HIS LIGHT IMAGING
NOTICE OF PRIVACY PRACTICES
Effective Date: 9/29/26
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.
At His Light Imaging, we are committed to protecting the privacy and security of your health information. This Notice of Privacy Practices ("Notice") explains how we may use and disclose your Protected Health Information ("PHI"), your rights regarding your health information, and our legal responsibilities concerning your information.
This Notice applies to information we obtain and maintain in connection with diagnostic medical ultrasound services and other healthcare services we provide.
If you have questions about this Notice or your privacy rights, please contact our Privacy Officer using the contact information provided at the end of this Notice.
1. OUR RESPONSIBILITIES
His Light Imaging is required by law to:
Maintain the privacy of your Protected Health Information.
Provide you with this Notice describing our legal duties and privacy practices.
Follow the terms of the Notice currently in effect.
Notify you as required by law if a breach occurs that compromises the privacy or security of your Protected Health Information.
Provide you with information about your rights regarding your health information.
Follow applicable federal and Tennessee privacy laws governing your health information.
Use appropriate administrative, physical, and technical safeguards to protect your Protected Health Information.
Protection of Your Information
His Light Imaging takes the privacy and security of your health information seriously. We use HIPAA-compliant systems and services as part of our healthcare operations and take reasonable steps to protect your information from unauthorized access, use, or disclosure.
Our website, electronic patient forms and form-management systems, and the radiology group with whom we work utilize systems and processes designed to comply with applicable HIPAA requirements for the handling of Protected Health Information.
When we use outside companies or organizations to perform services that involve Protected Health Information, we require appropriate safeguards and, when required by HIPAA, Business Associate Agreements or other appropriate contractual protections.
While we take extensive measures to safeguard your information, no electronic system or method of transmitting information over the internet can be guaranteed to be completely secure.
We will not use or disclose your health information except as described in this Notice or as otherwise permitted or required by law.
2. HOW WE MAY USE AND DISCLOSE YOUR HEALTH INFORMATION
The following are examples of how we may use or disclose your Protected Health Information.
Treatment
We may use or disclose your health information to provide, coordinate, or manage your healthcare.
For example, when you receive a diagnostic ultrasound, your ultrasound images and relevant medical information may be provided through secure, HIPAA-compliant systems to the radiologist who interprets your examination. The radiologist's report may then be sent securely to the healthcare provider who ordered your examination.
We may also communicate with other healthcare professionals involved in your care when necessary to provide or coordinate treatment.
Healthcare Operations
We may use or disclose your health information for healthcare operations that are necessary to operate our business and provide quality healthcare services.
Examples may include:
Quality assessment and improvement activities.
Reviewing the performance of our healthcare professionals.
Coordinating services with our radiology partners.
Training and evaluating personnel.
Compliance and auditing activities.
Business planning and administrative activities.
Maintaining and improving our electronic systems and records.
Managing our relationships with vendors and other business associates who assist us in providing services.
Our electronic systems and technology platforms used to collect, store, transmit, or otherwise process Protected Health Information are selected and maintained with consideration for applicable HIPAA privacy and security requirements.
3. OTHER USES AND DISCLOSURES PERMITTED OR REQUIRED BY LAW
We may use or disclose your Protected Health Information without your written authorization when permitted or required by applicable law.
Examples include:
Appointment Reminders
We may contact you to remind you about an upcoming appointment or ultrasound examination.
Treatment Alternatives and Health-Related Services
We may contact you regarding treatment alternatives or other health-related services that may be of interest to you.
Business Associates
We may share your health information with companies or individuals who perform services on our behalf, when those services require access to Protected Health Information.
These individuals or organizations are referred to as "business associates." We require our business associates to appropriately safeguard your information as required by law.
Where required by HIPAA, we maintain appropriate Business Associate Agreements with vendors or organizations that create, receive, maintain, or transmit Protected Health Information on our behalf.
Required by Law
We may use or disclose your health information when required by federal, state, or local law.
Public Health Activities
We may disclose health information for certain public health activities as permitted by law, such as reporting certain diseases, injuries, or other public health information to authorized government agencies.
Abuse, Neglect, or Domestic Violence
We may disclose health information to appropriate government authorities when required or permitted by law to report suspected abuse, neglect, or domestic violence.
Health Oversight
We may disclose health information to authorized governmental agencies for activities involving oversight of the healthcare system, including audits, investigations, inspections, and licensing activities.
Legal Proceedings
We may disclose health information in response to a court order, subpoena, discovery request, or other lawful process when permitted by law.
Law Enforcement
We may disclose health information to law enforcement when permitted or required by applicable law.
Coroners and Medical Examiners
We may disclose health information to a coroner or medical examiner when necessary to perform legally authorized duties.
Workers' Compensation
We may disclose health information as necessary to comply with workers' compensation laws and other similar programs established by law.
Serious Threats to Health or Safety
We may use or disclose health information when necessary to prevent or lessen a serious and imminent threat to the health or safety of a person or the public, when permitted by law.
Organ and Tissue Donation
We may disclose health information for purposes related to organ, eye, or tissue donation and transplantation when permitted by law.
Research
We may use or disclose health information for certain research purposes when permitted by law and appropriate privacy protections are in place.
Disaster Relief
We may disclose health information to organizations assisting with disaster-relief efforts as permitted by law.
4. USES AND DISCLOSURES THAT REQUIRE YOUR WRITTEN AUTHORIZATION
Certain uses and disclosures of your Protected Health Information require your written authorization.
