NOTICE OF PRIVACY PRACTICES FOR CARDIOTHORACIC & VASCULAR SURGICAL ASSOCIATES, PA D/B/A SURGICAL SPECIALIST OF OCALA
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 JANUARY 15, 2026
Like everything else in the fast moving and legalistic world of today, the practice of medicine is much more complex than it used to be. Part of what that means to you, as a patient, is that records maintained by Surgical Specialist of Ocala are used in numerous ways. This Notice of Privacy Practices (Notice) describes how we may use and disclose Protected Health Information (PHI) to carry out treatment, payment, or healthcare operations and for specified purposes that are permitted or required by law.
This office is required by law to maintain the privacy of our patient’s individual health information. This notice also describes your rights with respect to your PHI. We are required to provide this notice to you by the Health Insurance Portability and Accountability Act (HIPAA) and to request your signature verifying that you received a copy of this notice. We are also pleased for the opportunity to share our feelings about the responsibility we feel toward you and the private information you have entrusted us.
The primary use for your medical records is to assist your healthcare provider in keeping track of your health history, including your symptoms and/or records that you and/or your referring provider have brought to our office, your family health history, examination and test results, diagnoses, treatment, and medication given. Understanding what is in your record and how your health information is used, assists you to better understand who, what, when, where, and why others may access your PHI. In addition, it assists you in ensuring accuracy and to make more informed decisions when authorizing disclosure to others.
Except as described below, this office will maintain the confidentiality of your PHI. However, this information may be used and disclosed as customary and reasonable for purposes of treatment, payment, and healthcare operations. The following categories describe different ways that we use and disclose your PHI. We have provided you with examples in certain categories; however, not every use or disclosure in a category will be listed.
Your PHI may be used by staff members or disclosed to other healthcare professionals for the purposes of evaluating your health, diagnosing medical conditions, and providing treatment. For example, results of laboratory tests and procedures will be available in your medical record to all health professional who may provide treatment or be consulted by staff members.
Your PHI may be used to seek payment from your health plan(s), from other sources of coverage such as Worker’s Compensation carrier, or from credit card companies that you may use to pay for services rendered. For example, your health plan may request and receive information to verify services billed were actually provided, including dates of service, the medical condition(s) being treated, or copies of medical records.
Your PHI may be used as necessary to support the day-to-day activities and management of Surgical Specialist of Ocala. For example, we may disclose PHI to business associates if they need to receive this information to provide a service to us and will agree to abide by specific HIPAA rules relating to the protection of your health information.
With your approval and using our best judgment, your PHI may be disclosed to family, friends, and others who are involved in your care or payment of services related to your care. If you are unavailable and we determine that a limited disclosure may be in your best interest, we may share limited PHI with such individuals without your approval.
At times it may be necessary for us to provide your PHI to certain outside persons or organizations that assist us with our healthcare operations. Examples are hardware and software vendors, pharmaceutical representatives, legal services, etc. These business associates are required to properly safeguard the privacy of your PHI.
This office may contact you or leave a message for you regarding appointment reminders, information about treatment and management of your medical condition(s), or discuss billing concerns. You have the right to request to receive communications regarding your PHI from us by alternative means or at alternative locations. You must send your request in writing to the address noted at the end of this notice.
Other Uses and Disclosures of Your PHI (Permitted or Required by Law) That May be Made Without Your Consent or Authorization
• Any purpose required by federal, state, and/or local law. This includes release of your PHI in response to subpoena, discovery request, or court order.
• Public health or legal authorities in charge of preventing or controlling disease, injury, disability, or death.
• Suspicion of child abuse or neglect, or if we believe you are victim of abuse, neglect or domestic violence.
• Food and Drug Administration (FDA) if necessary to report adverse events, product defects, or to anticipate in product recalls.
• Employer (when we have provided healthcare to you at the request of your employer); in most cases you will receive notice that information was disclosed to your employer.
• Government oversight agency conducting audits, investigations, inspection, credentialing, or civil or criminal proceedings. Coroners and/or funeral directors consistent with law.
• Arrangement of organ or tissue donation or a transplant for you.
• Armed forces as required by military command authorities; also foreign military personnel to appropriate foreign military authorities.
• National security or intelligence activities.
• Worker’s compensation or other similar programs.
• Prevention of a serious threat to your health and safety, the health and safety of the public, or another person.
• Correctional institution if you are or become an inmate of such institution.
We will obtain your written authorization before using or disclosing your PHI for purposes other than those provided for above (or as otherwise permitted or required by law). You may revoke an authorization in writing at anytime. However, your decision to revoke the authorization will not affect or undo any use or disclosure of information that occurred before you notified us of your decision to revoke your authorization.
Although your health record is the physical property of Surgical Specialists of Ocala, the information belongs to you. You have certain right under the Federal Privacy Standards. These include the rights to:
Obtain a Paper Copy of the Notice of Privacy Practices
You may request a copy of our current notice at anytime.
Inspect and Obtain a Copy of Your PHI
In most cases you have the right to inspect much of the PHI we retain on your behalf. We may charge you a fee, per page, if you request a copy of the information. We may deny your request to inspect and copy in certain limited circumstances.
Request an Amendment of Your PHI
You have the right to request in writing that PHI we maintain about you amended or corrected. We are not obligated to make all requested amendments, but will give each request careful consideration. All amendment request must be in writing, signed by you or your representative, state the reason(s) for the amendment and/or correction in order to be considered by us. You may obtain an amendment request form from our Privacy Officer.
Request a Restriction on Certain Uses and Disclosures of Your PHI
You have the right to request additional restrictions on our use or disclosure of your PHI by sending a written request to our Privacy Officer. We are not required to agree to those restrictions. We cannot agree to restrictions on uses or disclosures that are legally required, or are necessary to administer our business.
Obtain an Accounting of Disclosures of Your PHI
You have the right to receive an accounting of certain disclosures made by us of your PHI after August 9, 2013 for most purposes other than treatment, payment, or healthcare operations. Requests must be made in writing and signed by you or your representative. The time period may not be longer than six years and may not be include dates before August 9, 2013. The first accounting in any 12 month period is free; you may be charged a fee for each subsequent request within the same 12-month period. Accounting request forms are available from our Privacy Officer.
Request Communication of Your PHI by Alternative Means or at Alternative Locations
For instance, you may request that we contact you at a different residence or post office box. Your request must tell us how or where you would like to be contacted. We will accommodate all reasonable requests.
We are required by law to maintain the privacy of your PHI and to provide you with this notice of privacy practices. We are also required to abide by the privacy policies and practices outlined in this notice.
As permitted by law, we reserve the right to amend or modify our privacy policies and practices. Upon request, a copy of any revised notices will be available in this office or upon request to our Privacy Officer; a copy will be mailed to your address maintained on file.
If you believe your privacy rights have been violated, you may file a complaint with our Privacy Officer, or with the Office for Civil Rights, U.S. Department of Health and Human Services. There will be no retaliation for filing a complaint with either of the above.
Addresses are listed below:
Privacy Officer
Surgical Specialist of Ocala
1920 S.W. 20th Place
Ocala, FL 34471
Office for Civil Rights
U.S. Department of Health and Human Services
200 Independence Avenue, S.W.
Room 509F, HHH Building
Washington, D.C. 20201
If you have any questions or require additional information, please call our Privacy Officer at (352) 237-1212 or send concerns in writing to address above.
