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.
Venture Wellness, LLC · 2342 Colony Crossing Place, Midlothian, VA 23112 · (804) 601-8625 · info@venturewellnessrva.com
Effective date: September 23, 2026 (replaces the notice effective January 1, 2025)
Our legal duties
We are required by law (HIPAA, 45 CFR Parts 160 and 164, and Virginia law) to keep your protected health information (PHI) private, to give you this notice of our legal duties and privacy practices, to follow the notice currently in effect, and to tell you if a breach of your unsecured PHI occurs. We may change this notice at any time. A revised notice applies to all PHI we hold, including information created before the change. The current notice is posted at venturewellnessrva.com/privacy-policy and in our office, and you may ask for a paper copy at any time.
How we may use and disclose your PHI without your written authorization
These examples do not list every use or disclosure in each category.
Treatment. We use and share your PHI to provide and coordinate your care: among our providers and staff, with other clinicians we consult or refer you to, with laboratories that run your tests, and with pharmacies that fill your prescriptions, including compounding pharmacies. Telehealth visits through Spruce Health are treated the same as office visits.
Payment. We use and share PHI to bill and collect payment for your care, for example to process your membership or self-pay charges, to send a laboratory a diagnosis code, or to send a prior authorization to an insurer for a medication you and your provider have chosen.
Health care operations. We use and share PHI to run the practice: quality review, training of clinical staff and students, credentialing, audits, business planning, and customer service.
Business associates. Some services are performed by outside companies (for example our electronic health record and patient portal (OptiMantra), our secure messaging and video platform (Spruce Health), billing and payment processors, and IT support). Each signs a business associate agreement requiring it to protect your PHI.
Appointment reminders and care communications. We may contact you by phone, text, email, or portal message to remind you of appointments and lab work, to follow up on your care, and to tell you about treatment alternatives or health services we offer that relate to your care.
People involved in your care. With your verbal agreement, or if you are present and do not object, we may share relevant PHI with a family member, friend, or caregiver involved in your care or payment for it. If you are unable to agree or object, we may share what is needed in your best interest, for example in an emergency.
Public health and safety. We may report PHI to public health authorities to prevent or control disease, injury, or disability; to the FDA to report adverse events, product defects, or recalls; to report suspected abuse, neglect, or domestic violence as required by law; and to prevent a serious and imminent threat to health or safety.
Health oversight. We may share PHI with agencies that oversee health care (for example the Virginia Department of Health Professions) for audits, investigations, inspections, and licensure.
Required by law, legal proceedings, and law enforcement. We share PHI when federal, state, or local law requires it; in response to a court or administrative order, subpoena, or lawful discovery request with required safeguards; and with law enforcement as permitted by law.
Workers’ compensation, coroners, organ donation, military, and national security. We may share PHI as authorized by workers’ compensation laws; with coroners, medical examiners, and funeral directors; with organ procurement organizations if you are a donor; and as required for military, veterans, national security, or correctional-institution purposes.
Research. Only with your written authorization or under an approved privacy-board waiver.
Uses and disclosures that require your written authorization
We will not do the following without your signed authorization: use or share psychotherapy notes; use or share PHI for marketing (we may still send you information about our own services and treatment alternatives, and give you promotional gifts of nominal value in person); or sell your PHI. Any other use or disclosure not described in this notice also requires your authorization. You may revoke an authorization in writing at any time; the revocation does not affect what we already shared while it was in effect.
Fundraising. We do not use PHI for fundraising.
Text messaging. Your mobile number and text-message opt-in are used only to communicate with you. Text-messaging originator opt-in data and consent will not be shared with any third parties or affiliates for marketing purposes.
Your rights
See and get a copy of your record. You may inspect and receive a copy of your medical and billing records, on paper or electronically in the form you request if we can readily produce it. Submit a written request to the contact below. We will respond within 30 days and may charge a reasonable, cost-based fee for copies as allowed by Virginia law.
Ask us to correct your record. If you believe information is wrong or incomplete, you may ask us in writing to amend it and tell us why. We may deny the request if we did not create the information, it is not part of the record we keep, or we believe it is accurate and complete. If we deny it, we will explain why in writing and you may file a statement of disagreement.
Get a list of disclosures. You may request an accounting of disclosures we made of your PHI during the six years before your request, other than disclosures for treatment, payment, health care operations, to you, or under your authorization. The first list in any 12-month period is free; we may charge a reasonable fee for additional lists.
Ask us to limit what we share. You may ask us to restrict how we use or share your PHI. We are not required to agree, except in one case: if you pay for a service or item in full out of pocket, you may require us not to share information about it with your health plan for payment or operations, and we must agree unless the law requires the disclosure. Because most of our services are self-pay, we honor this restriction whenever you ask.
Ask for confidential communications. You may ask us to contact you in a specific way or at a specific place (for example only by mobile phone, or only at a certain address). We will accommodate reasonable requests.
Get a paper copy of this notice. Even if you received it electronically, you may ask for a paper copy at any time.
Choose someone to act for you. A legally authorized representative (for example a medical power of attorney or a parent of a minor patient) may exercise your rights on your behalf, subject to Virginia law.
Be notified of a breach. We will notify you if a breach of your unsecured PHI occurs.
Complaints
If you believe your privacy rights have been violated, you may file a complaint with us using the contact below, or with the U.S. Department of Health and Human Services, Office for Civil Rights, 200 Independence Avenue S.W., Washington, D.C. 20201, 1-877-696-6775, www.hhs.gov/ocr/privacy/hipaa/complaints. We will not retaliate against you for filing a complaint.
Contact
Privacy Officer: Julia Montgomery, DNP, FNP-BC
Privacy contact for requests and complaints: Ryan Montgomery, Director of Operations
Venture Wellness, LLC, 2342 Colony Crossing Place, Midlothian, VA 23112 · (804) 601-8625 · info@venturewellnessrva.com
