Effective date: October 7, 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 Procreate Fertility Center of Virginia, PLLC (“Procreate Fertility,” “we,” “us,” or “our”), and to all of our locations, providers, and staff. It describes how we may use and share your protected health information (“health information”) and the rights you have regarding that information.
Our responsibilities
- We are required by law to maintain the privacy and security of your health information.
- We will let you know promptly if a breach occurs that may have compromised the privacy or security of your information.
- We must follow the duties and privacy practices described in this Notice and give you a copy of it.
- We will not use or share your information other than as described here unless you tell us we can in writing. If you tell us we can, you may change your mind at any time by letting us know in writing.
How we may use and share your health information
Treatment. We use and share your health information to provide care to you. For example, a provider may share information with a laboratory, an imaging center, a hospital, or another physician involved in your care.
Payment. We use and share your health information to bill and get payment from health plans, including Medicaid, Medicaid managed care plans, Tricare, and commercial insurers. For example, we give information about you to your health plan so it will pay for your services.
Health care operations. We use and share your health information to run our practice, improve your care, and contact you when necessary. For example, we may use information to review the quality of care, train staff, or manage our scheduling.
Appointment reminders and service information. We may contact you by phone, text message, or email to remind you of appointments or to share information about treatment options and health-related services we offer.
Business associates. We may share information with companies that perform services for us, such as scheduling, billing, email, and technology providers. They must sign an agreement requiring them to protect your information.
People involved in your care. Unless you object, we may share information with a family member, friend, or other person involved in your care or payment for your care, or to notify them of your location or condition. We may also share information with disaster relief organizations.
Other ways we may use or share your information
We are allowed or required to share your information in other ways, usually to contribute to the public good, such as public health and research. We must meet many conditions in the law before we can share your information for these purposes.
- As required by law: when federal, state, or local law requires it.
- Public health and safety: to prevent disease, report adverse reactions to medications, report suspected abuse, neglect, or domestic violence, and prevent or reduce a serious threat to anyone’s health or safety.
- Health oversight: to agencies authorized by law to conduct audits, investigations, inspections, and licensure activities.
- Lawsuits and legal actions: in response to a court or administrative order, or in response to a subpoena when the law allows.
- Law enforcement: for law enforcement purposes when the law allows.
- Coroners, medical examiners, and funeral directors: when an individual dies.
- Organ and tissue donation: to organ procurement organizations.
- Research: for research approved under privacy protections required by law.
- Specialized government functions: for military, veterans, national security, and protective services, as the law allows. If you are a member of the armed forces, we may share information as required by military command authorities.
- Workers’ compensation: for workers’ compensation claims as the law allows.
- Health information exchange: we may participate in secure electronic exchanges with other providers involved in your care.
Uses that require your written authorization
We will never use or share your information for the following purposes unless you give us written permission:
- Marketing purposes
- Sale of your health information
- Most sharing of psychotherapy notes
Any other use or disclosure not described in this Notice will be made only with your written authorization. You may revoke an authorization at any time in writing, except to the extent we have already acted on it.
Fundraising. If we contact you for fundraising, you may tell us not to contact you again.
Your rights
Get a copy of your medical record. You can ask to see or get an electronic or paper copy of your medical record and other health information we have about you. We will provide a copy or a summary, usually within 30 days of your request. We may charge a reasonable, cost-based fee.
Ask us to correct your record. You can ask us to correct health information you think is incorrect or incomplete. We may say “no,” but we will tell you why in writing within 60 days.
Request confidential communications. You can ask us to contact you in a specific way (for example, by cell phone instead of home phone) or to send mail to a different address. We will say “yes” to all reasonable requests.
Ask us to limit what we use or share. You can ask us not to use or share certain health information for treatment, payment, or our operations. We are not required to agree, and we may say “no” if it would affect your care. If you pay for a service or health care item out of pocket in full, you can ask us not to share that information with your health insurer for payment or operations, and we will say “yes” unless a law requires us to share it.
Get a list of those with whom we’ve shared information. You can ask for a list (accounting) of the times we’ve shared your health information for six years prior to the date you ask, who we shared it with, and why. It will include all disclosures except those about treatment, payment, health care operations, and certain other disclosures. We will provide one accounting a year for free but may charge a reasonable, cost-based fee for additional requests within 12 months.
Get a copy of this Notice. You can ask for a paper copy of this Notice at any time, even if you have agreed to receive it electronically.
Choose someone to act for you. If you have given someone medical power of attorney or if someone is your legal guardian, that person can exercise your rights and make choices about your health information. We will confirm the person has this authority before we take any action.
File a complaint if you feel your rights are violated. You can complain to us using the contact information below. You can also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights by sending a letter to 200 Independence Avenue, S.W., Washington, D.C. 20201, calling 1-877-696-6775, or visiting www.hhs.gov/ocr/complaints. We will not retaliate against you for filing a complaint.
State law
When Virginia law provides you with greater privacy protections than federal law, we will follow Virginia law.
Changes to this Notice
We can change the terms of this Notice, and the changes will apply to all information we have about you. The new Notice will be available upon request, in our offices, and on our website.
Contact our Privacy Officer
To exercise any of your rights or to ask questions about this Notice, contact:
Denise Joyner, Privacy Officer
Procreate Fertility Center of Virginia, PLLC
700 Oak Grove Road, Chesapeake, VA 23320
Phone: (757) 977-8500
Email: denisej@procreatefertility.com