Privacy Policy

Notice of Privacy Practices

This notice describes how Village Pediatrics, our healthcare providers, and staff may use and disclose your protected health information (PHI) to carry out treatment, payment, or healthcare operations, and for other purposes that are permitted or required by law. It also describes your rights to access and control your protected health information.

HIPAA Compliance Statement

Village Pediatrics is committed to compliance with the Health Insurance Portability and Accountability Act (HIPAA) and all applicable federal and state privacy laws. We understand that your health information is personal and we are committed to protecting it.

Protected Health Information (PHI)

PHI includes any individually identifiable health information we maintain or transmit in any form (electronic, paper, or oral) that relates to:

• Your child's past, present, or future physical or mental health condition
• Healthcare services provided to your child
• Payment for healthcare services provided to your child
• Information that identifies your child or could reasonably be used to identify your child

How We Use and Disclose Your Health Information

For Treatment

We may use and disclose your health information to provide, coordinate, or manage your child's healthcare and related services. Examples include:

• Sharing information with specialists or other healthcare providers involved in your child's care
• Sending medical records to laboratories for testing
• Coordinating care with schools for children with special health needs
• Communicating with pharmacies for prescription medications

For Payment

We may use and disclose your health information to obtain payment for healthcare services. Examples include:

• Submitting claims to your insurance company
• Verifying insurance coverage and benefits
• Collecting payments for services rendered
• Reviewing claims for medical necessity

For Healthcare Operations

We may use and disclose your health information for healthcare operations. Examples include:

• Quality assessment and improvement activities
• Reviewing the competence and qualifications of healthcare professionals
• Training medical students and residents
• Conducting audits and compliance reviews
• Business planning and management

Special Circumstances for Disclosure

In certain situations, we may use or disclose your health information without your authorization:

Public Health Activities

• Reporting communicable diseases to public health authorities
• Reporting suspected child abuse or neglect as required by Florida law
• Reporting adverse reactions to medications or medical devices to the FDA
• Participating in disease surveillance and prevention programs

Legal and Safety Requirements

• Responding to court orders, subpoenas, or legal proceedings
• Assisting law enforcement in certain circumstances
• Preventing serious threats to health or safety
• Complying with workers' compensation laws

Florida-Specific Requirements

• Reporting to the Florida Department of Health as required by state law
• Complying with Florida immunization registry requirements (SHOTS)
• Reporting suspected child abuse or neglect to Florida Department of Children and Families
• Reporting communicable diseases to Florida Department of Health within 24 hours
• Complying with Florida's medical marijuana patient registry requirements when applicable
• Participating in public health emergency preparedness activities
• Following Florida Medical Practice Act requirements for record retention (minimum 4 years for adult patients, 4 years after age of majority for minors)
• Adhering to Florida's specific requirements for mental health records of minors

Your Rights Regarding Your Health Information

Right to Access

You have the right to inspect and obtain copies of your child's health information used to make decisions about your child's care. This includes medical records, billing records, and other records used in making healthcare decisions.

Right to Request Amendments

If you believe that information in your child's medical record is incorrect or incomplete, you have the right to request that we amend the information. We may deny your request if the information was not created by us, is not part of our records, or is accurate and complete.

Right to Request Restrictions

You have the right to request restrictions on how we use or disclose your health information for treatment, payment, or healthcare operations. We are not required to agree to all requested restrictions, but we will consider each request carefully.

Right to Request Confidential Communications

You have the right to request that we communicate with you about your child's health information in a particular way or at a particular location. For example, you may request that we contact you at work instead of at home.

Right to an Accounting

You have the right to receive an accounting of disclosures of your health information made by us for purposes other than treatment, payment, and healthcare operations.

Right to a Paper Copy

You have the right to obtain a paper copy of this notice at any time, even if you have agreed to receive the notice electronically.

