PRIVACY POLICY
Firm Foundation Prosthetics LLC Privacy Policy
Effective Date: March 11, 2025
Last Updated: March 31, 2025
At Firm Foundation Prosthetics LLC we are committed to protecting the privacy and security of your personal health information in accordance with the Health Insurance Portability and Accountability Act (HIPAA) and other applicable laws. This Privacy Policy outlines how we collect, use, disclose, and safeguard your Protected Health Information (PHI) as a covered entity under HIPAA.
1. Who We Are
Firm Foundation Prosthetics LLC is a provider of prosthetic devices and related services. As a healthcare provider, we create, receive, maintain, and transmit PHI to deliver care, process payments, and conduct our business operations.
2. What is Protected Health Information (PHI)?
PHI is any individually identifiable health information we maintain about you, including demographic data, medical history, treatment records, billing information, or any other information that can be linked to you and relates to your physical or mental health, healthcare services provided to you, or payment for those services.
3. Our Commitment to HIPAA Compliance
We comply with HIPAA regulations, including the Privacy Rule, Security Rule, and Breach Notification Rule, to ensure your PHI is handled responsibly. This policy explains your rights and our obligations under HIPAA.
How We Use and Disclose Your PHI
We may use or disclose your PHI for the following purposes without requiring your specific authorization, as permitted or required by law:
A. Treatment
To provide you with prosthetic devices, fittings, adjustments, or related services.
To coordinate care with other healthcare providers (e.g., physicians, physical therapists) involved in your treatment.
B. Payment
To bill and collect payment from you, your insurance company, or other third-party payers.
To verify insurance coverage or obtain prior authorization for services.
C. Healthcare Operations
To conduct quality assessments, staff training, or business management activities.
To communicate with you about appointments, prescription refills, or follow-up care (e.g., via phone, email, or text, if you have provided consent).
D. As Required by Law
To comply with federal, state, or local laws, such as reporting to public health authorities or responding to a court order.
To report suspected abuse, neglect, or domestic violence, as required by law.
E. Other Permitted Uses
To notify a family member or personal representative about your care, with your permission.
To avert a serious threat to your health or safety or that of others.
When We Need Your Authorization
Except as described above, we will not use or disclose your PHI without your written authorization. Examples include:
Using your PHI for marketing purposes (beyond face-to-face recommendations or providing promotional gifts of nominal value).
Selling your PHI to a third party.
Sharing psychotherapy notes (if applicable).
You may revoke an authorization in writing at any time, except to the extent that we have already acted on it.
Your Rights Regarding Your PHI
Under HIPAA, you have the following rights concerning your PHI:
Right to Access
You may request to inspect or obtain a copy of your PHI in our designated record set. Requests must be made in writing, and we may charge a reasonable fee for copying or mailing.
Right to Amend
If you believe your PHI is inaccurate or incomplete, you may request an amendment. We may deny the request under certain circumstances (e.g., if the information is accurate or was created by another party).
Right to an Accounting of Disclosures
You may request a list of certain disclosures of your PHI made by us in the past six years, excluding disclosures for treatment, payment, or healthcare operations.
Right to Request Restrictions
You may request restrictions on how we use or disclose your PHI. We are not required to agree to all restrictions, except in cases where you pay out-of-pocket in full for a service and request that we not share PHI with your health plan for that service.
Right to Confidential Communications
You may request that we communicate with you in a specific way (e.g., at a different address or phone number). We will accommodate reasonable requests.
Right to a Paper Copy
You may request a paper copy of this Privacy Policy at any time, even if you agreed to receive it electronically.
How We Protect Your PHI
We implement physical, technical, and administrative safeguards to protect your PHI from unauthorized access, use, or disclosure.
Our employees are trained on HIPAA compliance and are required to maintain the confidentiality of your PHI.
We limit access to your PHI to only those who need it to perform their job duties.
We use secure methods (e.g., encryption) when transmitting PHI electronically.
Data Breach Notification
If there is a breach of your unsecured PHI, we will notify you, the U.S. Department of Health and Human Services (HHS), and, if applicable, the media, in accordance with HIPAA requirements. Notification will include details about the breach, the type of information involved, steps you can take to protect yourself, and what we are doing to mitigate the issue.
Changes to This Privacy Policy
We reserve the right to update this Privacy Policy as needed to reflect changes in our practices or legal requirements. If we make material changes, we will notify you by posting the updated policy in our office and on our website (if applicable) or by other means as required by law. The effective date at the top of this policy will be updated accordingly.
Complaints
If you believe your privacy rights have been violated, you may:
File a complaint with us at:
Firm Foundation Prosthetics LLC
5505 Coventry Lane, Ft Wayne, IN 46804
260-207-4343
info@ffprosthetics.com
We will not retaliate against you for filing a complaint.
Contact Us
For questions about this Privacy Policy or your PHI, please contact our Privacy Officer:
Kameron Mitchell
Firm Foundation Prosthetics LLC
5505 Coventry Lane, Ft Wayne, IN 46804
260-207-4343
info@ffprosthetics.com