386-319-9483
Effective Date: 5/7/26
THIS NOTICE DESCRIBES HOW MEDICAL AND BEHAVIORAL HEALTH INFORMATION ABOUT YOU MAY BE USED/DISCLOSED AND HOW YOU CAN ACCESS THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.
At Flagler Cares, we are committed to protecting the privacy and confidentiality of your protected health information (“PHI”). This Notice explains how we may use and disclose your information, your privacy rights, and our legal responsibilities under the Health Insurance Portability and Accountability Act (“HIPAA”) and other applicable laws.
OUR RESPONSIBILITIES
We are required by law to maintain the privacy and security of your protected health information, provide you with this Notice of our legal duties and privacy practices, follow the terms of the Notice currently in effect, and notify you if a breach occurs that may compromise the privacy or security of your information.
We reserve the right to change the terms of this Notice at any time, as allowable by law. Updated notices will be available in our office, on our website, and upon request.
HOW WE MAY USE AND DISCLOSE YOUR INFORMATION
We may use or disclose your protected health information for the following purposes:
Treatment
We may use and share your information to provide, coordinate, or manage your healthcare and related services. Examples include:
Payment
We may use and disclose your information to bill and receive payment for services provided. Examples include billing insurance companies, Medicaid, Medicare, or other payors; determining eligibility or coverage; and/or collecting payment for services.
Healthcare Operations
We may use and disclose information for operational purposes necessary to run our organization and improve care quality. Examples include:
Appointment Reminders and Service Communications
We may contact you regarding appointments, treatment follow-up, service updates, billing matters, and/or health-related benefits or services. We may contact you by phone, voicemail, text message, email, patient portal, or mail unless you request otherwise in writing.
Individuals Involved in Your Care
Unless you object, we may share relevant information with family members, guardians, caregivers, or others involved in your care or payment for your care.
Required by Law
We may disclose information when required by federal, state, or local law. Examples include court orders, law enforcement requests, mandatory reporting obligations, public health activities, and healthcare oversight activities. We will only disclose information to the extent permitted or required by applicable law.
Safety and Emergencies
We may disclose information when necessary to prevent or lessen a serious threat to health or safety, respond to emergencies, and report abuse, neglect, or domestic violence when required by law.
Business Associates
We may share information with trusted third parties who perform services on our behalf, such as billing, IT support, electronic medical record providers, legal counsel, or accreditation consultants. These parties are required to safeguard your information.
SPECIAL PROTECTIONS FOR CERTAIN INFORMATION
Certain records may receive additional protections under federal or state law, including mental health records, substance use disorder treatment records, HIV/AIDS-related information, and genetic information. Records protected under 42 CFR Part 2 relating to substance use disorder diagnosis, treatment, or referral may not be disclosed without your written consent except as permitted by law. Where applicable, we will comply with the stricter confidentiality requirements governing these records.
YOUR RIGHTS
You have the following rights regarding your protected health information:
Right to Inspect and Copy
You may request access to your health records and obtain copies in paper or electronic form, subject to limited exceptions.
Right to Request Amendments
If you believe your information is incorrect or incomplete, you may request that we amend your records.
Right to Request Restrictions
You may request limits on how we use or disclose your information. While we are not always required to agree, we will consider all requests carefully.
Right to Confidential Communications
You may request that we contact you in a specific way or at a specific location, such as not leaving voicemail messages, only contacting you at work, or sending mail to an alternate address.
Right to an Accounting of Disclosures
You may request a list of certain disclosures we have made of your information.
Right to a Paper or Electronic Copy of This Notice
You may request a copy of this Notice at any time. The most updated version of this Notice will be available in our office or at any time on our website.
Right to Choose Someone to Act for You
If you have granted someone medical power of attorney or if someone is your legal guardian, that person may exercise your rights and make choices regarding your information as permitted by law.
Right to File a Complaint
If you believe your privacy rights have been violated, you may file a complaint with us or with the U.S. Department of Health and Human Services. You will not be retaliated against for filing a complaint.
Contact Our Privacy Officer
ATTN: Rachael Gerow, Chief Operating Officer
(386) 319-9483
help@flaglercares.org
160 Cypress Point Parkway, Suite B302, Palm Coast, FL 32164
File a Complaint with HHS
You may file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights through: https://ocrportal.hhs.gov/ocr/smartscreen/main.jsf
USES AND DISCLOSURES REQUIRING YOUR AUTHORIZATION
We will obtain your written authorization before:
You may revoke your authorization at any time in writing, except to the extent action has already been taken in reliance on it.
WEBSITE AND ELECTRONIC COMMUNICATIONS
If you communicate with us electronically through email, forms, text messaging, telehealth platforms, or patient portals, we take reasonable precautions to protect your information including administrative, physical, and technical safeguards such as secure electronic systems, access controls, and password protections. However, electronic communications may carry some level of security risk. Please notify us if you prefer alternative communication methods.
QUESTIONS
If you have questions about this Notice or your privacy rights, please contact:
ATTN: Rachael Gerow, Chief Operating Officer
(386) 319-9483
help@flaglercares.org
160 Cypress Point Parkway, Suite B302, Palm Coast, FL 32164