Effective Date: 01/01/2025

Thank you for selecting Planet Physical Therapy for your physical therapy needs. We are dedicated to safeguarding your privacy and ensuring the security of your personal information. This Privacy Policy details how we gather, utilize, disclose, and protect your information. By utilizing our services, you agree to the practices outlined in this policy.

Your Rights
When it comes to your health information, you have certain rights. This section explains your rights and how to exercise them.

Request medical records: paper copy or electronically
As a patient, you have the right to request access to your medical records, whether in electronic or paper form. To do so, please submit your request in writing.
Upon receiving your request, we will provide you with a copy or summary of your health information within 30 days. Please note that we may charge a reasonable, cost-based fee for this service.
Your health information is important, and we are committed to ensuring that you have access to it in a timely and efficient manner.
Thank you for entrusting us with your care.

Right to Request Amendments
If you believe that there is incorrect or incomplete health information about you, you have the right to request a correction in writing. While we reserve the right to deny your request, we will provide a written explanation for our decision.

Request communication preference
You have the option to specify your preferred method of contact, such as through your cellphone, or to request that mail be sent to a different address. We are committed to accommodating all reasonable requests.

Request restrictions or limitations on how we use or share your information
You have the option to request that we refrain from using or disclosing specific health information for treatment, payment, or our operations.
Please note that we are not obligated to comply with your request, and we may decline if it would impact the quality of your care. If you choose to pay for a service or healthcare item out-of-pocket in its entirety, you have the right to ask us not to disclose that information to your health insurer for payment or operational purposes.
Rest assured, we will honor your request unless mandated by law to disclose such information.

Request a list of specific disclosures detailing the organizations with whom we have shared information
As a valued patient, you have the right to request a list of specific disclosures of your health information that have been made by our organization. This list will not include disclosures related to treatment, payment, or healthcare operations, as well as certain other disclosures that you may have requested.
We will ensure that all disclosures of your health information from the past six years prior to your request date are included in the list provided to you. This service is offered to you once per year at no cost. However, if you require another list within a 12-month period, a reasonable, cost-based fee will be charged.
We are committed to transparency and ensuring that you have access to your health information in a timely and efficient manner. Please do not hesitate to reach out if you have any questions or require further assistance.

Request a copy of our privacy notice
You have the option to request a paper copy of this Notice at any time, regardless of whether you have previously agreed to receive it electronically. Rest assured, we will promptly provide you with a paper copy upon request.

Notification of a breach
We will notify you if there is a breach of your health information.

Safeguarding your health information is a top priority for us
We are required by law to maintain the privacy and security of your protected health information. We must follow the duties and privacy practices described in this notice.
You may file a complaint with us or with the Secretary of the United States Department of Health and Human Services if you believe your privacy rights have been violated.
To file a complaint with us, contact our Privacy Officer at the address below. All complaints must be made in writing and should be submitted within 180 days of when you knew or should have known of the suspected violation. There will be no retaliation against you for filing a complaint.
To file a complaint with the Secretary, mail it to: Secretary of the U.S. Department of Health and Human Services, 200 Independence Ave, S.W., Washington, D.C. 20201. Call (202) 619-0257 (or toll free (877) 696-6775) or go to the website of the Office for Civil Rights, www.hhs.gov/ocr/hipaa/, for more information. There will be no retaliation against you for filing a complaint.

Our Uses and Disclosures
We may, without your written authorization use and disclose your health information for the following purposes:

Assist in overseeing the healthcare treatment you receive
We may utilize your health information to provide and coordinate your healthcare services. For instance, your therapist may share your health information with your primary care physician to discuss your medical condition.

For Payments
We can use and disclose your health information to bill and receive payment for your healthcare services. For example, we may contact your insurer to get paid for services that we delivered to you.

Health care operations
We may use or disclose your health information to monitor and support the operation of our facilities. For example, evaluating the quality of services provided, performing licensing and credentialing activities and other administrative functions.

Patient contact
We may contact you to set up or remind you about future appointments, billing or payment matters.

Individuals Involved in Your Care or Payment for Your Care
If you do not object, we may disclose pertinent health information to a family member, relative, or close friend who is actively involved in your care or in the payment of your care. This may include sharing information with a family member to assist in your understanding of your care, managing your bills, or scheduling appointments.

Workers’ compensation
We may disclose your health information to the extent authorized by and to the extent necessary to comply with laws relating to workers’ compensation or other similar programs established by law. These programs provide benefits for work-related injuries or illnesses.

As required by law
We may disclose health information about you when required by federal, state or local law.

Health oversight activities
We may use or disclose health information about you with health oversight agencies for activities authorized by law. For example, oversight activities may include audits, investigations and inspections necessary for the government to monitor the health care system.

For Marketing communications
We may utilize and disclose your health information in order to reach out to you regarding treatment services, products, or new locations that we believe may be of interest to you.

For Research
We may use your health information for research purposes in certain circumstances with your authorization.

Public health Risks
We may share your health information for certain situations such as, preventing disease, reporting suspected abuse, neglect, or domestic violence, preventing or reducing a serious threat to anyone’s health or safety.

Law enforcement and specialized government functions
We may disclose your health information for law enforcement purposes as permitted by law. Under certain circumstances, we may disclose health information to units of the government with specialized functions such as the U.S. Military in response to requests as authorized by law.

Respond to lawsuits and legal actions
We may share health information about you in response to a court or administrative order, or in response to a subpoena or similar legal request.

To business associates
We may share your health information with our "business associates" - individuals or companies that provide services for Planet Physical Therapy. An example of a business associate would be the company responsible for processing billing claims for Planet Physical Therapy. Rest assured, we hold all of our business associates to the highest standards of privacy protection to ensure the confidentiality of your information.

To Parents and legal guardians of minors
As permitted by federal and state law, we may disclose health information about minors to their parents or guardians.

Confidential information of a sensitive nature
Federal and state laws provide additional privacy protection for certain confidential health information. This includes information dealing with mental health, HIV/AIDS, alcohol and drug abuse treatment.

Changes To This Notice
We reserve the right to change this Notice. We reserve the right to make the changed Notice effective for Protected Health Information we already have as well as for any Protected Health Information we create or receive in the future. A copy of our current Notice is posted in our office.

Contact Information:

If you have any questions or concerns regarding our Privacy Policy or the practices of Planet Physiotherapy, please do not hesitate to contact us at:

Gopi Gatadi, PT, CMTPT-DN
5857 Trucker street,
Portsmouth, VA 23703

By utilizing the services of Planet Physiotherapy, you are confirming that you have read and comprehended this Privacy Policy and agree to the collection, utilization, and disclosure of your information as outlined herein.