1. HIPAA Privacy Practices

• • VirtualDocs365 operates as a Covered Entity under HIPAA and participates in an Organized Health Care Arrangement (OHCA) with our affiliated healthcare providers. This arrangement allows us to:
• • Coordinate your care
• • Improve healthcare quality
• • Conduct treatment, payment, and healthcare operations
• • Your PHI may be shared among OHCA participants only as necessary for these purposes, in compliance with HIPAA.

2. Information We Collect

We collect information from multiple sources:

a. PHI Collected from You

• • Registration forms, account information, and communications (phone, email, chat)
• • Health history, medications, past or planned treatments
• • Appointment and consultation records

b. PHI Collected from Third Parties

• • Healthcare providers, pharmacies, insurance companies
• • Employers or organizations providing access to VirtualDocs365

c. Information Collected Automatically

• • IP address, device type, and general location
• • Login times, features used, and session duration
• • Cookies, pixels, and other tracking technologies

3. How We Use Your Information

a. Treatment

• • Provide, coordinate, and manage your healthcare services
• • Share PHI with healthcare providers as needed for treatment continuity

b. Payment

• • Submit claims to insurers and receive payment
• • Verify coverage and eligibility

c. Healthcare Operations

• • Improve services, evaluate providers, conduct quality reviews
• • Provide customer support and health-related communications
• • Share PHI with business associates under HIPAA-compliant agreements

d. Website/Platform Purposes

• • Improve user experience
• • Conduct analytics, marketing, and research (with aggregated, de-identified data)
• • Manage security and prevent unauthorized access

4. When We May Share Your Information Without Authorization

• • Public health reporting (diseases, outbreaks)
• • Abuse or neglect reporting (child, elder, domestic)
• • Legal obligations (subpoenas, court orders, law enforcement)
• • Serious threats to health or safety
• • Health oversight activities (audits, licensing, disciplinary)
• • Research approved by Institutional Review Boards
• • Organ donation/transplantation
• • Specialized government functions (military, national security)

5. Your Rights

You (or your authorized representative) have the following rights regarding your PHI:

• • Access: View or receive copies of your PHI.
• • Amend: Request corrections to your PHI.
• • Restrict: Limit how PHI is used or shared for treatment, payment, or operations.
• • Confidential Communications: Request alternate communication methods or addresses.
• • Accounting of Disclosures: Receive a list of disclosures of your PHI for six years.
• • Paper Copy of Notice: Request a physical copy of this Privacy Policy.
• • File Complaints: With VirtualDocs365 or the U.S. Department of Health and Human Services (www.hhs.gov/ocr/privacy/hipaa/complaints/).

How to Exercise Your Rights:

6. Cookies and Tracking Technologies

• • We use cookies, pixels, and analytics tools to enhance your experience, measure performance, and provide personalized content.
• • You can disable cookies in your browser, but some Services may not function properly.
• • Third-party analytics (e.g., Google Analytics) may collect anonymized data.

7. Retention of Information

• • PHI and personal information are stored as long as necessary to provide Services, meet legal obligations, or support business operations.
• • Residual data may remain in backups for a limited period, after which it is securely destroyed or anonymized.

8. Security of Your Information

• • PHI and personal information are protected with encryption, access controls, and regular audits.
• • Only authorized personnel and HIPAA-compliant business associates may access your PHI.

9. External Links

• • Our websites may include links to third-party websites.
• • We are not responsible for the privacy practices or content of these sites.

10. Children

• • Our Services are not intended for children under 13.
• • We do not knowingly collect personal information from children under 13 without parental consent.

11. Changes to This Privacy Policy

• • VirtualDocs365 reserves the right to modify this Privacy Policy at any time.
• • Changes will be effective immediately upon posting to our website.
• • We may update this Privacy Policy periodically.
• • The current version will be available on our website.
• • Continued use of our Services constitutes acceptance of the updated policy.

12. Contact Us

If you have questions or concerns about this Privacy Policy, please contact us: