Last Updated: January 1, 2025
This policy describes how Health Apexia collects, uses, and safeguards your health information under HIPAA and California privacy laws.
1. Information We Collect
We collect and process these types of information to deliver quality healthcare services:
Personal Health Information (PHI)
- Medical history and current health conditions
- Prescription and medication information
- Treatment plans and healthcare provider communications
- Insurance information and billing details
- Laboratory results and diagnostic information
Personal Information
- Name, address, phone number, and email address
- Date of birth and Social Security number
- Emergency contact information
- Payment and billing information
Technical Information
- IP address and browser information
- Website usage data and cookies
- Device information for telehealth services
- Communication logs and timestamps
2. How We Use Your Information
We use your information for:
Healthcare Services
- Providing medical consultations and treatment
- Managing prescriptions and medication therapy
- Coordinating care with other healthcare providers
- Monitoring chronic conditions and treatment progress
Administrative Purposes
- Processing insurance claims and billing
- Scheduling appointments and sending reminders
- Maintaining medical records and documentation
- Quality assurance and improvement activities
Legal and Safety Requirements
- Complying with legal and regulatory requirements
- Reporting public health and safety concerns
- Preventing fraud and ensuring security
- Responding to legal proceedings when required
3. Information Sharing and Disclosure
We share information only in these situations:
Healthcare Providers
With your healthcare team, specialists, and other providers involved in your care.
Insurance Companies
For claims processing, prior authorization, and coverage verification.
Legal Requirements
When required by law, court orders, or regulatory authorities.
Emergency Situations
To protect your health and safety or that of others in emergency situations.
4. Your Privacy Rights
Under HIPAA and California law, you have these rights regarding your health information:
Right to Access
You can request copies of your medical records and health information.
Right to Amend
You can request corrections to inaccurate or incomplete information.
Right to Restrict
You can request limitations on how we use or share your information.
Right to an Accounting
You can request a list of disclosures we've made of your information.
Right to File a Complaint
You can file complaints about our privacy practices with us or the Department of Health and Human Services.
5. Data Security
We use strong security measures to protect your information:
Encryption
All data is encrypted in transit and at rest using industry-standard protocols.
Access Controls
Strict access controls ensure only authorized personnel can access your information.
Monitoring
Continuous monitoring and audit trails track all access to your information.
6. Cookies and Website Data
Our website uses cookies and similar technologies to:
- Improve website functionality and user experience
- Remember your preferences and settings
- Analyze website traffic and usage patterns
- Provide personalized content and recommendations
You can manage cookies in your browser settings. Disabling cookies may reduce site functionality.
7. Third-Party Services
We use certain third‑party services that may access your information, including:
- Electronic health record systems
- Telehealth platforms and video conferencing tools
- Payment processors and billing services
- Cloud storage and backup services
All third‑party services must maintain appropriate security and comply with HIPAA.
8. Data Retention
We retain your information for these periods:
- Medical Records: As required by California law (minimum 7 years)
- Billing Records: 7 years from the date of service
- Website Data: 2 years unless you request deletion
- Communication Records: 3 years for quality assurance
After retention, we securely delete or anonymize information.
9. Changes to This Policy
We update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will:
- Post the updated policy on our website
- Notify you of significant changes via email or patient portal
- Provide the effective date of any changes
- Maintain previous versions for your reference
10. Contact Information
For questions about this policy or to exercise your privacy rights, contact us:
Questions or Concerns?
If you believe your privacy rights were violated, you may file a complaint with us or the U.S. Department of Health and Human Services. We will not retaliate for filing a complaint.