Florida State Privacy Laws Compliance

Florida Personal Information Protection Act

Village Pediatrics complies with Florida's Personal Information Protection Act (Florida Statute 501.171), which requires:

• Secure disposal of personal information in records
• Notification of security breaches affecting Florida residents
• Implementation of reasonable security measures to protect personal information
• Proper authorization before disclosing Social Security Numbers

Florida Medical Records Laws

Under Florida Statute 456.057, we ensure:

• Medical records are maintained for at least 4 years from the last patient contact for adults
• Pediatric records are maintained for 4 years after the patient reaches age of majority or 7 years from last contact, whichever is longer
• Records of minors receiving mental health services have enhanced privacy protections
• Proper procedures for transferring or releasing medical records

Florida Department of Health Regulations

We comply with all Florida Department of Health privacy and reporting requirements:

• Mandatory reporting of communicable diseases within prescribed timeframes
• Participation in state immunization tracking systems
• Compliance with emergency preparedness and public health surveillance
• Adherence to Florida's healthcare facility licensing requirements

Privacy Rights for Minors in Florida

Parental Rights and Florida Law

In most cases, parents or legal guardians have the right to access their minor child's health information under Florida Statute 743.0645. However, Florida law recognizes certain situations where minors may have enhanced privacy rights:

• Minors who are married, divorced, or parents themselves (Florida Statute 743.046)
• Minors who are legally emancipated (Florida Statute 743.015)
• Minors seeking mental health counseling (with certain limitations under Florida Statute 394.4784)
• Minors seeking treatment for sexually transmitted diseases (Florida Statute 384.30)
• Minors seeking substance abuse treatment under certain circumstances

Adolescent Privacy and Consent

We respect the developing autonomy of adolescent patients while recognizing parental rights and responsibilities under Florida law. Our approach includes:

• Encouraging open communication between adolescents and parents when appropriate
• Providing age-appropriate privacy during portions of healthcare visits when clinically indicated
• Following Florida law regarding confidential health services for minors
• Discussing privacy expectations and limitations with both adolescents and parents
• Obtaining appropriate consent for treatment as required by Florida Statute 743.0645

Special Circumstances for Minor Privacy

Under Florida law, certain situations may affect parental access to minor records:

• Court-ordered restrictions on parental access
• Suspected abuse situations where disclosure to parents may not be in the child's best interest
• Mental health services where the provider determines disclosure would be harmful
• Situations involving mature minors and specific medical decisions

Digital Privacy and Security

Electronic Health Records

We use electronic health record systems to maintain your child's medical information. These systems are secured with:

• Encryption of data both in transit and at rest
• Multi-factor authentication for access
• Regular security audits and updates
• Staff training on privacy and security protocols

Patient Resources Security

Our patient portal provides secure access to your child's health information. Security measures include:

• Secure login credentials and password requirements
• Automatic session timeouts
• Encrypted data transmission
• Access logging and monitoring

Communication Privacy

When communicating electronically:

• We use secure messaging systems for sensitive health information
• Email communications may not be secure and are used only for non-sensitive information
• We do not send protected health information via unencrypted email unless you specifically request it
• Text messaging is used only for appointment reminders and general information

Website Privacy Policy

Information We Collect

When you visit our website, we may collect:

• Information you voluntarily provide through contact forms or appointment requests
• Technical information such as IP address, browser type, and pages visited
• Cookies and similar technologies to improve website functionality

How We Use Website Information

Website information is used to:

• Respond to your inquiries and appointment requests
• Improve our website functionality and user experience
• Analyze website traffic and usage patterns
• Ensure website security and prevent fraud

Third-Party Services

Our website may use third-party services such as:

• Google Analytics for website analytics (anonymized data)
• Social media plugins and sharing features
• Online scheduling and appointment booking systems
• Customer review and feedback platforms

Data Breach Notification

In the unlikely event of a breach of your protected health information, we will:

• Investigate the incident promptly and thoroughly
• Take immediate steps to mitigate any harm
• Notify affected individuals within 60 days of discovery (as required by HIPAA)
• Report to the Department of Health and Human Services as required by law
• Notify local media if the breach affects 500 or more individuals in Florida
• Provide information about what happened, what information was involved, and steps you can take to protect yourself

Changes to This Privacy Policy

We reserve the right to change this privacy notice at any time. Any changes will be effective for all protected health information that we maintain, including information created or received before the change.

If we make material changes to this notice, we will:

• Post the new notice on our website
• Provide copies to patients at their next visit
• Make the new notice available upon request
• Update the effective date at the top of this notice