HIPAA Notice – ProMedicaMD

Notice of Privacy Practices

Effective Date: January 1, 2026
Last Updated: August 1, 2026

YOUR INFORMATION. YOUR RIGHTS. OUR RESPONSIBILITIES.

This Notice of Privacy Practices (“Notice”) describes how Incipio Health LLC d/b/a ProMedicaMD (“ProMedicaMD,” “we,” “us,” or “our”) may use and disclose your protected health information (“PHI”), your rights concerning your PHI, and our responsibilities regarding your PHI.

Please review this Notice carefully.

Incipio Health LLC d/b/a ProMedicaMD
3300 Hamilton Mill Rd, Ste 102, PMB 3011
Buford, GA 30519

Privacy Contact: Shilpa Gadde

Phone: 470-915-2510

Email: info@promedicamd.com

1. OUR RESPONSIBILITIES

ProMedicaMD is required by law to:

Maintain the privacy and security of your protected health information;
Provide you with this Notice describing our legal duties and privacy practices;
Follow the terms of the Notice currently in effect;
Notify you as required by law if a breach occurs that compromises the privacy or security of your protected health information;
Provide you with access to certain health information maintained about you;
Honor applicable rights you have under HIPAA and other applicable law; and
Follow applicable federal and state privacy laws governing your health information.

We will not use or disclose your protected health information other than as described in this Notice or otherwise permitted or required by law.

If a use or disclosure requires your written authorization, we will obtain that authorization unless another legal exception applies.

2. WHAT IS PROTECTED HEALTH INFORMATION?

Protected health information (“PHI”) generally means individually identifiable health information that is created, received, maintained, or transmitted by ProMedicaMD and is protected under HIPAA.

PHI may include information such as:

Your name;
Address;
Telephone number;
Email address;
Date of birth;
Medical history;
Diagnoses;
Symptoms;
Medications;
Allergies;
Laboratory results;
Treatment information;
Billing information;
Insurance information;
Telehealth communications;
Photographs or other information provided for clinical evaluation; and
Other information that identifies you and relates to your health or healthcare.

3. HOW WE MAY USE AND DISCLOSE YOUR PHI

We may use or disclose your PHI without obtaining your separate written authorization when permitted by applicable law.

Treatment

We may use and disclose PHI to provide, coordinate, or manage your healthcare.

For example, we may share information with:

Your ProMedicaMD healthcare professionals;
Other healthcare professionals involved in your care;
Specialists;
Laboratories;
Pharmacies;
Diagnostic facilities; and
Other healthcare providers involved in your treatment.

Payment

We may use and disclose PHI to obtain payment for healthcare services.

Examples include:

Processing payments;
Billing;
Determining eligibility for payment;
Submitting claims;
Collecting amounts owed;
Verifying insurance information; and
Communicating with insurers or other entities responsible for payment.

Healthcare Operations

We may use and disclose PHI for healthcare operations.

Healthcare operations may include:

Quality improvement;
Patient safety activities;
Employee and clinician performance evaluation;
Credentialing;
Compliance activities;
Auditing;
Legal and administrative services;
Business planning;
Case management;
Care coordination;
Customer service;
Technology and information-system management; and
Other activities permitted under HIPAA.

4. PERSONS INVOLVED IN YOUR CARE

We may disclose relevant PHI to a family member, close personal friend, or other person you identify as being involved in your healthcare or payment for healthcare when permitted by law.

We may also disclose information when necessary to assist with disaster relief.

When appropriate, we will give you an opportunity to object to such disclosures.

5. APPOINTMENT REMINDERS AND HEALTH-RELATED COMMUNICATIONS

We may use your PHI to contact you regarding:

Appointments;
Appointment reminders;
Follow-up care;
Laboratory testing;
Prescriptions;
Treatment plans;
Healthcare services;
Patient education;
Care coordination; and
Other health-related matters.

