confidentiality.