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Your health information

Notice of Privacy Practices

This notice describes how medical information about you may be used and disclosed and how you can access it. Please review it carefully.

Last updatedSeptember 15, 2026
Review note

This is a working draft prepared for the clinic. Qualified legal and, where applicable, HIPAA compliance counsel should review it before it is treated as the clinic’s final legal notice.

Our responsibilities

Optimal Wellness Clinic is required by law to maintain the privacy and security of protected health information, provide this notice of our legal duties and privacy practices, follow the notice currently in effect, and notify affected individuals following a breach of unsecured protected health information when required by law.

We reserve the right to change this notice and make the revised notice effective for information we already maintain as well as information we receive later. The current notice will be available at the clinic and on this website.

How we may use and disclose your information

We may use or disclose protected health information without your written authorization for treatment, payment, and health care operations. For example, we may share relevant information with another treating professional, use information to bill or collect payment, and review records to improve quality and manage clinic operations.

  • Contact you about appointments, test results, care instructions, treatment alternatives, or health-related services.
  • Work with business associates that perform services for us and are required to safeguard protected information.
  • Comply with public-health reporting, health oversight, workers’ compensation, law-enforcement, judicial, coroner, organ-donation, research, and other legal requirements when the applicable conditions are met.
  • Help prevent or lessen a serious and imminent threat to health or safety when permitted by law.

Uses that generally require authorization

Uses and disclosures not described in this notice generally require your written authorization. Most uses of psychotherapy notes, uses for marketing, and sales of protected health information require authorization when applicable. You may revoke an authorization in writing, except to the extent we have already relied on it or the law provides otherwise.

Your rights

  • Inspect or obtain an electronic or paper copy of your medical and billing records, usually within the time required by law. A reasonable cost-based fee may apply.
  • Ask us to correct health information you believe is incorrect or incomplete. We may deny the request in certain cases and will explain why in writing.
  • Request confidential communications, such as contacting you at a specific phone number or address.
  • Ask us to limit certain uses or disclosures. We are not always required to agree, except for certain disclosures to a health plan when you paid in full out of pocket and the law requires the restriction.
  • Receive a list of certain disclosures made during the applicable lookback period.
  • Receive a paper copy of this notice at any time, even if you agreed to receive it electronically.
  • Choose someone with legal authority, such as a personal representative, to exercise rights on your behalf.

Complaints

You may complain to the clinic if you believe your privacy rights were violated. You may also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights. We will not retaliate against you for filing a complaint.

Privacy contact

Direct privacy questions, requests, or complaints to: Privacy Officer, Optimal Wellness Clinic, 5740 Gateway Blvd, Suite 103, Mason, OH 45040. You may also call or email using the contact information below.

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