Privacy Policy and Notice of Privacy Practices

This Privacy Policy and Notice of Privacy Practices describes how California Virtual IOP (“we,” “us,” or “our”) protects the privacy of your Protected Health Information (PHI) and other personal information, and how we may use and disclose that information. It also outlines your rights concerning your information.

We are required by law to maintain the privacy of your PHI, provide you with this notice of our legal duties and privacy practices, and follow the terms of this notice.

1. Our commitment to your privacy

Your privacy is a fundamental component of the care we provide. We are committed to protecting the confidentiality of your health information in accordance with federal and state laws, including the Health Insurance Portability and Accountability Act (HIPAA), the California Confidentiality of Medical Information Act (CMIA), and the California Consumer Privacy Act (CCPA).

2. Protected Health Information (PHI)

PHI is any information about you, including demographic information, that may identify you and relates to your past, present, or future physical or mental health or condition and related healthcare services. This includes information we create or receive, such as medical records, and information we collect through our website and telehealth services.

3. How we may use and disclose your PHI

We may use and disclose your PHI without your written authorization for the following purposes:

• For treatment. To provide, coordinate, or manage your healthcare and related services, including sharing information with healthcare providers to coordinate care.
• For payment. To obtain payment for the services we provide, including sharing information with your health plan to process claims and verify coverage.
• For healthcare operations. To support business activities such as quality assessment, training, legal services, and business planning.
• Required by law. When required by federal, state, or local law, including public health activities, judicial proceedings, law enforcement, and abuse or neglect reporting.
• Public health activities. To public health authorities for purposes such as preventing or controlling disease or reporting child abuse or neglect.
• Health oversight activities. To a health oversight agency for audits, investigations, inspections, and licensing.
• Threat to health or safety. To prevent or lessen a serious and imminent threat to the health or safety of a person or the public.
• Workers’ compensation. To the extent authorized by and necessary to comply with workers’ compensation or similar programs.

4. Your rights regarding your PHI

To exercise these rights, submit a written request to California Virtual IOP at admissions@cavirtualiop.com or949-785-2057.

• Right to access. You may inspect and receive a copy of your medical and billing records. We may charge a reasonable, cost-based fee for a copy.
• Right to amend. You may request an amendment if you believe your PHI is incorrect or incomplete. We may deny the request and will provide a written reason.
• Right to confidential communication. You may request that we communicate about health matters in a certain way or at a specific location.
• Right to an accounting of disclosures. You may request a list of certain disclosures of your PHI.
• Right to request restrictions. You may request a limitation on PHI we use or disclose for treatment, payment, or healthcare operations. We are not required to agree, except for certain disclosures to a health plan when you have paid out of pocket in full.
• Right to a paper copy. You may request a paper copy of this notice.

5. California privacy laws (CMIA and CCPA)

In addition to HIPAA, we comply with California’s privacy laws. The CMIA prohibits healthcare providers from disclosing medical information without your written authorization, except in specific, legally defined circumstances. The CCPA grants California residents rights regarding personal information; PHI and medical information covered by HIPAA and CMIA are generally exempt. For non-health personal information we collect (for example website analytics not tied to your health record), you have the right to know what is collected, to delete it, to correct it, and to opt out of its sale or sharing.

6. Security of your information

We use appropriate administrative, technical, and physical safeguards to protect your PHI and other personal information from unauthorized access, use, or disclosure. Our website may use cookies and similar tracking technologies for site functionality, analytics, and advertising measurement.

7. Changes to this policy

We reserve the right to change this notice at any time. The revised notice will be effective for PHI we already have and PHI we receive in the future. We will post a copy of the current notice on our website and offer you a copy upon request.

8. Information we collect online

When you use our website, we may collect information you provide directly, including your name, phone number, email address, and responses you submit through forms. We use this information to respond to your inquiry, verify insurance and eligibility, schedule appointments, provide admissions follow-up, and improve our services.

9. Text messaging (SMS)

We may collect your mobile phone number when you submit a form, contact us by text, or opt in to SMS communications. If you opt in, we may send transactional and/or marketing text messages about your inquiry, admissions follow-up, appointment reminders, and related customer care. Message frequency varies (typically up to 8 messages per month). Message and data rates may apply. Reply STOP to opt out; reply HELP for help.

Mobile information will not be shared with third parties or affiliates for marketing or promotional purposes. We may share numbers with service providers that help us deliver messaging solely to operate the services you requested. SMS consent is optional and is not a condition of purchasing goods or services.

10. Questions and complaints

If you have questions about this notice or believe your privacy rights have been violated, contact us. You may also file a complaint with the Secretary of the U.S. Department of Health and Human Services. We will not retaliate against you for filing a complaint.

California Virtual IOP
29901 Santa Margarita Pkwy Suite F
Rancho Santa Margarita, CA 92688
949-785-2057
admissions@cavirtualiop.com
cavirtualiop.com