Health by Design Medical Group
Effective Date: April 14, 2025
Revision Date: February 13, 2026
Important notice
This notice describes how medical information about you may be used and disclosed and how you can access this information. Please review it carefully.
Introduction
Protecting the privacy of your medical information is a fundamental part of our commitment to patient care and reflects our physicians' professional obligations.
We are required by law to:
Maintain the privacy of your Protected Health Information ("PHI")
Provide you with this Notice of our legal duties and privacy practices
Follow the terms of this Notice currently in effect
Please review this Notice carefully. We are required to obtain your acknowledgement that you have received and understand it.
If you have any questions, please contact our Privacy Officer (details below). You are entitled to request a copy of this Notice at any time.
Uses and Disclosures of Protected Health Information Without Authorization
We may use or disclose your Protected Health Information without your authorization in the following circumstances:
1. Treatment
We may share your medical information with other healthcare providers (e.g., specialists) to coordinate and manage your care.
2. Payment
We may disclose your information to insurance providers or payors to obtain payment for services rendered.
3. Healthcare Operations
We may use or share your information to operate our practice efficiently, including:
Billing and administrative services
Quality improvement
Internal operations
4. Texas-Specific Provisions
For Texas residents, beginning September 1, 2012:
We may disclose PHI for insurance or HMO functions as defined by law
For disclosures not otherwise permitted by law, we will obtain specific authorization (written or verbal, documented in your record)
Additional Permitted Uses and Disclosures
We may also use or disclose your information without authorization in the following situations:
1. Artificial Intelligence (AI) Use
We may use AI-assisted technologies to help collect, analyze, or summarize health information.
These tools:
Do not replace clinical judgment
Are always reviewed by qualified providers
Do not independently make medical decisions
2. Health Information Exchange (HIE)
We may participate in electronic Health Information Exchanges to:
Share medical records securely with other providers
Improve care coordination and safety
3. As Required by Law
We will disclose PHI when required by federal, state, or local law.
4. Public Health Activities
We may report information to authorized agencies for:
Disease prevention and control
Injury reporting
Vital statistics (e.g., births, deaths)
5. Abuse, Neglect, or Domestic Violence
We may disclose information if necessary to report suspected abuse or prevent serious harm.
6. Health Oversight Activities
We may provide information to regulatory or oversight agencies for:
Audits
Investigations
Inspections
7. Judicial and Administrative Proceedings
We may disclose information in response to court orders, subpoenas, or legal processes, limited to what is necessary.
8. Law Enforcement
We may disclose information:
To locate suspects or missing persons
Regarding certain injuries or crimes
If a crime occurs on our premises
9. Decedents
We may disclose PHI to:
Identify deceased individuals
Assist funeral directors
10. Organ and Tissue Donation
We may share information to facilitate donation and transplantation.
11. Research
We may disclose PHI for approved research where privacy protections are in place.
12. Serious Threat to Health or Safety
We may disclose information to prevent or reduce serious risks.
13. Specialized Government Functions
We may disclose information for:
Military and veterans' services
National security
Protective services
14. Workers' Compensation
We may disclose information as required for work-related injury claims.
Your Rights Regarding Your Health Information
You have the following rights:
1. Right to Request Restrictions
You may request limits on how your information is used or shared.
We are not required to agree, but if we do, we will comply except in emergencies.
2. Right to Confidential Communications
You may request communication via:
Alternative methods
Different locations
We will accommodate reasonable requests.
3. Right to Access Your Records
You may request copies of your medical or billing records, except for:
Psychotherapy notes
Legal preparation materials
Certain lab data
Requests are typically fulfilled within 30 days. Fees may apply.
Texas residents: Electronic records must be provided within 15 days when requested in writing.
4. Right to Request Amendments
You may request corrections to your records.
We may deny requests if:
The information is accurate and complete
It was not created by us
It is not part of accessible records
You may submit a written statement of disagreement if denied.
5. Right to Accounting of Disclosures
You may request a list of disclosures made, excluding:
Treatment, payment, and operations
Authorized disclosures
Certain legal exceptions
One free request per year. Additional requests may incur a fee.
How We Communicate With You
We may contact you via:
Phone calls
Email
SMS/text messaging
Voicemail
Communications may include:
Test results
Appointments
Prescriptions
Billing information
We may also send appointment reminders and updates about relevant services.
By signing the acknowledgement, you consent to these communications. You may opt out of specific methods at any time by informing our staff.
Filing a Complaint
If you believe your privacy rights have been violated, you may:
Contact our Privacy Officer (details below)
File a complaint with the U.S. Department of Health & Human Services
We will not retaliate against you for filing a complaint.
To file with HHS: http://www.hhs.gov/ocr/privacy/hipaa/complaints/index.html
Privacy Officer Contact Information
Jerry Garcia
Chief Privacy Officer
Health by Design Medical Group
3503 Paesanos Parkway, Suite 101
San Antonio, TX 78231
Phone: (210) 492-8922
Fax: (210) 479-2010
Email: jerry.garcia@healthbydesign.com
Changes to This Notice
We may revise this Notice from time to time. The most current version will always be available in our office upon request.