KHS Privacy Policy

• We are committed to protecting the privacy of your medical information. We are required by law to maintain the privacy of your Protected Health Information (PHI) and to provide you with this Notice of our legal duties and privacy practices. We must follow the privacy practices described in this Notice.

Kinetic Health & Sport uses and discloses your PHI for the purpose of providing treatment, securing payment, and conducting necessary healthcare operations (TPO).

A. Treatment (Required Use)

We use your PHI to provide, coordinate, and manage your healthcare and related services.

• Provider Coordination: Sharing relevant health data with other healthcare providers involved in your care (e.g., a referring physician or specialist).

• Internal Documentation Technology: We specifically utilize:

• Secure Video Recording: To document patient assessments, movement analysis, and treatment for liability protection and quality assurance.

• AI Scribing/Audio Recording: To accurately convert verbal consultation notes into your confidential medical record. This data is handled with the same security and confidentiality as all other PHI.

B. Payment (No Routine Insurance Disclosure)

As a cash-only clinic, we do not routinely bill or submit claims to third-party payers (insurance companies, Medicare, Medicaid). Therefore, we do not typically disclose your PHI for routine payment operations. However, PHI related to billing (such as service dates, charges, and diagnosis codes) may be disclosed for:

• Collection Efforts: If an account is past due and requires outside collection efforts.

• Patient Reimbursement: Providing you with necessary documentation (e.g., superbills) so you may submit claims for reimbursement to your insurance carrier yourself.

C. Healthcare Operations

We may use and disclose your PHI for activities necessary to run the clinic and ensure quality care.

• Quality Assurance: Reviewing care and evaluating provider performance.

• Training and Education: Using de-identified (anonymous) information for staff training.

• Business Operations: Administrative and business activities, including legal and accounting services.

We will not use or disclose your PHI for the following purposes without your signed written authorization:

• Public/Social Media Use: Sharing photos, videos, or progress testimonials for marketing, advertising, or public relations purposes. (This is covered in the separate Media Consent Form).

• Marketing: Unless it is a face-to-face communication or involves a low-value promotional gift.

• Sale of PHI: Selling your medical information to a third party.

We may disclose your PHI without your authorization in the following specific circumstances:

• Public Health Activities: To prevent or control disease, injury, or disability, or for required government reporting.

• Abuse, Neglect, or Domestic Violence: To government authorities if we reasonably believe an individual is a victim.

• Law Enforcement: In response to a court order, subpoena, or to aid in identifying or locating a suspect, victim, or witness.

• Judicial/Administrative Proceedings: In response to a court order or administrative request.

• Worker’s Compensation: To comply with laws related to Worker’s Compensation or similar programs.

You have the following rights concerning your medical information:

1. Right to Inspect and Copy: You have the right to inspect and receive a copy of your PHI. We may charge a reasonable, cost-based fee for copies.

2. Right to Amend: If you feel that PHI we have is incorrect or incomplete, you may ask us to amend the information.

3. Right to an Accounting of Disclosures: You have the right to request a list of certain disclosures we have made of your PHI.

4. Right to Request Restrictions: You have the right to request a restriction or limitation on the PHI we use or disclose for treatment, payment, or healthcare operations. We are not required to agree to all requests.

5. Right to Request Confidential Communications: You have the right to request that we communicate with you about medical matters in a certain way or at a certain location. We will accommodate reasonable requests.

6. Right to a Paper Copy of This Notice: You have the right to a paper copy of this Notice, even if you have agreed to receive it electronically.

Changes: We reserve the right to change the terms of this Notice at any time. Any changes will be effective for all PHI we already have, as well as any PHI we receive in the future. We will post a copy of the current Notice in the clinic.