Privacy Policy

Health Care Centers of Florida
7911 NW 72nd Ave., Suite 111
Medley, FL 33166
Phone: (305) 888-6959

Effective Date: November 3, 2025

NOTICE: This Privacy Policy describes how Health Care Centers of Florida may use and disclose your protected health information (PHI) and your rights regarding your health information. This notice applies to all health records generated and maintained by our medical centers.

1. Our Commitment to Your Privacy

Health Care Centers of Florida is committed to protecting the privacy and security of your personal health information. We understand that your health information is personal and sensitive, and we are dedicated to maintaining its confidentiality in accordance with federal and state privacy laws, including the Health Insurance Portability and Accountability Act (HIPAA).

Since 1980, we have provided high-quality occupational healthcare, primary care, and rehabilitation services throughout Florida. We maintain the highest standards of privacy protection across all our services, including work-related injury care, drug and alcohol testing, physical examinations, occupational screening, immigration physicals, immunizations, primary care, case management, and clinical research through our Pines Care Research division.

2. Information We Collect

2.1 Protected Health Information (PHI)

In the course of providing healthcare services, we collect and maintain various types of health information, including:

• Personal Identifiers: Name, address, date of birth, Social Security number, phone number, email address, and emergency contact information
• Medical Information: Medical history, physical examination findings, diagnostic test results, treatment records, medications, immunization records, and healthcare provider notes
• Employment-Related Health Data: Work-related injury documentation, occupational health assessments, fit-for-duty evaluations, and return-to-work clearances
• Laboratory and Testing Results: Drug and alcohol testing results, audiograms, pulmonary function tests, respirator clearance assessments, and other occupational health screenings
• Insurance Information: Health insurance details, workers’ compensation information, and billing records
• Immigration Physical Records: Vaccination verification, communicable disease screening results, and immigration medical examination documentation
• Clinical Research Data: For patients participating in clinical trials through Pines Care Research, we collect study-specific health information in accordance with research protocols and informed consent

2.2 Website Information

When you visit our website, we may collect:

• Browser type and version
• IP address and location data
• Pages visited and time spent on our site
• Referral source and clickstream data
• Device information

3. How We Use Your Information

3.1 Treatment

We use your health information to provide, coordinate, and manage your healthcare services. This includes:

• Diagnosing and treating work-related injuries and illnesses
• Providing primary care services to you and your family
• Conducting physical examinations and occupational health screenings
• Administering immunizations
• Developing rehabilitation and case management plans
• Coordinating care among different healthcare providers
• Conducting clinical research studies when you have provided informed consent

3.2 Payment

We use and disclose your health information to obtain payment for services provided, including:

• Billing you, your insurance company, or third parties
• Processing workers’ compensation claims
• Verifying insurance coverage and obtaining pre-authorization
• Collection activities when necessary

3.3 Healthcare Operations

We may use your information for operational purposes such as:

• Quality assessment and improvement activities
• Staff training and education
• Business planning and management
• Customer service operations
• Compliance with legal and regulatory requirements

3.4 Employer-Related Disclosures

For occupational health services, we may disclose limited health information to employers as necessary for:

• Work-related injury reporting and workers’ compensation claims
• Fitness-for-duty determinations
• Drug and alcohol testing results as required by law or employment agreements
• Return-to-work status and work restrictions

Important: We only disclose the minimum necessary information required and always in compliance with applicable laws and regulations.

4. When We May Disclose Your Information

4.1 With Your Written Authorization

We will obtain your written authorization before using or disclosing your health information for purposes other than treatment, payment, or healthcare operations, except as described below or as otherwise permitted by law.

4.2 Without Your Authorization

Federal and state law allows or requires us to disclose your health information without your authorization in certain circumstances, including:

• Public Health Activities: Reporting diseases, injuries, vital events, and public health threats to public health authorities
• Abuse, Neglect, or Domestic Violence: Reporting suspected abuse or neglect to appropriate authorities
• Health Oversight Activities: Disclosures to health oversight agencies for audits, investigations, and inspections
• Judicial and Administrative Proceedings: Responding to court orders, subpoenas, or discovery requests
• Law Enforcement: Complying with law enforcement requests for identification, location, or investigation purposes
• Coroners and Medical Examiners: Identifying deceased persons or determining cause of death
• Workers’ Compensation: Disclosures necessary for workers’ compensation programs
• Serious Threats: Preventing or lessening a serious and imminent threat to health or safety
• Military and National Security: Disclosures required for military, national security, or correctional purposes
• Department of Transportation (DOT): Reporting drug and alcohol testing results as required by DOT regulations

5. Your Privacy Rights

Under federal and state law, you have the following rights regarding your health information:

5.1 Right to Access Your Records

You have the right to inspect and obtain a copy of your health information maintained in our medical and billing records. To request access, submit a written request to our Privacy Officer. We may charge a reasonable fee for copying and mailing costs.

