Privacy Policy

Venus Integrative Medical Center ("VIMC," "we," "us") is committed to protecting your privacy. This policy explains how we collect, use, and safeguard your personal and health information when you visit our website, use our patient portal, or receive medical care at our practice.

This policy should be read together with our Notice of Privacy Practices (NPP), which provides detailed information about HIPAA compliance. By using our services, you consent to the practices described here.

Health Information (Protected by HIPAA)
‍• Medical history, diagnoses, and treatment records
• Lab results and clinical notes
• Prescriptions and procedures
• Demographics (name, address, contact information)
• Payment history
• Photos for medical aesthetics documentation
• Audio recordings for clinical documentation

Website Information
‍• IP address, browser type, pages visited
• Cookies for website functionality and analytics
• Contact form submissions
• Email addresses (for marketing, if you opt-in)

Medical Care
‍• Providing, coordinating, and documenting your healthcare
• Consulting with specialists and laboratories
• Prescribing medications and ordering tests
• Quality assurance and improvement
‍
Business Operations
‍• Processing payments
• Scheduling appointments
• Managing your patient portal account
• Sending appointment reminders and health information
• Internal training and education

With Your Consent
‍• Marketing communications (optional—you can opt-out anytime)
• Before/after photos for marketing (requires separate authorization)
• Research using de-identified data

Clinical Documentation: We use a HIPAA-compliant AI transcription service to document patient visits. This allows providers to focus on your care rather than typing notes.
‍
‍What You Should Know:
‍• Visits may be audio-recorded for transcription purposes
• You'll be notified when recording begins
• Recordings are encrypted and automatically deleted after transcription
• You can opt-out without affecting your care

Administrative Communications: Phone calls and emails may be monitored for quality assurance and staff training.

Healthcare Partners
‍• Other healthcare providers involved in your care
• Diagnostic laboratories and imaging centers
• Pharmacies for prescription fulfillment

Business Associates (HIPAA-Compliant Vendors)
‍We only work with vendors who sign Business Associate Agreements (BAAs):
• Charm Health - Electronic health records and patient portal
• HIPAA-compliant AI service - Clinical documentation and visit transcription
• Secure video/phone platform - Telehealth appointments
• Payment processor - Secure credit card processing
• Laboratory partners - Diagnostic testing
• Marketing Services (Non-PHI)
• Email marketing platform - Newsletters and health tips (opt-in only)
• Website analytics - Traffic analysis with de-identified data
• Survey platform - Patient feedback surveys (no PHI collected)

Required by Law
‍We may disclose information when legally required (court orders, public health reporting, law enforcement).

You have the right to:
✓ Access your medical records
✓ Request corrections to your records
✓ Request restrictions on how we use your information
✓ Opt-out of marketing communications (click "unsubscribe" in any email)
✓ Opt-out of AI transcription
✓ Choose how we contact you (phone, email, text)
✓ File a complaint if you believe your privacy was violated

To exercise any of these rights, contact our Privacy Officer at hello@vimcaz.com or (480) 648-2353.

Data Security
‍
‍We protect your information through:
• Encryption - All data transmission uses SSL/TLS encryption
‍• Access controls - Only authorized staff can view your records
‍• Secure servers - HIPAA-compliant data centers
‍• Staff training - All employees trained on privacy practices
• Physical security - Restricted access to areas with patient information

If a data breach occurs, we will notify you within 60 days as required by law.

Charm PHR Patient Portal:
‍• Schedule appointments and view lab results
• Send secure messages to your provider
• Access medical records 24/7
• Protected by username and password

Security Tips:
‍• Never share your password
• Logout after each session
• Use strong, unique passwords
• Change passwords regularly
‍
‍Telehealth Services:
‍• HIPAA-compliant video platform
• Secure, encrypted video calls
• Recording notifications provided
• Available for established patients

We use cookies to:
‍• Ensure website functionality
• Analyze traffic patterns with website analytics
• Remember your preferences

You can control cookies through your browser settings. Disabling cookies may limit website functionality.
‍
‍We do NOT:
‍• Use cookies to collect health information
• Sell your data to third parties
• Track you across other websites for advertising

VIMC is a cash-pay practice. We do not bill insurance companies.

Payment Methods:
‍• Credit/debit cards (processed securely by our payment processor)
• HSA/FSA cards
• Cash

We Store Only:
‍• Credit card information is stored inside chart from financial consent 
• Expiration date
• Billing address

‍We Never Store:
‍• Complete credit card numbers
• CVV security codes

Superbills Available:
We can provide itemized receipts for you to submit to your insurance for potential out-of-network reimbursement.

‍Social Media
‍We maintain business pages on Facebook and Instagram to share health education content.

Important:
‍• Do not post personal health information on our social media
• Use the patient portal for medical questions
• Social media comments are public
• We do not collect PHI through social media

VIMC primarily treats adult patients (age 18+). We may treat select minors on a case-by-case basis with written parental consent. Contact our office to discuss whether we can accommodate minor patients.

Arizona law provides enhanced protections for:
• HIV/AIDS status
• Mental health records
• Substance abuse treatment
• Genetic testing results
• Reproductive health services

These records require your specific written authorization for disclosure (except as required by law).

• We may update this policy to reflect changes in our practices or legal requirements.
• When we make material changes:
• We'll update the "Last Updated" date
• We'll notify active patients by email
• We'll post the updated policy on our website
‍
Your continued use of our services after changes indicates acceptance of the updated policy.

Venus Integrative Medical Center
‍
Privacy Officer: Dr. Emilee Wayne
Address: 1910 S Stapley Dr, Suite 120, Mesa, AZ 85204
Phone: (480) 648-2353
Email: hello@vimcaz.com
Website: www.vimcaz.com

Office Hours:
Monday - Thursday: 8:00 AM - 5:00 PM
Friday: 8:00 AM - 4:00 PM

‍File a Complaint
‍If you believe your privacy rights have been violated:

‍Contact VIMC:
Email: hello@vimcaz.com
Phone: (480) 648-2353

Or File with HHS:
U.S. Department of Health and Human Services
Office for Civil Rights
Phone: 1-877-696-6775
Online: www.hhs.gov/ocr/privacy/hipaa/complaints/

You will not be retaliated against for filing a complaint.

This Privacy Policy supplements our Notice of Privacy Practices (NPP), which you received at your first appointment. Request additional copies anytime.

Key Difference:
Privacy Policy - Covers website, marketing, and all data collection
Notice of Privacy Practices - HIPAA-specific health information policies

For more information about our patient portal provider's privacy practices:
Charm Health: charm.com/privacy-policy
‍
For questions about other service providers' privacy practices, contact our Privacy Officer.