HIPAA Privacy Practices Statement for Balanced Body Medicine LLC:

Effective Date: April 1, 2025

This notice describes how medical information about you may be used and disclosed and how you can get access to this information. Please review it carefully.

Information We Collect We may collect personal and health information from you via:

  • Website, patient portal or intake forms 

  • Personal Information: Name, date of birth, mailing address, phone number, email address, emergency contact.

  • Health Information: Medical history, current and past treatments, prescriptions, health concerns, lab results, and other information relevant to your care

  • Communication Data: Information shared via SMS (text messaging), email, phone calls, or our patient portal.

  • Technical Information: IP address, device type, browser type, and other data collected through our website or telehealth platforms.

How We Use Your Information Your information is used to:

  • Provide and coordinate your healthcare

  • Process payments for services rendered

  • Comply with legal and regulatory requirements

  • Improve services and conduct quality assessments

Sharing Your Information We may disclose your information:

  • To healthcare providers involved in your care. This includes consultation with Melissa Soto from Balanced Bee coaching should you choose to engage in health coaching services.

  • To billing and payment entities

  • When required by law (e.g., public health reporting)

  • With your written authorization for other uses

Body Balanced Medicine does not sell or provide your information to third parties beyond what has already been stated.

Your Rights You have the right to:

  • Access and obtain a copy of your health records

  • Request corrections to your health information

  • Request restrictions on certain uses or disclosures

  • Receive a list of disclosures we have made

  • Revoke your authorization at any time

Safeguarding Your Information Body Balanced Medicine implements physical, electronic, and procedural safeguards to protect your information. Telehealth services comply with HIPAA regulations to ensure confidentiality. All PHI is stored securely using HIPAA-compliant systems. Specifically:

  • Electronic Medical Records (EMR): We use a secure, cloud-based EMR platform that encrypts your data in transit and at rest.

  • Encryption Standards: All PHI is encrypted using industry-standard protocols (e.g., AES-256) to ensure confidentiality and security.

  • Access Controls: Access to your health information is restricted to authorized personnel only, using role-based access and two-factor authentication.

Telehealth-Specific Protections

We take additional steps to protect PHI during telehealth sessions:

  • All video consultations are conducted using encrypted, HIPAA-compliant platforms.

  • Sessions are not recorded unless explicitly authorized by you in writing.

  • Data from virtual visits is directly documented into our secure EMR system.

Communication by Text Message (SMS)

We may contact you by text message for appointment reminders, treatment updates, administrative matters, or health-related information.

  • Consent: By providing your mobile number, you consent to receive text messages from us. Your phone number will be used exclusively to send you messages you have opted to receive based on your consent. We do not sell or share your personal information with third parties. 

  • You may opt out at any time by replying “STOP” to any message.

  • Security: While we take precautions to safeguard all communications, text messaging may not be a fully secure method of communication. By agreeing to receive texts, you acknowledge this risk.

Third-Party Services

We may use third-party vendors for EHR, payment processing, telehealth platforms, or secure messaging services. These vendors are contractually obligated to comply with HIPAA and protect your information.

Data Retention

We retain your health records as required by law and applicable licensing requirements. When no longer required, data is securely deleted or destroyed.

*We may update this policy periodically. Changes will be posted on our website and made available upon request.*

Contact Us For questions or concerns about your privacy rights, please contact: Balanced Body Medicine LLC 1-888-424-6855 or info@balancedbodymedicine.com