Medical information and HIPAA
Our separate Notice of Privacy Practices explains how we use and disclose protected health information, our duties under the Health Insurance Portability and Accountability Act (HIPAA), and your rights concerning medical records. You may request a copy from our office. This public privacy policy supplements that notice and does not replace it. For protected health information, our Notice of Privacy Practices and applicable law control.
Visiting our website or reading this policy does not authorize uses or disclosures of medical information that require your separate permission.
Information you provide
Depending on how you interact with TMI, we may receive:
- Contact and identification details, such as your name, date of birth, mailing address, telephone number, and email address.
- Appointment and care details, such as your preferred provider or location, reason for a visit, referral information, and information submitted through patient forms or secure services.
- Insurance and billing details needed to verify coverage, process payments, or respond to billing questions. Payment services may collect payment card information directly.
- Messages, questions, survey responses, newsletter preferences, and other information you choose to send us.
We may also receive information from a parent, guardian, authorized representative, referring provider, insurer, or service provider when permitted by law and needed for the service you request.
Website information and cookies
When you access our website, our systems and website service providers may collect technical information such as your IP address, browser and device type, pages viewed, referring pages, and the date and time of your visit. This information helps operate the website, identify technical problems, and understand how visitors use it.
Cookies and similar technologies may support website functions, remember preferences, or measure use. Embedded services, such as maps or videos, may also receive technical information when you interact with them. You can manage cookies in your browser and use any privacy controls provided on the website. Blocking cookies may affect certain features.
Information collected through online tools that qualifies as protected health information is subject to HIPAA protections. Cookie settings or acceptance of this policy do not replace an authorization required by HIPAA.
Purposes for using information
- Respond to inquiries, arrange appointments, send reminders, and help you access requested services.
- Support patient registration, insurance verification, billing, care coordination, and other permitted healthcare activities.
- Send requested practice updates or newsletters and manage communication preferences.
- Maintain and improve our website and services, investigate misuse, and protect information and systems.
- Meet applicable legal requirements and resolve questions or disputes.
Any use of protected health information for marketing is subject to applicable HIPAA authorization requirements and exceptions.
When information may be shared
We may share information with service providers that help TMI operate its website, scheduling, patient portal, communications, billing, payment processing, or other services. Access is limited to what is needed for their role. When a vendor acts as our HIPAA business associate, we require a business associate agreement as required by law.
We may disclose information to providers, health plans, authorized representatives, and other recipients as permitted by our Notice of Privacy Practices and applicable law. Other disclosures may occur when legally required, when permitted to address safety or security concerns, or with your authorization. A practice reorganization or transfer does not remove legal protections that apply to your information.
Mobile numbers, text messaging consent, and related opt-in records are not sold or shared with third parties for their own marketing or promotional purposes. Vendors may process this information to deliver communications on our behalf, subject to applicable restrictions.
Text messages and electronic communications
Where you have agreed or applicable law otherwise permits, TMI may communicate by telephone, text message, email, or secure patient messaging about appointments, scheduling, billing, and care-related matters. Message frequency varies. Your carrier may charge for messages and data.
For text messaging programs that support these commands, reply STOP to opt out and HELP for assistance. You may also call (817) 419-0303 to request help or update your communication preferences. Stopping text messages does not cancel appointments or prevent you from receiving care. Please arrange another way to receive time-sensitive information from our office.
Ordinary text messages and email may be seen by others who have access to your device or account and may not provide the same protections as secure patient messaging. Use the patient portal or call our office for sensitive matters. Keep your contact information current and tell us if a number is reassigned or no longer belongs to you.
Our website, forms, and messages are not intended for emergencies. Call 911 for a medical emergency.
Automated patient services
TMI may use automated or AI-assisted tools to help answer routine questions, manage appointment requests, and route communications. Information you provide through these tools may be processed by service providers on our behalf. Applicable privacy requirements continue to apply. Contact our office if you need staff assistance. Automated responses do not replace evaluation or advice from your treating clinician.
Third party services and links
Our website links to services such as online scheduling, the patient portal, bill payment, and other patient resources. A third party may operate these services and publish additional privacy notices or terms. Review those notices when using the service. For vendors acting on our behalf, TMI remains responsible for its applicable legal obligations concerning your information.
External websites and independently operated services have their own information practices. This policy does not describe information they collect solely for their own purposes.
Children and family access
TMI provides care to patients of different ages, including minors. Our general website is intended for adults and parents or guardians, rather than as an online service directed to children under 13. Please contact us if you believe a child submitted personal information through the general website without appropriate involvement of a parent or guardian.
Information about minor patients and access by parents, guardians, or other representatives are handled according to applicable law. Some circumstances limit a representative's access or allow a minor to exercise privacy rights independently.
Protecting and retaining information
We use administrative, technical, and physical safeguards designed to protect personal information. No website, electronic transmission, or storage system can guarantee complete security. Protect patient portal passwords, use care when opening messages, and notify our office if you suspect unauthorized access to your TMI account or information.
We retain information for periods appropriate to its purpose and applicable medical record, business, and legal requirements. A request to stop communications or remove website information does not necessarily require deletion of medical records or other information we must retain. When information is no longer needed, it is handled under applicable disposal requirements.
If an incident requires notification under applicable law, we will provide the required notice.
Your choices and requests
You may contact TMI to update contact information, ask questions about information submitted through our website, or request a change in communication preferences. Use the unsubscribe option in a promotional email to stop those emails, or contact our office. Healthcare and administrative communications may continue as permitted by law.
For medical information, your rights may include access to records, a request to amend information, requests for certain restrictions or confidential communications, and an accounting of certain disclosures. These rights have legal conditions and exceptions, which are described in our Notice of Privacy Practices. Contact our office to request that notice or instructions for exercising your rights.
Other privacy rights may apply depending on the information involved and applicable law. We may need to verify your identity or authority before responding. We will explain if a request cannot be fulfilled because of a legal requirement or exception.
Privacy questions and complaints
To ask about this policy, request the Notice of Privacy Practices, or raise a privacy concern, contact:
TMI Sports Medicine & Orthopedic Surgery
Attention Privacy Officer
3533 Matlock Road
Arlington, TX 76015
Telephone (817) 419-0303
Website www.tmisportsmed.com
Updates to this policy
We may revise this policy as our services, practices, or legal requirements change. The current version will be posted with an updated date. When additional notice or permission is required by law, we will provide it. Policy updates do not replace consent or authorization required for a particular use or disclosure.
