Notice of Privacy Practices
Anavah Institute
This Notice describes how medical information about you may be used and disclosed and how you can access this information. Please review it carefully.
Anavah Institute (the “Practice”) provides healthcare services in New York, Ohio, and Florida. In the course of providing care, the Practice creates, receives, and maintains Protected Health Information (“PHI”), which includes information about your health condition, treatment, and payment for services.
Federal and state laws require the Practice to protect the privacy of your PHI and to provide you with this Notice describing our legal duties and privacy practices. The Practice must follow the privacy practices described in this Notice.
How We May Use and Disclose Your Health Information
The Practice may use and disclose your PHI without your written authorization for the following purposes:
Treatment
We may use or disclose your health information to provide, coordinate, or manage your healthcare. This may include communication with physicians, specialists, therapists, pharmacies, hospitals, laboratories, or other healthcare providers involved in your care.
Examples include:
- Consulting with another healthcare professional regarding your treatment
- Referring you to a specialist
- Coordinating care with other medical providers
- Sharing relevant health information necessary to diagnose or treat an illness or injury
We may also communicate with you regarding your care, including appointment reminders, follow-up instructions, prescription refill reminders, or information about treatment options and services offered by the Practice. Communication may occur by phone, mail, email, text message, or other electronic methods.
Payment
Your PHI may be used or disclosed for purposes related to billing and payment for healthcare services. Examples include:
- Submitting claims to health insurance providers
- Verifying insurance coverage
- Collecting payment for services provided
- Obtaining authorization from insurers for treatment
Insurance companies may require certain medical information before they approve or reimburse healthcare services.
Healthcare Operations
We may use or disclose your PHI for activities necessary to operate the Practice and ensure quality care. These activities may include:
- Quality improvement and clinical review
- Staff training and professional education
- Medical record auditing and compliance activities
- Business planning and administrative management
- Evaluation of healthcare outcomes and services
The Practice may also use technologies, including artificial intelligence tools, for administrative functions such as medical transcription or documentation support. These systems are used in accordance with applicable privacy and security safeguards.
Information may be reviewed internally by physicians, nurses, technicians, students, or other healthcare personnel for training and quality improvement purposes.
When information is shared for research, evaluation, or analysis, identifying information may be removed when possible to protect your privacy.
Other Permitted Uses and Disclosures Without Authorization
The Practice may disclose PHI without your written authorization in certain circumstances permitted or required by law.
As Required by Law
We may disclose PHI when required to do so by federal, state, or local law.
Public Health Activities
Your health information may be disclosed to public health authorities authorized by law to collect information for purposes such as:
- Preventing or controlling disease, injury, or disability
- Reporting vital events such as births or deaths
- Reporting adverse reactions to medications or medical products
- Monitoring public health threats
Communicable Diseases
PHI may be disclosed to individuals who may have been exposed to a communicable disease or who may be at risk of contracting or spreading a disease, when permitted by law.
Abuse, Neglect, or Domestic Violence
The Practice may disclose PHI to appropriate government authorities if there is reasonable belief that a patient has been the victim of abuse, neglect, or domestic violence.
Health Oversight Activities
Government agencies responsible for oversight of the healthcare system may receive PHI for purposes such as audits, inspections, investigations, or licensure activities.
Food and Drug Administration
The Practice may disclose PHI to organizations regulated by the U.S. Food and Drug Administration (FDA) for purposes such as:
- Reporting adverse events
- Tracking medical products
- Conducting product recalls
- Post-marketing safety monitoring
Legal Proceedings
PHI may be disclosed in response to a court order, subpoena, or other lawful legal process when required or permitted by law.
