HIPAA Compliance

Your health information is protected by the highest standards of privacy and security

What is HIPAA?

The Health Insurance Portability and Accountability Act (HIPAA) is a federal law that protects your medical information. HealthDialog.care is committed to full compliance with HIPAA regulations to ensure your Protected Health Information (PHI) remains secure and private.

🛡️ Our HIPAA Commitment

We implement comprehensive administrative, physical, and technical safeguards to protect your health information in accordance with HIPAA Privacy and Security Rules.

Your HIPAA Rights

🔍 Right to Access

You have the right to inspect and obtain copies of your health information that we maintain about you.

✏️ Right to Amend

You can request corrections to your health information if you believe it is incorrect or incomplete.

📋 Right to an Accounting

You can request a list of certain disclosures of your health information that we have made.

🚫 Right to Restrict

You can request restrictions on how we use or disclose your health information for treatment, payment, or operations.

📞 Right to Request Alternative Communication

You can request that we communicate with you about your health information in a specific way or at a specific location.

📄 Right to a Paper Copy

You have the right to obtain a paper copy of this notice and our privacy practices at any time.

How We Protect Your Information

Administrative Safeguards

  • Security Officer: Designated HIPAA Security Officer responsible for compliance oversight
  • Workforce Training: Regular HIPAA training for all staff members
  • Access Management: Role-based access controls ensuring minimum necessary access
  • Business Associate Agreements: Contracts with all third-party vendors handling PHI
  • Incident Response: Formal procedures for handling security incidents
  • Regular Audits: Periodic compliance audits and risk assessments

Physical Safeguards

  • Facility Access Controls: Secure data centers with biometric access controls
  • Workstation Security: Protected workstations and automatic screen locks
  • Device Controls: Encrypted mobile devices and secure device management
  • Media Controls: Secure disposal of hardware containing PHI
  • Environmental Protection: Climate-controlled, monitored facilities

Technical Safeguards

  • Access Control: Unique user identification and authentication
  • Audit Logs: Comprehensive logging of all system access and activities
  • Integrity Controls: Protection against unauthorized alteration of PHI
  • Transmission Security: End-to-end encryption for all data transmissions
  • Automatic Logoff: Session timeouts to prevent unauthorized access
  • Encryption: AES-256 encryption for data at rest and in transit

When We May Use or Disclose Your Information

🏥 Treatment

We may use your health information to provide, coordinate, or manage your healthcare and related services, including sharing information between healthcare providers involved in your care.

Example: Sharing your medical history with a specialist you're referred to.

💳 Payment

We may use and disclose your health information so that treatment and services you receive may be billed and payment collected from you, an insurance company, or a third party.

Example: Submitting claims to your insurance company.

🏢 Healthcare Operations

We may use and disclose your health information for healthcare operations, including quality assessment, performance improvement, and staff training.

Example: Quality assurance reviews to improve patient care.

📋 Other Permitted Uses

  • • Health oversight activities (audits, investigations, licensing)
  • • Legal proceedings (court orders, subpoenas)
  • • Public health activities (disease reporting, FDA notifications)
  • • Law enforcement (as required by law)
  • • To avert serious threat to health or safety

AI Processing and HIPAA Compliance

🤖 AI-Enhanced Healthcare

HealthDialog.care uses AI technology to enhance diagnostic capabilities and care planning while maintaining full HIPAA compliance.

How We Ensure HIPAA Compliance with AI

  • Business Associate Agreements: All AI service providers sign HIPAA-compliant contracts
  • Data Minimization: Only necessary health information is shared with AI services
  • Encryption: All data sent to AI services is encrypted in transit
  • No Training Data: Your health information is never used to train AI models
  • Audit Trails: All AI processing activities are logged and monitored
  • Access Controls: Strict limitations on who can access AI-processed data

Breach Notification

⚠️ In Case of a Breach

If there is ever a breach of your unsecured protected health information, we will notify you as required by law, typically within 60 days of discovering the breach.

Our Breach Response Process

  1. Immediate Assessment: Rapid evaluation of the scope and nature of the breach
  2. Containment: Immediate steps to contain and mitigate the breach
  3. Investigation: Thorough investigation to determine the cause and extent
  4. Notification: Timely notification to affected individuals and authorities
  5. Remediation: Implementation of corrective measures to prevent future breaches
  6. Documentation: Complete documentation of the incident and response

How to Exercise Your Rights

📞 Contact Our Privacy Officer

To exercise any of your HIPAA rights or if you have questions about our privacy practices, contact our designated Privacy Officer.

Request Processing

  • Most requests will be processed within 30 days
  • Some requests may require up to 60 days with notification
  • Requests must be submitted in writing
  • Identity verification may be required
  • Some requests may incur reasonable fees for copying

Filing a Complaint

🗳️ Your Right to Complain

If you believe your privacy rights have been violated, you have the right to file a complaint. You will not be retaliated against for filing a complaint.

Changes to This Notice

We reserve the right to change this notice and make the new notice apply to health information we already have as well as any information we receive in the future. We will post a copy of our current notice on our website and in our facilities.

Effective Date: January 1, 2025
Last Updated: January 1, 2025

📋 Acknowledgment of Receipt

By using HealthDialog.care services, you acknowledge that you have been provided with a copy of this Notice of Privacy Practices and have been informed of our privacy practices regarding your protected health information.