Communications may occur by telephone, voicemail, text message, email, patient portal, or other permitted communication methods.

You may request reasonable restrictions or confidential communications as described below.

6. TELEHEALTH SERVICES

When you receive telehealth services, we may use and disclose PHI through electronic systems used to provide healthcare.

This may include:

Video visits;
Telephone visits;
Secure patient messaging;
Electronic medical records;
Remote monitoring;
Electronic transmission of medical information; and
Other technology used in connection with healthcare delivery.

We use appropriate safeguards required by applicable law to protect PHI.

However, electronic communications may involve risks that cannot be completely eliminated.

7. LABORATORIES, PHARMACIES, AND OTHER SERVICE PROVIDERS

We may disclose PHI to laboratories, pharmacies, technology providers, billing companies, payment processors, and other vendors when permitted by law and necessary to provide healthcare, process payment, or conduct healthcare operations.

When applicable, vendors that qualify as HIPAA business associates are required to enter into appropriate agreements governing their handling of PHI.

8. REQUIRED BY LAW

We may use or disclose PHI when required by federal, state, or local law.

Examples may include:

Court orders;
Subpoenas when legally sufficient;
Reporting obligations;
Public-health requirements;
Licensing requirements;
Mandatory reporting laws; and
Other legally required disclosures.

9. PUBLIC HEALTH ACTIVITIES

We may disclose PHI for public-health activities permitted or required by law.

These may include:

Reporting certain diseases;
Reporting adverse events;
Product safety activities;
Public-health investigations;
Preventing or controlling disease; and
Other legally authorized public-health activities.

10. ABUSE, NEGLECT, OR DOMESTIC VIOLENCE

We may disclose PHI to appropriate governmental authorities when permitted or required by law to report suspected:

Child abuse;
Child neglect;
Elder abuse;
Vulnerable-adult abuse;
Domestic violence; or
Other legally reportable circumstances.

11. HEALTH OVERSIGHT

We may disclose PHI to governmental agencies for legally authorized health oversight activities.

These activities may include:

Audits;
Investigations;
Inspections;
Licensure proceedings;
Disciplinary proceedings;
Regulatory activities; and
Other oversight activities authorized by law.

12. JUDICIAL AND ADMINISTRATIVE PROCEEDINGS

We may disclose PHI in response to a court or administrative order or other lawful process when permitted by applicable law.

13. LAW ENFORCEMENT

We may disclose PHI to law-enforcement officials when permitted or required by law.

The circumstances under which this may occur are limited by applicable federal and state law.

14. SERIOUS THREATS TO HEALTH OR SAFETY

We may use or disclose PHI when necessary to prevent or lessen a serious and imminent threat to the health or safety of a person or the public, consistent with applicable law.

15. WORKERS’ COMPENSATION

We may disclose PHI for workers’ compensation or similar programs when authorized by law.

16. ORGAN AND TISSUE DONATION

Where permitted by law, we may disclose PHI to organizations involved in organ, eye, or tissue donation and transplantation.

17. CORONERS, MEDICAL EXAMINERS, AND FUNERAL DIRECTORS

We may disclose PHI to coroners, medical examiners, and funeral directors as permitted by law.

18. RESEARCH

We may use or disclose PHI for research when permitted by applicable law and appropriate safeguards are in place.

Where required, we will obtain an authorization or other required permission before using or disclosing PHI for research.

19. MARKETING

We will not use or disclose your PHI for marketing purposes when HIPAA requires your written authorization unless an applicable exception applies.

If an authorization is required, you may revoke it as permitted by law.

20. SALE OF PHI

We will not sell your protected health information without your written authorization except where otherwise permitted by law.

21. FUNDRAISING

If ProMedicaMD engages in fundraising activities involving PHI, we will comply with applicable HIPAA requirements.

Where required, you will have an opportunity to opt out of fundraising communications.

