Privacy Policy

Understanding Our Privacy Policy

Rei Facial Plastic Surgery

Effective Date: January 27, 2024

Rei Facial Plastic Surgery (“Practice,” “we,” “us,” or “our”) is committed to protecting the privacy, confidentiality, and security of your personal information, including your Protected Health Information (PHI). This Privacy Policy describes how we collect, use, store, and share your personal and health-related information, and outlines your rights under both the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and applicable Hawaii State Privacy Laws. By engaging with our services, you (“Patient”) agree to the terms outlined below.

1. Information We Collect

We collect and maintain the following types of information:

• Personal Identifiable Information (PII): Name, address, date of birth, phone number, email address, and emergency contact information.
• Medical Information: Medical history, treatment records, diagnoses, and information provided during consultations, including patient intake forms.
• Payment Information: Credit card details, insurance information, and billing history.
• Communication Data: Information provided through phone, email, SMS/text messaging, or other forms of communication.
• Protected Health Information (PHI): Information related to your health condition, healthcare services provided, or payment for healthcare that identifies you or could be used to identify you.

2. How We Use Your Information

Your personal and health-related information may be used for the following purposes:

• Medical Care and Treatment: To provide, coordinate, or manage your healthcare services and maintain treatment records.
• Appointment Scheduling and Communication: To schedule appointments, send reminders, confirm visits, and follow up regarding care.
• Billing and Payment Processing: To process payments, verify insurance, and issue billing statements.
• Legal and Regulatory Compliance: To comply with legal obligations, including health reporting and public health activities.
• Healthcare Operations: To support administrative and operational activities such as quality assessment, audits, and staff training.

Note: We will never share your PHI for marketing purposes without your explicit written consent.

3. SMS/Text Messaging Communications

Rei Facial Plastic Surgery may send appointment reminders, confirmations, or other communications via SMS/text messaging. By providing your mobile phone number, you consent to receive these communications.

• Opt-Out Rights: You may opt out at any time by replying “STOP” to any message. Message content will not include PHI unless explicitly authorized by you.

4. Email Communications

We may use your email address to send appointment reminders, billing information, or updates on our services.

• Consent: By providing your email address, you consent to receiving such communications.
• Opt-Out: You may unsubscribe from marketing emails at any time. However, transactional emails related to your care or billing are essential and cannot be opted out of.
• Security: Please be aware that email communications are not encrypted. Avoid sending sensitive information via email.

5. Sharing Your Information

We may share your personal or health-related information under the following circumstances:

• Service Providers: We share information with third-party service providers to assist with tasks such as payment processing, scheduling, and managing electronic medical records.
• Legal Obligations: We may disclose your information if required by law, such as in response to a subpoena or court order.
• Healthcare Providers: With your permission, we may share information with other healthcare professionals involved in your treatment.

6. Data Security

We implement robust administrative, technical, and physical safeguards to protect your personal and health-related information. However, no system is entirely secure, and we encourage you to report any suspected breaches or concerns immediately.

7. Patient Rights Under HIPAA and Hawaii State Laws

Under HIPAA and Hawaii state laws, you have several rights regarding your information:

• Right to Access: You can request copies of your medical records or personal information. Requests should be submitted in writing, and reasonable fees may apply.
• Right to Amend: If you believe your records are inaccurate, you may request corrections.
• Right to an Accounting of Disclosures: You may request a list of certain disclosures made by our Practice.
• Right to Request Restrictions: You may ask for restrictions on how we use or disclose your information. While we are not required to agree, we will try to accommodate reasonable requests.
• Right to Confidential Communications: You may ask us to communicate with you in specific ways (e.g., via phone or mail).
• Right to File a Complaint: If you believe your rights have been violated, you may file a complaint with us or the U.S. Department of Health and Human Services (HHS).

8. How We Use and Disclose Your PHI

Your PHI may be used and disclosed without your authorization for the following purposes:

• Treatment: To provide and manage healthcare services, including sharing PHI with other healthcare providers involved in your care.
• Payment: To bill insurance and collect payment for services provided, including verifying your insurance coverage.
• Healthcare Operations: To support the administrative activities of the practice such as quality assessments and audits.

We may also be required to disclose PHI in situations such as public health reporting, legal proceedings, and compliance investigations.

9. Uses and Disclosures Requiring Authorization

We will not use or disclose your PHI for marketing, promotional activities, or other purposes without your written authorization. You can revoke your authorization at any time, except to the extent we’ve already acted upon it.

10. Breach Notification

In the event of a breach of unsecured PHI, we will notify you as required by HIPAA and Hawaii state law. The notification will include details about the breach, the types of information involved, and steps you can take to protect yourself.

11. Retention of Information

We will retain personal and medical information for as long as necessary to fulfill the purposes described in this Policy or as required by law.

12. State of Hawaii-Specific Regulations

In addition to federal HIPAA regulations, we comply with Hawaii’s specific requirements related to medical records and patient privacy. This includes providing access to medical records in a timely manner and safeguarding sensitive health information, such as mental health or substance abuse treatment records.

13. Changes to This Policy

We reserve the right to update this Privacy and HIPAA Privacy Policy at any time. Updates will be effective immediately upon posting to our website or notifying you through appropriate communication channels.

14. Contact Information

If you have any questions or concerns regarding this Privacy Policy or your privacy rights, please contact our Privacy Officer:

By receiving care at Rei Facial Plastic Surgery, you acknowledge that you have reviewed and understand this HIPAA Privacy Policy.