ELECTRONIC HEALTH RECORD (EHR)
Functional Medicine Charlotte provides the web-based Clinical EHR to customers who enter into a Functional Medicine Charlotte Service Agreement (“Customers”), who then authorize EHR users, including physicians, consulting physicians, and non-physician staff members (“Authorized Users”). Customers and Authorized Users are responsible for determining uses and disclosures of patient medical information maintained in the EHR, in accordance with their legal and professional responsibilities as health care professionals and state and federal medical privacy laws, including the federal Health Insurance Portability and Accountability Act (“HIPAA”). To the extent that Functional Medicine Charlotte receives or maintains patient medical information in the course of providing the EHR, that information is secured, used and disclosed only in accordance with Functional Medicine Charlotte’s legal obligations as a “business associate” under HIPAA.
Functional Medicine Charlotte utilizes Web Communication to share information and conduct business with patients and other business associates. This may include scheduling appointments, discussing treatment plans, sending laboratory results, and sending and receiving invoices. Functional Medicine Charlotte utilizes HIPAA compliant web based end to end encryption email and web chat to safely communicate with patients and business associates. Our computers and web accounts are physically and digitally protected to meet the current standards set by the Health Insurance Portability and Accountability Act.
PERSONAL INFORMATION PROVIDED BY YOU
Functional Medicine Charlotte collects aggregate queries for internal reporting and also counts, tracks, and aggregates the visitor’s activity into Functional Medicine Charlotte’s analysis of general traffic-flow at the Website. To these ends, Functional Medicine Charlotte merges information about you into aggregated group data. In some cases, Functional Medicine Charlotte may remove personal identifiers from PII and maintain it in aggregate form that may later be combined with other information to generate anonymous, aggregated statistical information. Such anonymous, group data may be shared on an aggregated basis with Functional Medicine Charlotte’s affiliates, business partners, service providers and/or vendors; if it does so, Functional Medicine Charlotte will not disclose your individual identity.
WEB SERVER LOGS AND IP ADDRESSES
An Internet Protocol (“IP”) address is a number that automatically identifies the computer/device you have used to access the Internet. The IP address enables our server to send you the web pages that you want to visit, and it may disclose the server owned by your Internet Service Provider. Functional Medicine Charlotte may use IP addresses to conduct website analyses and performance reviews and to administer the Website.
COOKIES AND WEB BEACONS
WHEN WE MAY SHARE DATA
DISCLOSURES TO THIRD PARTIES ASSISTING IN OUR OPERATIONS
Functional Medicine Charlotte may share your PII under confidentiality agreements with other companies that work with, or on behalf of, Functional Medicine Charlotte to provide products and services. These companies, which may include supplement manufacturers, consulting physicians, EHR hosts, and email clients, may use your PII to assist Functional Medicine Charlotte in its operations. However, these companies do not have any independent right to share this information and have signed agreements with Functional Medicine Charlotte to abide by the same Privacy Practices.
DISCLOSURES UNDER SPECIAL CIRCUMSTANCES
We may provide information about you to respond to subpoenas, court orders, legal process or governmental regulations, or to establish or exercise our legal rights or defend against legal claims. We believe it is necessary to share information in order to investigate, prevent or take action regarding illegal activities, suspected fraud, situations involving potential threats to the physical safety of any person, or as otherwise required by law.
Functional Medicine Charlotte understands that storing our data in a secure manner is essential. Functional Medicine Charlotte stores PII and other data using industry-standard physical, technical and administrative safeguards to secure data against foreseeable risks, such as unauthorized use, access, disclosure, destruction or modification. Please note, however, that while Functional Medicine Charlotte has endeavored to create a secure and reliable website for users, the confidentiality of any communication or material transmitted to/from the Website or via e-mail cannot be guaranteed.
You may review and request changes to your PII that Functional Medicine Charlotte has collected, including the removal of your PII from Functional Medicine Charlotte’s email communications in order to prevent receipt of future communications or to halt receipt of our Website services. Note that you may request changes to your medical record but changes will only be made if the original documentation was made in error. We cannot omit or change any relevant and accurate data from your medical record for any purposes.
You can send your request via e-mail to [email protected].
WRITTEN HIPAA NOTICE
You may view a full copy of our HIPAA Privacy and Security Policy and Procedures by emailing us for a copy at [email protected].