Notice of Privacy Practices

Effective date: October 1, 2026

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.

This notice applies to Pacific Meridian Medicine and to the health information maintained in its acupuncture and physical therapy practice. It explains your rights under applicable federal and Oregon privacy law.

Your rights

• Access your records. You may request an electronic or paper copy of your medical record and other health information in the designated record set. We generally respond within 30 days. If a legally permitted extension is needed, we will explain the reason and expected completion date in writing. A reasonable, cost-based fee may apply as permitted by law. We will not withhold records because of an unpaid treatment bill. Some limited exceptions to access apply; we will explain a denial and any right to review.
• Request a correction. You may ask us in writing to correct information you believe is inaccurate or incomplete. If we deny a request, we will explain why in writing, generally within 60 days, and explain how you may submit a statement of disagreement. Any extension will follow applicable law.
• Request confidential communication. You may ask us to contact you by a particular method or at an alternative address. We will accommodate reasonable requests. You can also ask your health insurer to send protected communications directly to you instead of the primary policyholder.
• Request limits on sharing. You may ask us to restrict use or disclosure for treatment, payment, health care operations, or to people involved in your care. We are not required to agree in every case. If we agree, we will follow the restriction except as permitted by law, including emergencies. If you pay for a service in full out of pocket and request that we not disclose it to your health plan for payment or health care operations, we will honor that request unless disclosure is required by law.
• Receive an accounting. You may request a list of certain disclosures made during the previous six years. This generally excludes treatment, payment, health care operations, authorized disclosures, and other exceptions specified by law. One accounting in a 12-month period is free; a reasonable fee may apply to additional requests.
• Receive this notice. You may request a paper copy at any time, even if you previously agreed to receive it electronically.
• Choose a representative. A person legally authorized to act for you may exercise your rights to the extent permitted by law. We will verify that authority. Oregon laws governing minors and particular services may limit a parent’s or other representative’s access.
• Make a complaint. You may contact the practice or the U.S. Department of Health and Human Services Office for Civil Rights. You will not be retaliated against for making a complaint.

How we may use and disclose information

We may use or disclose information without your separate written authorization when applicable law permits or requires it. Examples include:

• Treatment: Providing and coordinating care, consulting with another treating professional, and making referrals. For example, your physical therapist and acupuncturist may discuss information needed to coordinate your treatment.
• Payment: Preparing bills or superbills, collecting payment, and handling payment-related questions. For example, information about a visit may appear on the superbill you request.
• Health care operations: Managing the practice, reviewing the quality of care, training, auditing, and meeting professional or legal obligations. Business associates may receive information needed to perform services under required confidentiality protections.
• Public health and safety: Reporting certain diseases, product problems, adverse reactions, or suspected abuse or neglect, or reducing a serious threat to health or safety, when permitted or required by law.
• Legal and government responsibilities: Responding to legally valid court orders, subpoenas, oversight activities, workers’ compensation matters, or specified law-enforcement and government functions, only when applicable legal conditions are satisfied. A request alone does not automatically authorize disclosure.
• Other legally permitted purposes: Certain research activities with required privacy protections; organ or tissue donation; and authorized work with coroners, medical examiners, or funeral directors. These are categories allowed by law, not a statement that the practice performs every activity listed.

Your choices and written permission

When permitted by law, you may agree or object to sharing relevant information with family, friends, or others involved in your care or payment, and with organizations assisting in disaster relief. If you cannot express a preference, we may use professional judgment and share information in your best interests, subject to applicable protections.

We generally need your written authorization for marketing uses, a sale of protected health information, most uses or disclosures of psychotherapy notes, and uses or disclosures not otherwise described in this notice or permitted by law. You may revoke an authorization in writing, except to the extent action has already been taken in reliance on it.

If we send fundraising communications as allowed by law, you may opt out. If a communication would use records protected by 42 CFR Part 2, you must first receive clear notice and a choice about receiving that communication.

Additional protections under Oregon and federal law

When Oregon law gives your information greater protection than federal law, we apply the more protective requirement. Oregon’s health-information rules, including ORS 192.553–192.581, govern when information may be used or disclosed. More specific rules can apply to mental-health records, HIV-related information, genetic information, and services for which a minor may consent.

For these specially protected records, we obtain the additional authorization or consent required by the applicable law unless a specific exception permits or requires disclosure. Oregon limits disclosure of identifiable genetic information, subject to statutory exceptions, including permitted treatment disclosures. Where Oregon’s anonymous or coded research notice requirement applies, you will receive the required notice and opportunity to request that covered specimens or information not be retained or disclosed for that research.

Substance use disorder records: To the extent we receive or maintain records protected by 42 CFR Part 2, those records cannot be used or disclosed in civil, criminal, administrative, or legislative investigations or proceedings against you without your specific written consent or the required court order and subpoena or similar legal mandate. Other Part 2 protections and restrictions continue to apply.

Information disclosed to a recipient may be redisclosed and may no longer be protected by HIPAA. Other confidentiality laws, including applicable Part 2 and Oregon protections, may still apply.

Our responsibilities

We are required by applicable law to protect the privacy and security of your protected health information, provide this notice, follow the notice currently in effect, and notify you following a breach of unsecured protected health information as required by law. We use or disclose information only as described here, as authorized by you, or as otherwise permitted or required by law.

Questions or complaints

Contact the practice using the phone number or email above. You may also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights at hhs.gov/hipaa/filing-a-complaint (external), call 1-877-696-6775, or write to: U.S. Department of Health and Human Services, Office for Civil Rights, 200 Independence Avenue SW, Washington, DC 20201.

Changes to this notice

We may revise this notice as permitted by law, and revised terms may apply to information already maintained as well as information received later. A revised notice will show its effective date and will be available on this website and upon request.