Notice of Privacy Practices

Our Commitment to Your Privacy

Florida Hearing Matters is committed to protecting the privacy of your personal and protected health information (PHI). We are required by law to maintain the privacy of your health information, to provide you with this Notice describing our legal duties and privacy practices, to notify you in the event of a breach of your unsecured PHI, and to follow the terms of the Notice currently in effect.

This Notice applies to all records of your care generated by our practice, whether created at our office, online through our patient portal, or shared with us by other healthcare providers involved in your treatment.

How We Use and Disclose Your Health Information

The following describes the ways we may use and disclose health information that identifies you (called “Protected Health Information” or “PHI”). Not every possible use or disclosure is listed; all permitted uses fall within one of the categories below.

For Treatment

We use your health information to provide audiology care and related services. For example, we may use your medical history and hearing test results to determine the best treatment plan, fit and program hearing aids, monitor your progress, and provide follow-up care. We may also share information with other healthcare providers involved in your treatment, such as your primary care physician, an ENT specialist, or another audiologist.

For Payment

We may use and disclose your health information to obtain payment for the services we provide. For example, we may submit claims to your health insurance plan, Medicare, or another third-party payer, and share information needed to determine eligibility for benefits, obtain prior authorization, or coordinate benefits.

For Healthcare Operations

We may use and disclose your health information for our internal business operations, including quality assessment, staff training, licensing and credentialing, scheduling and reminders, billing audits, and general administration of the practice.

To Family, Friends, and Others Involved in Your Care

Unless you object, we may share relevant health information with family members, friends, caregivers, or other individuals you have authorized. You may identify these people on our intake form or by notifying our staff at any time.

For Practice Communications and Patient Outreach

We may contact you by phone, voicemail, email, or text message to remind you of appointments, deliver test results or follow-up information, inform you about treatment options and services we offer, send periodic practice communications (newsletters, hearing-health tips, seasonal reminders, announcements about new services or staff), and send promotional offers about our own services and products. Under HIPAA, communications about our own services are not considered “marketing” and may be sent without your written authorization. You may opt out of any of these communication channels at any time.

To Hearing Aid Manufacturers and Vendors

As an audiology practice, we work closely with hearing aid manufacturers, repair labs, and accessory vendors. We may share limited health information with these organizations to fit, program, repair, or replace your hearing devices; register your devices for warranty coverage; enable cloud-based features such as remote programming; or process device-related insurance claims. We share only the minimum information necessary, and these vendors are bound by HIPAA Business Associate Agreements.

To Business Associates

Some services in our practice are provided through contracts with outside organizations (practice management software such as Blueprint OMS, billing services, IT support, shipping or laboratory services). These organizations are Business Associates under HIPAA and are bound by signed agreements requiring them to safeguard your information.

As Required by Law

We will disclose your health information when required by federal, state, or local law, including in response to a valid court order, subpoena, or other lawful process.

For Other Specific Purposes Permitted by Law

We may disclose your health information without your written authorization for the following limited purposes:

• Public health activities (for example, reporting required to the FDA about hearing-device adverse events).
• Health oversight activities authorized by law (audits, inspections, and licensing reviews).
• Judicial and administrative proceedings, in response to a valid court order or subpoena with appropriate safeguards.
• Law enforcement, when required by law or pursuant to a valid request.
• To coroners, medical examiners, and funeral directors as necessary to carry out their duties.
• To avert a serious and imminent threat to the health or safety of you or another person.
• For specialized government functions (military, national security, protective services).
• For workers’ compensation, to the extent authorized by applicable law.
• For research purposes, but only with appropriate authorization or institutional review board approval.

Uses and Disclosures That Require Your Written Authorization

Other than the uses and disclosures described above, we will not use or disclose your health information without first obtaining your written authorization. In particular, the following always require your written authorization:

• Most uses and disclosures of psychotherapy notes (not typically maintained by our practice).
• Communications that promote a third-party product or service for which we receive payment from that third party (subsidized marketing). Routine communications about our own services — newsletters, appointment reminders, hearing-aid promotions, open-house invitations — are not considered marketing under HIPAA and do not require authorization, though you may opt out at any time.
• Disclosures that constitute a sale of your health information.

You may revoke any authorization in writing at any time. Revocation will stop future uses or disclosures, but will not affect actions already taken in reliance on it.

Your Rights Regarding Your Health Information

Right to Inspect and Copy

You have the right to inspect and obtain a copy of the health information we maintain about you, including your audiogram, treatment notes, and hearing aid records. We may charge a reasonable, cost-based fee for copies.

Right to Amend

If you believe information we have about you is incorrect or incomplete, you may request that we amend it in writing.

Right to an Accounting of Disclosures

You have the right to request an accounting of certain disclosures of your health information made during the six years prior to your request. The first accounting in any 12-month period is free.

Right to Request Restrictions

You have the right to request a restriction on certain uses or disclosures. We are not required to agree to a restriction unless it concerns a disclosure to your health plan about services for which you have paid in full out of pocket — in that case, we are required by law to honor your request.

Right to Confidential Communications

You have the right to ask us to communicate with you in a specific way or at a specific location (for example, by mail only, or only to a particular phone number). We will accommodate reasonable written requests.

Right to a Paper Copy of This Notice

You have the right to a paper copy of this Notice at any time. To request a copy, contact our office.

Right to Be Notified of a Breach

You have the right to be notified in the event of a breach involving your unsecured Protected Health Information, in accordance with federal law.

Information About Minor Patients

When the patient is a minor (under age 18 in Florida), a parent or legal guardian generally has the right to receive this Notice and to access the minor’s health information on the minor’s behalf. In limited circumstances permitted by Florida law — for example, when a minor is legally able to consent to certain care alone — access by a parent or guardian may be restricted.

When the patient reaches the age of majority (18 in Florida), only the patient has the right to access their own health information. A parent or former guardian no longer has automatic access and must obtain the patient’s written authorization.

Our Responsibilities

We are required by law to:

• Maintain the privacy and security of your protected health information.
• Notify you promptly if a breach occurs that may have compromised the privacy or security of your information.
• Follow the duties and privacy practices described in this Notice currently in effect.
• Not use or share your information other than as described here, unless you provide written authorization.

Complaints

If you believe your privacy rights have been violated, you may file a complaint with our practice or directly with the federal government. All complaints must be in writing. We will not retaliate against you for filing a complaint.

To file a complaint with our practice:

To file a complaint with the federal government:

Changes to This Notice

We reserve the right to change this Notice at any time, and to make the revised Notice effective for all PHI we already have about you as well as any information we receive in the future. A current copy is always available at our office, on this website, and on request.

Contact Us

If you have questions about this Notice or about how we use or disclose your health information, please contact our Privacy Officer at the address above, or call (954) 999-5495.

Thank you for trusting Florida Hearing Matters with your care—because your hearing matters.