Privacy Policy

Privacy Policy for The Virtual NP

Effective Date: 05/02/2025

Introduction

At The Virtual NP, your privacy and trust are our top priorities. This Privacy Policy outlines how we collect, use, and safeguard your medical and personal information when you use our website, thevirtual-np.com, and its services. We are committed to complying with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) to ensure your Protected Health Information (PHI) is secure and handled appropriately.

I. Our Privacy Pledge and Duties

We are legally required to:

• Maintain the confidentiality of your PHI;

• Provide you with this notice of our legal duties and privacy practices;

• Notify you if a breach of unsecured PHI occurs;

• Follow the terms of this policy and any updates.

We reserve the right to change this privacy policy. If updated, the revised version will be posted on our website and will apply to all PHI we maintain.

You may access the latest version at: https://www.thevirtual-np.com/privacy-terms.

II. Permissible Uses and Disclosures Without Authorization

We may use or disclose your health information without your written consent in the following circumstances:

1. Treatment, Payment, and Healthcare Operations

• Coordinating or managing your care with other providers;

• Coordinating or managing your care with other licensed healthcare professionals, including telehealth doctors, online medical providers, and virtual care specialists, when clinically appropriate;

• Processing secure payments for your services through encrypted technology;

• Conducting quality assurance, internal reviews, or operational audits to improve your experience and outcomes.

2. Appointment Reminders and Health-Related Communications

• We may contact you about upcoming appointments, treatment options, or wellness tips.

3. Public Health and Legal Requirements

We may disclose your health information without your authorization when required by law, including:

• Reporting certain diseases, injuries, or health risks;

• Complying with state or federal mandates;

• Reporting suspected abuse, neglect, or domestic violence.

• Facilitating organ and tissue donation if you are a registered donor;

• Providing information to coroners, medical examiners, or funeral directors to assist in their official duties;

• For workers’ compensation claims, as required to process benefits related to a job-related injury.

• In connection with legal actions, such as in response to a court order, subpoena, or other lawful request.

4. Health Oversight and Law Enforcement

• In response to government audits, inspections, or investigations;

• Complying with subpoenas, court orders, or law enforcement requests.

5. Business Associates

• We may disclose limited PHI to third-party vendors who support our operations (e.g., billing services), provided they also comply with HIPAA standards.

• We may use third-party vendors and business associates, such as billing services or physician consulting platforms, who support our operations under HIPAA-compliant agreements.

III. Uses and Disclosures Requiring Your Authorization

We will not use or share your health information for the following without your written consent:

• Marketing purposes;

• Sale of your health information;

• Release of psychotherapy notes (if applicable);

• Any other disclosures not outlined above.

You may revoke your authorization at any time by submitting a request in writing.

IV. Your Rights Regarding Protected Health Information (PHI)

Right to Access

You may request to review or receive an electronic or paper copy of your medical records. We will provide access within 30 days. A reasonable fee may apply.

Right to Request Amendments

If you believe any information in your records is incorrect or incomplete, you may request a correction in writing.

Right to Request Restrictions

You may ask us not to use or share certain PHI. While we will consider all requests, we are not required to agree unless the restriction applies to out-of-pocket services paid in full.

Right to Confidential Communications

You may request that we communicate with you using a specific method (e.g., email, phone) or send mail to an alternate address. We will honor reasonable requests.

Right to an Accounting of Disclosures

You may request a list of times we’ve shared your PHI in the last six years, excluding disclosures for treatment, payment, or operations.

Right to a Paper Copy

You may request a paper copy of this policy at any time, even if you agreed to receive it electronically.

V. Family, Friends, and Caregivers

Unless you tell us otherwise, we may share your information with family members or others involved in your care.

VI. Children’s and Legal Guardians' Rights

In accordance with applicable laws, we may disclose a minor’s PHI to their parent or legal guardian unless prohibited by law or court order.

VII. Insurance and Payment Policy

The Virtual NP does not bill Medicaid, Medicare, or commercial insurance. By using our services, you agree not to submit claims or seek reimbursement from these entities. All services are self-pay.

VIII. Cookies and Website Use

Our website uses cookies and third-party analytics tools to improve user experience. These tools do not collect identifiable medical information. By continuing to use our site, you consent to our cookie use.

IX. Data Security and Encryption

At The Virtual NP, we implement technical, administrative, and physical safeguards to protect your information from unauthorized access, disclosure, alteration, or destruction.

All electronic communications, forms, and patient data transmitted through our platform are encrypted using Secure Socket Layer (SSL) technology.

Access to health records is restricted to authorized personnel who require the information to provide care or manage operations.

We follow best practices in data security and regularly review our systems to ensure ongoing compliance with HIPAA and applicable state regulations.

Despite our efforts, no system can be completely secure. We encourage patients to use secure networks when submitting personal information and to contact us immediately if they suspect any unauthorized activity.

X. Disclaimer

The Virtual NP provides telehealth services for non-emergency care and wellness guidance. The Virtual NP provides care through board-certified Nurse Practitioners and may collaborate with licensed physicians or other healthcare providers when necessary to deliver safe and effective care. The content on our website is for informational purposes only and does not substitute for professional medical advice. Use of this website and services is at your own risk and without warranties of any kind. The Virtual NP is not responsible for any direct or indirect damages that may arise from the use of our services, website content, or third-party links. For more details about your rights and responsibilities when using our services, please review our Terms & Conditions.

XI. Changes to This Policy

We may update this privacy policy as needed to reflect changes in laws or services. Updates will be posted on our website and will apply to existing and new information.

XII. Contact Information

For questions or concerns about how your information is handled by our providers or partnering doctor, or to exercise your privacy rights, please contact our HIPAA Privacy Officer:

HIPAA Privacy Officer
The Virtual NP
2150 S Central Expy
Email: care@virtualnpclinic.com
Phone: 214-216-6320

XIII. Complaints

If you believe your rights have been violated, you may file a complaint without fear of retaliation:

• To The Virtual NP: Contact our HIPAA Privacy Officer.

• To the U.S. Department of Health & Human Services:
  Office for Civil Rights
  200 Independence Avenue, S.W., Washington, D.C. 20201
  Phone: 877-696-6775
  https://www.hhs.gov/ocr/privacy/hipaa/complaints/