22. SUBSTANCE USE DISORDER RECORDS

Certain records relating to substance use disorder treatment may receive additional protection under federal law, including 42 CFR Part 2, when applicable.

Where Part 2 applies, ProMedicaMD will handle such records in accordance with applicable federal and state requirements.

If ProMedicaMD maintains records subject to Part 2, additional restrictions concerning use and disclosure may apply.

23. YOUR HEALTH INFORMATION RIGHTS

You have certain rights concerning your PHI.

Right to Inspect and Obtain a Copy

You generally have the right to inspect and obtain a copy of your PHI maintained by ProMedicaMD, subject to applicable legal exceptions.

You may request your records in paper or electronic form where required.

Right to Request an Amendment

You may request that ProMedicaMD amend PHI that you believe is incorrect or incomplete.

Your request must be submitted in writing and should explain why you believe the information should be amended.

We may deny the request in certain circumstances permitted by law.

Right to an Accounting of Certain Disclosures

You may request an accounting of certain disclosures of your PHI made by ProMedicaMD during the applicable period.

Certain disclosures are excluded from the accounting requirement under HIPAA.

Right to Request Restrictions

You may request restrictions on the use or disclosure of your PHI for:

Treatment;
Payment; or
Healthcare operations.

We are not required to agree to every requested restriction.

However, where required by law, we will comply with applicable restrictions.

Right to Request Confidential Communications

You may request that we communicate with you about healthcare matters by alternative means or at alternative locations.

For example, you may request that we:

Call a different telephone number;
Contact you at a particular address;
Use a particular email address; or
Use another reasonable communication method.

We will accommodate reasonable requests as required by law.

Right to Receive a Paper Copy

You have the right to request a paper copy of this Notice even if you have agreed to receive it electronically.

Right to Choose Someone to Act for You

If you have legally authorized someone to act on your behalf, that person may exercise applicable rights concerning your PHI.

We may verify the person’s authority before providing access.

24. YOUR RIGHT TO PAY OUT OF POCKET

If applicable under HIPAA, you may request that we restrict disclosure of PHI to a health plan for payment or healthcare operations when the service has been paid for in full out of pocket, unless disclosure is otherwise required by law.

25. STATE PRIVACY LAWS

Certain state laws may provide additional protections for particular types of health information.

These laws may impose requirements that are more protective than HIPAA.

When applicable, ProMedicaMD will comply with applicable federal and state privacy requirements.

Additional protections may apply to certain categories of information, including, depending upon applicable law:

Mental health information;
Substance use disorder information;
HIV or other communicable-disease information;
Reproductive or sexual health information;
Genetic information;
Records concerning minors; and
Other specially protected information.

26. BREACH NOTIFICATION

If a breach of unsecured protected health information occurs that requires notification under applicable law, ProMedicaMD will provide required notifications in accordance with applicable federal and state requirements.

27. CHANGES TO THIS NOTICE

ProMedicaMD reserves the right to change this Notice.

If we make a material change to our privacy practices, we will revise the Notice and make the revised Notice available as required by law.

The revised Notice will apply to PHI we maintain as permitted by applicable law.

The current Notice will be available:

On our website;
Through our patient portal;
At our office; and
Upon request.

28. HOW TO EXERCISE YOUR RIGHTS

To request access, amendment, restriction, confidential communication, or an accounting of disclosures, contact:

Privacy Officer: Shilpa Gadde

Incipio Health LLC d/b/a ProMedicaMD

3300 Hamilton Mill Rd, Ste 102, PMB 3011
Buford, GA 30519

Phone: 470-915-2510
Email: info@promedicamd.com

Written requests should clearly identify the right you are seeking to exercise.

29. QUESTIONS ABOUT THIS NOTICE

If you have questions about this Notice or our privacy practices, contact:

Privacy Officer: Shilpa Gadde
Incipio Health LLC d/b/a ProMedicaMD
3300 Hamilton Mill Rd, Ste 102, PMB 3011
Buford, GA 30519