Section 01
Our Legal Duties and Commitment to Your Privacy
Legal Obligations
AETHRA CARE PLLC ("we," "us," or "our") is 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 are legally obligated to:
- Maintain the privacy and security of your protected health information
- Provide you with notice of our legal duties and privacy practices regarding your PHI
- Follow the terms of the notice currently in effect
- Notify you if we are unable to agree to a requested restriction on the use or disclosure of your PHI
- Accommodate reasonable requests to communicate health information by alternative means or at alternative locations
Federal and State Law Compliance
AETHRA CARE PLLC complies with the Health Insurance Portability and Accountability Act of 1996 (HIPAA), its implementing regulations including the HIPAA Privacy Rule (45 CFR Part 164, Subpart E) and Security Rule (45 CFR Part 164, Subpart C), the Health Information Technology for Economic and Clinical Health (HITECH) Act, and all applicable Florida state laws governing the privacy and security of health information.
Our Commitment Beyond Legal Requirements
Beyond our legal obligations, AETHRA CARE PLLC is committed to protecting the privacy and security of your protected health information through comprehensive policies, procedures, and safeguards that meet or exceed federal and state requirements. This HIPAA Compliance Statement outlines our practices regarding the collection, use, disclosure, and protection of your health information in accordance with these legal obligations.
Section 02
What is Protected Health Information (PHI)?
Protected Health Information includes any individually identifiable health information that we create, receive, maintain, or transmit in connection with providing healthcare services to you. This includes information in any form — electronic, written, or oral — that relates to:
- Your past, present, or future physical or mental health condition
- Healthcare services provided to you
- Payment for healthcare services
- Information that could reasonably identify you when combined with health information
Section 03
How We Collect PHI
We may collect your PHI through various means, including:
- Information you provide during registration, consultations, and treatment
- Medical records and documentation from healthcare encounters
- Communication through our secure messaging platform
- Data from medical devices or health monitoring applications
- Information from other healthcare providers involved in your care
- Insurance and payment processing information
Section 04
How We Use and Disclose PHI
We use and disclose your PHI only as permitted by HIPAA and other applicable laws.
Treatment
- Providing virtual urgent care, primary care, and asynchronous healthcare services
- Coordinating care with other healthcare providers
- Consulting with specialists or other medical professionals
- Managing your ongoing healthcare needs
Payment
- Processing payments and billing for services provided
- Collecting payment for healthcare services
Healthcare Operations
- Quality assurance and improvement activities
- Staff training and education
- Business planning and administration
- Legal and compliance activities
- Customer service and support
Other Permitted Uses
We may also use or disclose your PHI without your authorization when required or permitted by law, including for public health activities and reporting, health oversight activities, judicial and administrative proceedings, law enforcement purposes, emergency circumstances to protect health and safety, research activities when properly authorized, workers' compensation cases, and coroners, medical examiners, and funeral directors.
Section 05
Your Rights Under HIPAA
You have the following rights regarding your PHI:
Right to Access
You have the right to inspect and obtain copies of your PHI that we maintain about you, with certain limited exceptions.
Right to Amend
You have the right to request that we amend PHI about you that you believe is incorrect or incomplete.
Right to Accounting of Disclosures
You have the right to receive an accounting of certain disclosures of your PHI that we have made.
Right to Request Restrictions
You have the right to request restrictions on how we use or disclose your PHI for treatment, payment, or healthcare operations.
Right to Confidential Communications
You have the right to request that we communicate with you about your health matters in a certain way or at a certain location.
Right to Breach Notification
You have the right to be notified in the event of a breach of your unsecured PHI.
Right to File a Complaint
You have the right to file a complaint with us or with the U.S. Department of Health and Human Services if you believe your privacy rights have been violated.
Section 06
Security Safeguards
We implement comprehensive administrative, physical, and technical safeguards to protect your PHI:
Administrative
- Designated Privacy and Security Officers
- Workforce training on HIPAA compliance
- Access controls and user authentication procedures
- Incident response and reporting procedures
- Regular risk assessments and security evaluations
Physical
- Secure facilities and workstations
- Controlled access to areas containing PHI
- Proper disposal of PHI-containing materials
- Device and media controls
Technical
- Encryption of PHI in transit and at rest
- Secure user authentication and access controls
- Audit logs and monitoring systems
- Automatic logoff procedures
- Regular software updates and security patches
Section 07
Business Associate Agreements
We maintain Business Associate Agreements (BAAs) with all third-party vendors and service providers who may have access to your PHI. These agreements ensure that our business associates also comply with HIPAA requirements and maintain appropriate safeguards for your health information.
Section 08
Telehealth and Virtual Care Privacy
For our virtual care services, we implement additional privacy protections:
- Use of HIPAA-compliant telehealth platforms
- Secure video conferencing with end-to-end encryption
- Protected messaging systems for asynchronous care
- Secure storage of virtual consultation records
- Patient identity verification procedures
Section 09
Data Retention and Disposal
We retain your PHI only as long as necessary for treatment, payment, healthcare operations, and legal requirements. When PHI is no longer needed, we dispose of it securely through:
- Secure deletion of electronic files
- Shredding of physical documents
- Destruction of storage media
- Certificate of destruction documentation
Section 10
Breach Notification
In the unlikely event of a breach of your unsecured PHI, we will:
- Conduct a thorough investigation
- Notify affected individuals within 60 days
- Report to the U.S. Department of Health and Human Services
- Notify media when required by law
- Take corrective action to prevent future breaches
Section 11
Contact Information
To exercise your rights, request information, or file a complaint, please contact our Privacy Officer:
Email: privacy@vyta.co
Phone: (813) 725-0931
Attn: Privacy Officer
15289 Amberly Dr
Tampa, FL 33647
Section 12
Filing Complaints
If you believe your privacy rights have been violated, you may file a complaint with our Privacy Officer (contact information above) or with the federal government:
Office for Civil Rights
200 Independence Avenue, S.W.
Washington, D.C. 20201
Phone: (877) 696-6775
Website: www.hhs.gov/ocr
Non-Retaliation: We will not retaliate against you for filing a complaint.
Section 13
Changes to This Statement
We reserve the right to change this HIPAA Compliance Statement at any time. Any changes will be effective immediately upon posting on our website. We will provide notice of material changes as required by law.
Section 14
Acknowledgment
By using our services, you acknowledge that you have received and understand this HIPAA Compliance Statement and our Notice of Privacy Practices.