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.
Effective: March 15, 2026
Table of Contents
Optimized Health (“we,” “us,” “our”) is committed to protecting the privacy of your health information. We are required by the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and its implementing regulations to maintain the privacy of your protected health information (PHI), provide you with this Notice of our legal duties and privacy practices, and abide by the terms of this Notice currently in effect.
Protected health information (PHI) is individually identifiable health information — including demographic data — that relates to your past, present, or future physical or mental health condition, the provision of health care to you, or the payment for such care.
This Notice applies to the care and services provided by Optimized Health, including in-person visits at our Joplin, Missouri location and telehealth services provided to patients in Missouri, Kansas, Iowa, Utah, and Washington.
The following describes the ways we may use and disclose your PHI without your written authorization:
For Treatment. We may use and disclose your PHI to provide, coordinate, or manage your health care and related services. For example, your clinician may share your health information with a specialist to whom you are referred, or with a pharmacy to fill a prescription. We may also use your PHI to contact you about appointments, treatment alternatives, or other health-related benefits and services.
For Payment. We may use and disclose your PHI to obtain payment for services we provide to you. Optimized Health operates as a cash-pay practice and does not bill insurance. However, we may use your PHI to create invoices, process HSA/FSA payments, or provide documentation you need to seek reimbursement from your health plan.
For Health Care Operations. We may use and disclose your PHI for activities that support the operation of our practice, including quality assessment and improvement activities, staff training, business management, compliance activities, and care coordination. For example, we may use PHI to evaluate provider performance or to conduct internal audits.
As Required by Law. We may use or disclose your PHI when required to do so by federal, state, or local law.
Public Health Activities. We may disclose your PHI for public health activities, such as reporting adverse reactions to medications or medical devices, reporting disease or injury, or reporting suspected abuse or neglect.
Health Oversight Activities. We may disclose your PHI to a health oversight agency for activities authorized by law, including audits, investigations, inspections, and licensure.
Judicial and Administrative Proceedings. We may disclose your PHI in response to a court order, administrative order, or subpoena, discovery request, or other lawful process.
Law Enforcement. We may disclose your PHI to a law enforcement official for purposes such as identifying or locating a suspect, fugitive, or missing person; complying with a court order or subpoena; or reporting certain types of wounds or injuries.
To Avert a Serious Threat to Health or Safety. We may use and disclose your PHI when necessary to prevent a serious threat to your health and safety or the health and safety of the public or another person.
Coroners, Medical Examiners, and Funeral Directors. We may disclose your PHI to a coroner, medical examiner, or funeral director as necessary for them to carry out their duties.
Workers’ Compensation. We may disclose your PHI as necessary to comply with workers’ compensation laws.
Appointment Reminders and Health-Related Communications. We may use your PHI to contact you with appointment reminders, treatment updates, or information about health-related benefits and services that may be of interest to you.
Individuals Involved in Your Care. Unless you object, we may disclose relevant PHI to a family member, close personal friend, or other person you identify who is involved in your health care or payment for care.
Business Associates. We may disclose your PHI to our business associates who perform services on our behalf, such as our electronic health record system (Optimantra), customer relationship management platform, payment processors, and communications providers. Our business associates are required by law and contract to protect the privacy of your PHI.
We will not use or disclose your PHI for purposes other than those described in this Notice without your written authorization. Situations that require your written authorization include:
You may revoke your authorization at any time by submitting a written request to our Privacy Contact (see Section 8). Revocation will not affect any uses or disclosures made in reliance on your authorization before we received your revocation.
You have the following rights with respect to your PHI:
Right to Access Your Records. You have the right to inspect and obtain a copy of your PHI maintained by Optimized Health, including medical records and billing records. To request access, submit a written request to our Privacy Contact. We may charge a reasonable, cost-based fee for copies. In certain limited circumstances, we may deny your request, but you may request a review of the denial.
Right to Request an Amendment. If you believe that your PHI is incorrect or incomplete, you may request that we amend your records. Submit your request in writing to our Privacy Contact, including the reason for your request. We may deny the request in certain circumstances, such as if the information was not created by us or if we determine the information is accurate and complete.
Right to an Accounting of Disclosures. You have the right to request a list of certain disclosures we have made of your PHI. This accounting does not include disclosures made for treatment, payment, or health care operations, or disclosures you authorized in writing. To request an accounting, submit a written request to our Privacy Contact. The first accounting within a 12-month period is free; we may charge a reasonable fee for additional requests.
Right to Request Restrictions. You have the right to request that we limit the use or disclosure of your PHI for treatment, payment, or health care operations. We are not required to agree to your request, except that we must agree to a restriction on disclosure to a health plan if the disclosure is for payment or health care operations purposes and the PHI pertains to a health care item or service for which you have paid out of pocket in full.
Right to Request Confidential Communications. You have the right to request that we communicate with you about health matters in a specific way or at a specific location. For example, you may ask that we only contact you at a certain phone number or email address. We will accommodate reasonable requests.
Right to a Paper Copy of This Notice. You have the right to obtain a paper copy of this Notice at any time, even if you previously agreed to receive it electronically. Contact our Privacy Contact to request a paper copy.
Right to Be Notified of a Breach. You have the right to be notified if your unsecured PHI is breached. See Section 6 below.
Optimized Health is required to:
We will not use or disclose your PHI without your written authorization, except as described in this Notice. We will not use or disclose your PHI in ways that are prohibited or for which additional requirements apply under other applicable federal and state laws.
We reserve the right to change this Notice and to make the revised Notice effective for PHI we already have about you as well as any PHI we receive in the future. We will post a copy of the current Notice at our office and on our website at optimized.care.
In the event of a breach of your unsecured PHI, we will notify you as required by law. A breach occurs when there is an impermissible use or disclosure of PHI that compromises the security or privacy of the information. You will be notified without unreasonable delay and no later than 60 days from the date we discover the breach.
The notification will include a description of what happened, the types of information involved, steps you should take to protect yourself, what we are doing to investigate and mitigate the breach, and contact information for you to ask questions.
We reserve the right to change the terms of this Notice and to make new provisions effective for all PHI that we maintain, including PHI we created or received before the change. When we make a significant change to this Notice, we will post the revised Notice on our website and make copies available at our office. The effective date at the top of this page indicates when the most recent revision took effect.
If you have questions about this Notice, would like to exercise any of your rights, or believe your privacy rights have been violated, please contact:
Optimized Health — Privacy Officer
Attn: Privacy Officer
Address: 2727 E. 32nd St, Suite 9, Joplin, MO 64804
Phone: (417) 707-1150
Email: admin@optimized.care
You also have the right to file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights:
U.S. Department of Health and Human Services
Office for Civil Rights
Address: 200 Independence Avenue, S.W., Washington, D.C. 20201
Phone: 1-877-696-6775
You will not be retaliated against for filing a complaint.
© Optimized Health. All rights reserved. This Notice is effective as of March 15, 2026.