Associated Family Physicians
Effective Date: June 1, 2025
Last Updated: June 17, 2025
Introduction
Associated Family Physicians (“AFP,” “we,” “us,” or “our”) is committed to protecting the privacy and confidentiality of your health information. This Privacy Policy describes how we collect, use, disclose, and safeguard your protected health information (PHI) in compliance with the Health Insurance Portability and Accountability Act (HIPAA), Florida state privacy laws, and other applicable regulations.
Scope of This Policy
This Privacy Policy applies to all health information created, received, maintained, or transmitted by Associated Family Physicians in any form, including electronic, paper, and oral communications. This policy covers all of our healthcare services provided at our Florida locations.
How We Collect Information
Health Information We Collect:
- Medical history and current health conditions
- Examination findings and test results
- Treatment plans and medications
- Insurance and billing information
- Emergency contact information
- Communications between you and our healthcare team
Methods of Collection:
- Direct communication during appointments
- Medical forms and questionnaires
- Electronic health records systems
- Diagnostic tests and procedures
- Communications with other healthcare providers
- Insurance companies and billing systems
How We Use Your Health Information
We use your protected health information for treatment, payment, and healthcare operations as permitted by HIPAA.
Treatment:
- Providing medical care and services
- Coordinating care with other healthcare providers
- Consulting with specialists
- Emergency treatment situations
- Continuity of care across our practice locations
Payment:
- Processing insurance claims
- Billing for services provided
- Verifying insurance coverage
- Collection activities
- Determining eligibility for services
Healthcare Operations:
- Quality improvement activities
- Staff training and education
- Business administration
- Legal and regulatory compliance
- Appointment scheduling and reminders
When We May Disclose Your Health Information
With Your Authorization:
We will obtain your written authorization before using or disclosing your health information for most purposes other than treatment, payment, and healthcare operations.
Without Your Authorization (As Required or Permitted by Law):
- Public Health Activities: Reporting communicable diseases to the Florida Department of Health
- Health Oversight Activities: Audits and inspections by regulatory agencies
- Legal Proceedings: Court orders and subpoenas with proper legal procedures
- Law Enforcement: When required by law or court order
- Emergency Situations: To protect your health and safety
- Workers’ Compensation: For workplace injury claims
- Coroners and Medical Examiners: For identification and cause of death
Special Protections:
Mental health, substance abuse, and HIV-related information receive additional protections under Florida law and require specific authorization for disclosure.
Your Privacy Rights Under Federal and Florida Law
Right to Access Your Records:
- Request copies of your medical records
- Inspect your health information
- Receive information in the requested format when possible
Right to Request Amendments:
- Ask us to correct or amend your health information
- Submit written requests for amendments
- Receive written responses to amendment requests
Right to Request Restrictions:
- Ask us to limit how we use or disclose your health information
- Request restrictions on disclosures to family members or others
- We are not required to agree to most restrictions
Right to Alternative Communications:
- Request to receive communications at alternative locations
- Ask for communications in specific formats
- Request confidential communications
Right to an Accounting of Disclosures:
- Receive a list of certain disclosures of your health information
- Request accounting for disclosures made in the past six years
- First accounting in a 12-month period is free
Right to File Complaints:
- File complaints with us directly
- File complaints with the U.S. Department of Health and Human Services
- No retaliation for filing complaints
Website Privacy and Security
Information We Collect Online:
- Contact form submissions
- Appointment request information
- Website usage data (cookies, IP addresses)
- Email communications
Website Security Measures:
- SSL encryption
- Secure hosting environments
- Regular security updates and monitoring
- Access controls and authentication
Third-Party Services:
We may use third-party services for website analytics, appointment scheduling, and patient communications. These vendors are required to maintain HIPAA compliance and protect your information.
Data Security Measures
Physical Safeguards:
- Secure facilities with controlled access
- Locked filing cabinets for paper records
- Secure disposal of confidential information
- Workstation security controls
Technical Safeguards:
- Encrypted data transmission and storage
- Access controls and user authentication
- Audit logs and monitoring systems
- Regular security risk assessments
Administrative Safeguards:
- Staff training on privacy and security
- Written policies and procedures
- Designated Privacy Officer
- Incident response procedures
Breach Notification
In the event of a breach involving your protected health information, we will notify you as required by law and take appropriate steps to mitigate any harm and prevent future breaches.
Changes to This Privacy Policy
We reserve the right to modify this Privacy Policy at any time. Changes will be effective immediately upon posting on our website. We will provide notice of material changes as required by law.
Contact Information
Privacy Officer: Rachel Corbitt
Phone: (866) 377-7716
Email: rachel.corbitt@afpdocs.org
Website: afpdocs.org
To Exercise Your Rights or File Complaints:
- With Us: Submit written requests to our Privacy Officer.
- With Federal Authorities: U.S. Department of Health and Human Services Office for Civil Rights – Phone: 1-866-627-7748
- With Florida Authorities: Florida Department of Health Bureau of Health Facility Regulation – Phone: (850) 408-6991
Effective Date and Acknowledgment
This Privacy Policy is effective as of June 1, 2025. By using our services or visiting our website, you acknowledge that you have received and understand this Privacy Policy.
Associated Family Physicians
Licensed Healthcare Provider
Florida Locations: Bradenton and Boca Raton
This Privacy Policy complies with HIPAA Privacy and Security Rules, Florida Statutes Chapter 456, and other applicable federal and state privacy laws.
