Privacy Policy

Introduction

Virtual Health Xpress ("we," "our," or "us") is committed to protecting your privacy and ensuring the security of your personal and health information. This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you visit our website, use our telehealth services, or interact with us in any way.

As a healthcare provider, we are subject to the Health Insurance Portability and Accountability Act (HIPAA) and the Health Information Technology for Economic and Clinical Health (HITECH) Act. For detailed information about how we handle your protected health information (PHI), please also review our HIPAA Notice of Privacy Practices.

Information We Collect

We collect the following categories of information:

Personal Information

• Full name, date of birth, gender, and contact information (email, phone number, mailing address)
• Insurance information and payment details
• Government-issued identification when required for identity verification

Protected Health Information (PHI)

• Medical history, current symptoms, and chief complaints
• Diagnoses, treatment plans, and clinical notes
• Prescription and medication information
• Laboratory results and diagnostic reports
• Telehealth consultation records (date, time, duration, provider notes)

Technical and Usage Information

• Device type, operating system, and browser information
• IP address and approximate geographic location
• Pages visited, time spent on pages, and navigation patterns
• Referring website or search terms used to find our site

How We Collect Information

We collect information through the following methods:

• Patient Intake Forms: Through our IntakeQ platform when you schedule and prepare for appointments
• Telehealth Consultations: During your video, phone, or chat-based visits with our providers
• Website Interactions: Through cookies, analytics tools, and standard web technologies when you browse our site
• Direct Communications: When you contact us via email, phone, or our contact form

How We Use Your Information

We use your information for the following purposes:

• Healthcare Delivery: Providing telehealth consultations, diagnosing conditions, prescribing medications, and managing your ongoing care
• Payment Processing: Billing for services, processing payments, and managing your account
• Care Coordination: Communicating with pharmacies, laboratories, and referred specialists as part of your treatment
• Service Improvement: Analyzing usage patterns to improve our website, telehealth platform, and patient experience
• Communications: Sending appointment reminders, health tips, and service updates (with your consent for marketing communications)
• Legal Compliance: Meeting our obligations under HIPAA, state healthcare regulations, and other applicable laws

How We Protect Your Information

We implement comprehensive security measures to protect your information:

• All telehealth consultations are conducted through HIPAA-compliant, end-to-end encrypted platforms
• Electronic health records are stored in encrypted, access-controlled systems
• Our website uses SSL/TLS encryption for all data transmissions
• Access to patient information is restricted to authorized personnel on a need-to-know basis
• Regular security audits and vulnerability assessments are conducted
• Staff members receive ongoing training on HIPAA compliance and data security

Information Sharing and Disclosure

We do not sell your personal or health information. We may share your information in the following circumstances:

• Treatment Purposes: With pharmacies, laboratories, and referred healthcare providers involved in your care
• Payment Processing: With payment processors and billing services to complete transactions
• Legal Requirements: When required by law, court order, or government regulation
• Public Health: For public health activities as required by law (e.g., disease reporting)
• Business Associates: With HIPAA-compliant service providers who assist in our operations (e.g., IntakeQ for patient intake, electronic health record systems)
• With Your Consent: For any purpose you explicitly authorize

Cookies and Tracking Technologies

Our website uses cookies and similar technologies to improve your browsing experience and analyze website traffic. These include essential cookies required for website functionality, analytics cookies to understand how visitors use our site, and preference cookies to remember your settings. You can control cookie settings through your browser preferences. Disabling certain cookies may affect website functionality.

Your Rights

You have the following rights regarding your information:

• Access: Request a copy of the personal and health information we hold about you
• Correction: Request corrections to inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal retention requirements)
• Opt-Out: Unsubscribe from marketing communications at any time
• HIPAA Rights: Exercise your rights under HIPAA as described in our Notice of Privacy Practices

Data Retention

We retain your health information in accordance with applicable state and federal medical record retention laws. In most cases, medical records are retained for a minimum of seven (7) years from the date of last treatment, or longer as required by state law. Non-medical personal information is retained only as long as necessary to fulfill the purposes described in this policy.

Children's Privacy

Our website is not directed to children under 12 years of age. Urgent care telehealth services are available to patients ages 12 and older with parental or guardian consent. Direct Primary Care membership services are available to patients 18 years of age and older.

State-Specific Disclosures

Virtual Health Xpress provides telehealth services to patients in Arizona, Florida, Idaho, Iowa, Maryland, and Utah. We comply with the privacy laws and telehealth regulations of each state in which we operate. If you have questions about state-specific privacy rights, please contact us.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will post the updated policy on this page with a revised "Last updated" date. We encourage you to review this policy periodically.

Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, please contact us:

Virtual Health Xpress
Privacy Officer: Heather Spooner, APRN
Email: info@virtualhealthxpress.com
Phone: 352-706-8353
Fax: 352-562-0009