Law Enforcement
The Practice may disclose PHI to law enforcement authorities under certain circumstances, including:
- Compliance with legal processes
- Identification or location of individuals
- Investigation of suspected criminal activity
- Reporting crimes occurring on Practice premises
- Medical emergencies involving suspected criminal conduct
Coroners, Medical Examiners, and Funeral Directors
PHI may be disclosed to coroners or medical examiners for identification purposes, determining cause of death, or carrying out authorized duties. Information may also be shared with funeral directors when necessary.
Organ and Tissue Donation
PHI may be used or disclosed for purposes related to organ, eye, or tissue donation and transplantation.
Research
The Practice may use or disclose PHI for research purposes when permitted by law and approved through appropriate review processes designed to protect patient privacy. In some cases, identifying information will be removed before data is used.
If research requires your direct participation, you may be asked to sign a separate authorization form.
Serious Threats to Health or Safety
The Practice may disclose PHI if it believes disclosure is necessary to prevent or lessen a serious and imminent threat to the health or safety of an individual or the public.
Military and National Security
If you are a member of the armed forces, PHI may be disclosed to military authorities when required. Information may also be shared with authorized federal officials for national security or protective service purposes.
Workers’ Compensation
PHI may be disclosed as necessary to comply with workers’ compensation laws or similar programs providing benefits for work-related injuries or illnesses.
Correctional Institutions
If you are incarcerated, PHI may be disclosed to correctional facility personnel or law enforcement authorities when necessary to provide healthcare or maintain institutional safety.
Individuals Involved in Your Care
Unless you object, the Practice may share relevant health information with family members, close friends, or others involved in your care or payment for your care.
If you are unable to express your preference, the Practice may determine, based on professional judgment, whether sharing information is in your best interest.
The Practice may also notify individuals responsible for your care regarding your general condition, location, or death.
Uses and Disclosures Requiring Authorization
Any use or disclosure of PHI not described in this Notice generally requires your written authorization.
You may revoke an authorization at any time by submitting a written request, except to the extent the Practice has already relied on the authorization.
Without your authorization:
- The Practice will not use your PHI for marketing purposes
- The Practice will not sell your PHI
- Psychotherapy notes will not be disclosed except as permitted by law
The Practice maintains video surveillance in certain common areas of its facilities for safety and security purposes. Signs are posted where surveillance is used.
Your Rights Regarding Your Health Information
You have the following rights regarding your PHI:
Right to Access
You have the right to inspect and obtain a copy of your medical records maintained by the Practice, subject to certain legal exceptions.
Reasonable fees may apply for copying or mailing records.
Right to Request Amendments
You may request that the Practice amend your medical record if you believe information is incorrect or incomplete. The Practice may deny the request in certain circumstances permitted by law.
Right to Request Restrictions
You may request limits on how your PHI is used or disclosed. While the Practice will consider your request, it is not required to agree except in certain circumstances.
If you pay for a service out-of-pocket in full, you may request that the Practice not disclose information about that service to your health insurer when disclosure would otherwise be for payment or operational purposes.
Right to Confidential Communications
You may request that the Practice communicate with you through specific methods or at specific locations to maintain confidentiality. Reasonable requests will be accommodated.
Right to an Accounting of Disclosures
You may request a list of certain disclosures of your PHI made by the Practice within the previous six years, excluding disclosures made for treatment, payment, or healthcare operations.
Right to Receive a Copy of This Notice
You have the right to receive a paper or electronic copy of this Notice at any time.
Breach Notification
If a breach of unsecured PHI occurs that affects your information, the Practice will notify you as required by law.
Complaints
If you believe your privacy rights have been violated, you may file a complaint with the Practice or with the U.S. Department of Health and Human Services.
Complaints may be submitted in writing to the Practice’s Privacy Officer. The Practice will not retaliate against you for filing a complaint.
Changes to This Notice
The Practice reserves the right to modify this Notice at any time. Any revised Notice will apply to all PHI maintained by the Practice. Updated notices will be made available upon request and through Practice locations.
Effective Date
This Notice of Privacy Practices is effective March 9, 2026, and remains in effect until revised.