Except as otherwise permitted or required by law, we will obtain your written authorization before:
Using or disclosing your health information for marketing purposes when an authorization is required.
Selling your Protected Health Information.
Using or disclosing psychotherapy notes, when applicable.
Making other uses or disclosures of your health information that require authorization under applicable law.
You may revoke an authorization in writing at any time. Your revocation will not affect any use or disclosure that we already made in reliance on the authorization before we received your revocation.
5. PHOTOS, ULTRASOUND IMAGES, VIDEOS, AND SOCIAL MEDIA
We understand that ultrasound images and videos can be very personal.
For elective pregnancy 2D/3D/4D ultrasound services, we may ask whether you would like to give us permission to use certain images or videos for marketing, educational, or social media purposes.
Your decision to allow or decline the use of your images or videos for these purposes is voluntary.
We will obtain the appropriate authorization when required by law before using identifiable patient information, photographs, ultrasound images, videos, or other Protected Health Information for marketing or promotional purposes.
Examples of promotional platforms may include:
Our website.
Instagram.
TikTok.
Facebook.
Other social media platforms.
Printed promotional materials.
Advertising materials.
You may decline this authorization, and doing so will not affect your ability to receive healthcare services.
If you provide an authorization, you may revoke it in writing as described in the authorization. Revocation will not affect uses or disclosures that occurred before we received your revocation.
6. YOUR RIGHTS REGARDING YOUR HEALTH INFORMATION
You have the following rights regarding your Protected Health Information, subject to certain legal limitations.
Right to Inspect and Obtain a Copy
You have the right to inspect and obtain a copy of health information that may be used to make decisions about you, including certain medical and billing records.
You may request your records in paper or electronic form when available.
We may charge a reasonable, cost-based fee when permitted by law.
Right to Request an Amendment
You may request that we correct or amend health information that you believe is incorrect or incomplete.
We may deny a request in certain circumstances, but if we do, we will provide you with a written explanation as required by law.
Right to Request Restrictions
You may request restrictions on how we use or disclose your health information for treatment, payment, or healthcare operations.
We are not required to agree to every requested restriction.
However, if you request that we not disclose information to your health plan for payment or healthcare operations regarding a healthcare item or service that you have paid for completely out of pocket, we will generally honor that request unless disclosure is otherwise required by law.
Right to Request Confidential Communications
You may request that we communicate with you about your health information by a particular method or at a particular location.
For example, you may request that we contact you by telephone rather than mail or send communications to an alternate address.
We will consider reasonable requests as required by law.
Right to Receive an Accounting of Certain Disclosures
You have the right to request a list of certain disclosures of your Protected Health Information made by us during the period permitted by law.
Certain disclosures are excluded from an accounting, including disclosures made for treatment, payment, healthcare operations, and other disclosures excluded by law.
Right to Receive a Paper Copy of This Notice
You have the right to request a paper copy of this Notice at any time, even if you have agreed to receive it electronically.
You may also access the current version of this Notice through our website.
Right to Choose Someone to Act on Your Behalf
If you have legally designated a personal representative, that person may exercise certain rights and make certain decisions regarding your health information on your behalf, as permitted by law.
7. YOUR RIGHT TO FILE A PRIVACY COMPLAINT
If you believe your privacy rights have been violated, you may file a complaint with His Light Imaging.
You may also file a complaint with the:
U.S. Department of Health and Human Services
Office for Civil Rights
You will not be retaliated against for filing a privacy complaint.
To learn more about filing a complaint with the Office for Civil Rights, visit:
https://www.hhs.gov/ocr/complaints/index.html
8. CHANGES TO THIS NOTICE
We reserve the right to change this Notice and make the revised Notice applicable to all Protected Health Information we maintain.
If we make a material change to our privacy practices, we will update this Notice as required by law.
The most current version of this Notice will be made available on our website and upon request.
9. INFORMATION ABOUT YOUR DIAGNOSTIC ULTRASOUND
When you receive a diagnostic medical ultrasound from His Light Imaging, your examination is part of your medical care and may become part of your medical record.
Your healthcare provider must provide an appropriate order or referral for a diagnostic ultrasound.
Information you provide to us, including relevant medical history, symptoms, medications, and other information necessary for the examination, may be included in your medical record.
Your ultrasound images and relevant clinical information may be transmitted through secure, HIPAA-compliant systems to the radiologist for interpretation.
The radiologist's interpretation/report will be provided securely to the healthcare provider who ordered your examination to assist with your medical care.
His Light Imaging does not replace your physician or other healthcare provider. Questions regarding your diagnosis, treatment, or medical condition should be directed to your healthcare provider.
10. ELECTIVE PREGNANCY ULTRASOUND SERVICES
Elective pregnancy 2D/3D/4D ultrasound services are separate from diagnostic medical ultrasound services.
An elective pregnancy ultrasound is not intended to replace prenatal care, a medical ultrasound, or an examination by your OB/GYN, midwife, or other qualified healthcare provider.
Medical concerns identified by you or during an elective ultrasound should be discussed with your healthcare provider.
Any use of identifiable images, videos, or other Protected Health Information for marketing or promotional purposes will be handled in accordance with applicable authorization requirements.
11. CONTACT INFORMATION
If you have questions about this Notice, want to exercise your privacy rights, or wish to file a privacy complaint with His Light Imaging, please contact:
His Light Imaging
Privacy Officer: Heather Trotter
Phone: 931-219-9278
Email: heathertrotter@hislightimaging.com
Website: www.hislightimaging.com