Privacy Policy

700 Oak Grove Road
Chesapeake, Virginia 23320
757-977-8500
www.procreatefertility.com

Effective Date: January 2, 2024

 

1. Introduction

Welcome to Procreate Fertility Center of Virginia, PLLC. We are dedicated to protecting your privacy and securing your personal information, whether you visit our clinic, use our website, or access our patient portal. This Privacy Policy explains how we collect, use, share, and protect your information, including your health records and billing details. By using our services, you agree to these practices. We comply with the Health Insurance Portability and Accountability Act (HIPAA) and other laws to keep your information safe. For details about your health information (also called Protected Health Information or PHI), see our Notice of Privacy Practices (NPP) at https://drive.google.com/file/d/1-asflJw-h96yMAfLPhU8YogrRKkDLnhm/view?usp=drive_link

 

2. Information We Collect

We collect information to provide your care, process billing, and improve our services. This includes data you provide, information we gather automatically, and details from third parties.

2.1 Information You Provide

When you register, schedule appointments, use our services, or contact us, we may collect:

• Contact Details: Name, email, phone number, date of birth.
• Health Information: Medical history, fertility treatment details, and other health data, protected under HIPAA.
• Payment Information: Insurance or credit card details for billing.

2.2 Information Collected Automatically

When you use our website or patient portal, we collect:

• Device Information: IP address, browser type, or device details to ensure security and improve our platform.
• Usage Information: Pages you visit or links you click to enhance your experience.
• Location Information: General location data, if enabled on your device, for services like appointment reminders.

2.3 Information from Third Parties

We may receive information from referring doctors, laboratories (e.g., IVF Virginia, our lab division), or insurance providers to support your care.

 

3. How We Use Your Information

We use your information to provide high-quality fertility care and manage our services, including:

• Delivering Care: Providing treatments, managing your account, and scheduling appointments.
• Improving Services: Analyzing how our website and clinic are used to make them better.
• Communicating with You: Sending appointment reminders, treatment updates, or billing information.
• Meeting Legal Requirements: Following laws like HIPAA, including billing and public health reporting. We use only the health information needed for these purposes.

 

4. Sharing Your Information

We share your information only as needed for your care, legal requirements, or with your permission. Our shared Electronic Medical Record (EMR) system with IVF Virginia, our lab division, ensures secure coordination. We may share your health information (PHI) in these ways:

• With Your Permission: We share with family members or other healthcare providers only if you give written or electronic consent, which you can revoke in writing at any time (except for actions already taken).
• For Treatment, Payment, or Clinic Operations: We share with healthcare providers for your care, insurers for billing, or within our clinic to improve services (e.g., reviewing treatment success), following HIPAA protections.
• With Service Providers: Trusted partners, like billing or EMR system providers, process data under HIPAA-compliant agreements to protect your information.
• For Legal Reasons: We share information if required by law (e.g., court orders, public health reports) or to protect the safety of you, our staff, or others, using only what’s necessary.
• Our Commitment: We won’t sell your information or use it for marketing without your clear permission.

 

5. Data Protection and Security

Procreate Fertility Center of Virginia, PLLC, is committed to protecting your personal information, including your health records and billing details (known as Protected Health Information or PHI). We use a shared Electronic Medical Record (EMR) system with IVF Virginia, a division of our organization, to securely manage your information. Our safeguards include:

• Secure Technology: We use encryption to protect your data when it’s sent or stored, ensuring only authorized staff can access it.
• Access Controls: Only trained staff with a need to know can view your information.
• Regular Checks: We conduct audits to ensure our systems remain secure and compliant with the Health Insurance Portability and Accountability Act (HIPAA).

While we take every precaution, no system is completely immune to risks. If a data breach affects your health information, we will notify you by email or mail within 60 days, as required by law.

 

6. Your Rights and Choices

You have rights under HIPAA to control your personal information and health records (PHI). We’re here to help you exercise these rights:

• Access Your Information: You can request a copy of the health and billing information we hold about you.
• Correct Errors: You can ask us to fix inaccurate or incomplete information in your records.
• Delete Information: You can request deletion of your information, but we may need to keep certain records (e.g., medical records for 7 years) as required by law.
• Opt Out of Communications: You can opt out of promotional emails or certain uses of your health information, such as for research or public health reporting.
• Track Disclosures: You can request a list of who we’ve shared your health information with, as permitted by law.

To exercise these rights, submit a written or emailed request to our Privacy Officer. We will respond within 30 days, as required by HIPAA. For full details, see our Notice of Privacy Practices (NPP), available at our office or on our website.

 

7. Data Retention

Procreate Fertility Center of Virginia, PLLC, retains your personal information, such as health records and billing details, in our shared Electronic Medical Record (EMR) system with IVF Virginia, only as long as needed to provide your care, process billing, or improve our services. We keep medical records for at least 7 years, as required by Virginia law, or longer if permitted or required by other laws. After this period, we securely destroy your information unless we must keep it for legal reasons. You can request deletion of your information, subject to these legal requirements, by contacting our Privacy Officer.

 

8. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our practices or legal requirements. We will notify you of significant changes by posting the updated policy on our website, sending an email, or alerting you in the patient portal. Your continued use of our services after these updates means you accept the changes. Check our website regularly for the latest version.

 

9. Contact Information

For questions, concerns, or to exercise your privacy rights, contact our Privacy Officer:

• Email: denisej@procreatefertility.com
• Address: Procreate Fertility Center of Virginia

700 Oak Grove Road, Chesapeake, Virginia 23320

Phone: 757-977-8500

For general inquiries, contact us at admin@procreatefertility.com. For HIPAA complaints, you may also contact the U.S. Department of Health and Human Services Office for Civil Rights.