This notice describes how medical information about you may be used and disclosed and how you can get access to this information. Please review it carefully.
Our Legal Duty to Protect Your Health Information
Precision Vision Institute is required by the Health Insurance Portability and Accountability Act of 1996 (HIPAA), the Health Information Technology for Economic and Clinical Health (HITECH) Act, and applicable state laws to maintain the privacy and security of your Protected Health Information (PHI).
We are legally required to:
- Provide you with this Notice of Privacy Practices explaining our legal duties and privacy practices.
- Abide by the terms of the Notice currently in effect.
- Safeguard your electronic and physical medical records.
- Notify you promptly following any security breach of your unsecured PHI.
Permitted Uses and Disclosures Without Written Authorization
Under federal law, we may use and disclose your PHI without your explicit written consent for three primary purposes: Treatment, Payment, and Healthcare Operations.
A. For Treatment
We use and disclose your PHI to provide, coordinate, and manage your ocular health care. This includes:
- Conducting eye examinations, diagnostic imaging, and surgical consultations.
- Sharing vision data with external optometric, ophthalmologic, or primary care physicians involved in your treatment plan.
- Transmitting frame, lens, or contact lens prescriptions to optical laboratories and suppliers.
B. For Payment
We use and disclose your PHI to bill and collect payment for medical services and optical goods provided. This includes:
- Submitting claims to your health or vision insurance carrier.
- Sharing diagnostic codes and clinical notes with insurance claims processors to verify coverage eligibility.
- Coordinating billing and copayments through secure third-party financial clearinghouses.
C. For Healthcare Operations
We use and disclose your PHI to support our internal business and quality-assurance functions. This includes:
- Evaluating clinical quality, doctor performance, and service outcomes.
- Conducting administrative audits, legal compliance reviews, and financial planning.
- Managing digital health infrastructure, including secure EHR integrations like EyeCloud.
Additional Permitted Disclosures Required or Allowed by Law
We may disclose your PHI without your authorization in the following specific circumstances:
- Business Associates: We share PHI with third-party vendors (such as EyeCloud, billing platforms, and encrypted cloud hosts) who perform services on our behalf. All Business Associates must execute a legally binding Business Associate Agreement (BAA) requiring them to safeguard your PHI.
- Public Health & Safety: As required by law to report infectious diseases, prevent public safety threats, or track medical device recalls with the FDA.
- Judicial & Administrative Proceedings: In response to a valid court order, administrative subpoena, or law enforcement search warrant.
- Workers’ Compensation: As necessary to comply with laws relating to workers’ compensation or similar legal programs.
- Health Oversight Activities: To health regulatory agencies for audits, investigations, licensure oversight, and inspections.
Uses and Disclosures Requiring Your Written Authorization
Any other use or disclosure of your PHI not described above will be made only with your explicit written authorization. Specifically, we will never:
- Sell your PHI to third parties.
- Use your PHI for third-party marketing communications without your written opt-in.
- Share psychotherapy or sensitive mental health notes without express authorization (where applicable).
- You may revoke any written authorization at any time in writing. Once received, we will cease disclosing your PHI for that purpose, except to the extent action has already been taken in reliance on your prior authorization.
Your Rights Regarding Your Protected Health Information
You possess the following statutory rights regarding your medical records maintained by Precision Vision Institute:
A. Right to Inspect and Obtain Copies
You have the right to inspect and receive an electronic or paper copy of your medical and billing records. Requests must be submitted in writing. We will provide your records within 30 days. A reasonable, cost-based fee may apply for paper printing or physical media production.
B. Right to Request Amendments
If you believe that the clinical or demographic information in your record is incorrect or incomplete, you may submit a written request for amendment. We may deny your request under specific statutory conditions, but we will provide you with a detailed written explanation within 60 days.
C. Right to Request Restrictions
You have the right to request restrictions on how we use or disclose your PHI for treatment, payment, or operations. While we are not required to agree to all restriction requests, we are legally bound to agree if you request that we not disclose PHI to a health plan for payment or health care operations, provided the PHI pertains solely to a service or item for which you have paid us out-of-pocket in full.
D. Right to Confidential Communications
You have the right to request that we communicate with you via specific channels or at alternative locations. We will accommodate all reasonable requests.
E. Right to an Accounting of Disclosures
You may request a written accounting of disclosures of your PHI made by us over the past six years. This accounting excludes disclosures made directly for treatment, payment, healthcare operations, or those made pursuant to your written authorization.
F. Right to a Paper Copy of This Notice
You have the right to receive a physical paper copy of this Notice upon request at any time, even if you previously agreed to receive it electronically.
Complaints and Privacy Questions
If you believe your privacy rights have been violated, or if you disagree with a decision regarding access to your records, you may file a complaint with our practice or directly with the federal government. You will not be penalized, retaliated against, or discriminated against in any way for filing a complaint.
To file a complaint with Precision Vision Institute:
- Attn: Privacy Officer
- Precision Vision Institute
- 3940 Buford Hwy Ste A104, Duluth, GA 30096
- Email: info@precisionvisioninstitute.com
- Phone: (470) 440-4099
- To file a complaint with the U.S. Department of Health & Human Services: Office for Civil Rights, U.S. Department of Health and Human Services, 200 Independence Avenue, S.W., Room 509F, HHH Building, Washington, D.C. 20201. Web: https://www.hhs.gov/hipaa/filing-a-complaint/index.html