5.2 Right to Request Amendments

If you believe information in your medical record is incorrect or incomplete, you may request that we amend it. We may deny your request under certain circumstances, but we will provide you with a written explanation.

5.3 Right to an Accounting of Disclosures

You have the right to request a list of certain disclosures we have made of your health information. This does not include disclosures for treatment, payment, healthcare operations, or disclosures you authorized.

5.4 Right to Request Restrictions

You may request restrictions on how we use or disclose your information for treatment, payment, or healthcare operations. We are not required to agree to your request but will consider it carefully. We must agree to restrict disclosures to your health plan if you pay out-of-pocket in full for services.

5.5 Right to Request Confidential Communications

You may request that we communicate with you about your health matters in a specific way or at a specific location. We will accommodate reasonable requests.

5.6 Right to a Paper Copy of This Notice

You have the right to receive a paper copy of this privacy notice at any time, even if you have agreed to receive it electronically.

5.7 Right to Be Notified of a Breach

You have the right to be notified if there is a breach of your unsecured protected health information.

6. Data Security

We implement appropriate physical, technical, and administrative safeguards to protect your health information, including:

• Secure storage of physical and electronic medical records
• Access controls and authentication procedures
• Encryption of electronic health information
• Regular security assessments and updates
• Employee training on privacy and security practices
• Business associate agreements with third-party vendors

7. Clinical Research Privacy

For patients participating in clinical research studies through Pines Care Research:

• Your participation is voluntary, and you must provide informed consent
• Research data is collected and maintained according to federal regulations and research protocols
• Your identity is protected through coding and de-identification when possible
• Research data may be shared with study sponsors, regulatory agencies, and research collaborators as described in your informed consent
• You may withdraw from research participation at any time

8. Drug and Alcohol Testing Privacy

For drug and alcohol testing services:

• Testing is conducted in accordance with DOT regulations, state law, and employer policies
• Results are reported to employers only as authorized by law or consent
• We maintain strict chain of custody procedures
• Medical Review Officer (MRO) services ensure proper interpretation of results
• Records are maintained in secure, separate files

9. Employer Access Limitations

While we provide occupational health services to employers, we maintain strict boundaries regarding employer access to your health information:

• Employers receive only fitness-for-duty determinations and work restrictions, not detailed medical information
• Drug testing results are reported according to regulatory requirements and your consent
• You have the right to restrict certain disclosures to your employer when permitted by law
• We comply with all applicable workers’ compensation and occupational health regulations

10. Third-Party Service Providers

We may share your information with third-party service providers who assist us in operating our facilities and providing services, including:

• Laboratory testing services
• Billing and coding services
• Medical equipment and supply vendors
• IT and data storage providers
• Legal and accounting services

All third-party service providers are required to maintain the confidentiality and security of your information through written agreements.

11. Changes to This Privacy Policy

We reserve the right to change this privacy policy at any time. Any changes will apply to all health information we maintain. We will post the current privacy policy in our facilities and on our website, with the effective date clearly marked. You may request a copy of the current policy at any time.

12. Complaints

If you believe your privacy rights have been violated, you may file a complaint with:

Health Care Centers of Florida Privacy Officer

7911 NW 72nd Ave., Suite 111

Medley, FL 33166

Phone: (305) 888-6959

Or with:

U.S. Department of Health and Human Services

Office for Civil Rights

200 Independence Avenue, S.W.

Washington, D.C. 20201

Phone: 1-877-696-6775

Website: www.hhs.gov/ocr/privacy/hipaa/complaints/

You will not be retaliated against for filing a complaint.

13. Contact Information

For questions about this privacy policy, to exercise your privacy rights, or to obtain additional information:

Privacy Officer

Health Care Centers of Florida

7911 NW 72nd Ave., Suite 111

Medley, FL 33166

Phone: (305) 888-6959

Website: www.healthcarecenterfl.com

Office Hours:

Walk-in and appointment basis

Please contact us for current hours at all three South Florida locations

Acknowledgement: By receiving services at Health Care Centers of Florida, you acknowledge that you have been provided an opportunity to review this Privacy Policy and have your questions answered.