TheraCave Physical Therapy - Privacy Policy

1. Introduction

This policy outlines how we manage your personal information and health data when you use our services or communicate with us online. We are committed to maintaining the confidentiality and security of your information.

2. What Information We Collect

We may collect the following types of information:

• Personal Information: This includes your name, phone number, email address, physical address, insurance details (including policy numbers and group IDs), date of birth, and emergency contact information. This information is typically collected through intake forms, appointment scheduling, and communication with our staff.  

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• Health Information: This includes your medical history, current symptoms, diagnosis, treatment plans, progress notes, functional limitations, medications, information related to your physical condition, and any other health-related information you provide to us or that is generated during your care. This information is primarily collected during evaluations, treatment sessions, and through progress documentation.

• Website Usage Data: When you visit our website, we may automatically collect certain information such as your IP address, browser type and version, operating system, device type, referring website, pages you visit, and the dates and times of your website access. We may also collect information through cookies and similar tracking technologies (as described in Section 7).

3. How We Use Your Information

Your information may be used for the following purposes:

• Schedule and confirm appointments: To manage your appointments, send reminders, and communicate any changes.

• Send intake forms and home exercise programs: To provide you with necessary forms for your care and deliver personalized exercise plans.

• Submit insurance claims: To process billing and submit claims to your insurance provider.

• Provide updates related to your care or account: To communicate important information about your treatment, account status, or changes to our services.

• Improve our services and communication: To analyze website usage, patient feedback, and service delivery to enhance our offerings and communication methods.

• Internal Operations: For administrative purposes, record-keeping, and to ensure the quality of our services.

• As required by law: To comply with legal obligations, such as responding to court orders or subpoenas.

4. Data Sharing

We are committed to protecting your privacy and will only share your personal and health information in the following circumstances:

• With your explicit consent: We will obtain your written or verbal consent before sharing your information for any purpose not directly related to your treatment, payment, or healthcare operations, unless otherwise permitted or required by law.

• For treatment: We may share relevant health information with other healthcare providers involved in your care, such as your primary care physician or specialists, to ensure coordinated and effective physical therapy treatment.

• For payment: We may share necessary personal and health information with your insurance provider to process claims and obtain payment for the physical therapy services rendered.

• For healthcare operations: We may use and disclose your health information for certain healthcare operations, such as quality assessment of our physical therapy services, staff training on best practices, and administrative functions necessary to run our practice efficiently and effectively.

• Business Associates: We may contract with third-party business associates who perform services on our behalf (e.g., billing services, electronic health record systems specifically designed for physical therapy practices). These business associates are contractually obligated to protect your information in accordance with HIPAA regulations.

• As required by law: We may disclose your information if required to do so by law, such as in response to a court order or subpoena, or to report suspected abuse or neglect.  

• Please note that your SMS consent and phone number will not be shared with third parties or affiliates for marketing purposes. 

5. Your Rights Under HIPAA

Under the Health Insurance Portability and Accountability Act (HIPAA), you have certain rights regarding your Protected Health Information (PHI). These rights include:

• The right to access your personal health records: You have the right to inspect and obtain a copy of your PHI that we maintain, with limited exceptions. Requests must be made in writing. We may charge a reasonable fee for the cost of producing and mailing copies.

• The right to request corrections or restrictions: If you believe that your PHI is inaccurate or incomplete, you have the right to request an amendment. You also have the right to request restrictions on certain uses and disclosures of your PHI. We are not required to agree to your requested restriction in certain circumstances. Requests must be made in writing.  

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• The right to receive confidential communications: You have the right to request that we communicate with you about your health matters in a certain way or at a certain location. For example, you can ask that we only contact you by mail or at a specific phone number. We will accommodate reasonable requests.  

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• The right to receive an accounting of disclosures: You have the right to receive an accounting of certain disclosures of your PHI that we have made, except for disclosures for treatment, payment, healthcare operations, and certain other exceptions. Requests must be made in writing and are limited to a specific time period.  

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• The right to receive a copy of this Privacy Policy: You have the right to receive a paper copy of this Privacy Policy at any time, even if you have agreed to receive it electronically.

• The right to opt out of communications at any time: You can opt out of receiving email or SMS communications from us at any time. For email communications, you can use the unsubscribe link provided in the email. For SMS communications, please see Section 10 below.

• The right to file a complaint: If you believe your privacy rights have been violated, you have the right to file a complaint with us or with the Secretary of the Department of Health and Human Services.  

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To exercise any of these rights, please contact us using the information provided in Section 9.  

6. How We Protect Your Information

We take the security of your personal and health information seriously. We maintain physical, electronic, and administrative safeguards designed to protect your data from unauthorized access, use, disclosure, alteration, or destruction. These measures include:

• Encryption: We use encryption technologies to protect sensitive information during transmission.  

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• Access Controls: We limit access to your information to authorized personnel who need it to perform their job duties.  

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• Secure Storage: We store electronic health information in secure, password-protected systems. Physical records are stored in a secure environment with restricted access.

• HIPAA Training: All staff members receive regular training on HIPAA regulations and our privacy policies and procedures.

• Regular Security Assessments: We conduct regular security assessments to identify and address potential vulnerabilities.

7. Cookies and Tracking

Our website may use cookies, which are small text files placed on your computer, to help us analyze website traffic, improve site functionality, and enhance user experience. These cookies may collect information such as your browser type, operating system, and browsing behavior on our website. No personal health information is collected through these cookies. You can control the use of cookies at the individual browser level. If you disable cookies, it may limit your use of certain features on our website.

We may also use third-party analytics tools to track website usage. These tools may use cookies and similar technologies to collect information about your interactions with our website. This information is used to analyze trends, administer the site, track users’ movements around the site, and gather demographic information about our user base as a whole.  

8. Third-Party Links

Our website may contain links to third-party websites, applications, or services, such as billing portals or exercise tracking apps. Please note that we are not responsible for the privacy practices or the content of these third-party sites. We encourage you to review the privacy policies of any third-party websites you visit. This Privacy Policy applies solely to information collected by TheraCave Physical Therapy.  

9. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or the handling of your personal and health information, please contact us at:  

TheraCave Physical Therapy 1 E Broward Blvd Suite 700 Fort Lauderdale, FL 33301 954-284-0716 office@theracave.com

10. SMS Communications Terms of Service

If you provide your explicit consent to receive SMS messages from TheraCave Physical Therapy, the following terms apply:

• SMS Consent Communication: The information (phone numbers) obtained as part of the SMS consent process will not be shared with third parties for marketing purposes.

• Types of SMS Communications: If you have consented to receive text messages from TheraCave Physical Therapy, you may receive messages related to the following:

  • Appointment reminders (Example: “Hello, this is a friendly reminder of your upcoming appointment at TheraCave Physical Therapy on [Date] at [Time]. Reply STOP to opt out of SMS messaging at any time.”)

  • Follow-up messages regarding your physical therapy progress and home exercise plan.

  • Customer care messages related to your account or our services.

• Message Frequency:  We will maintain messaging frequency of 30-40 messages across all registered numbers per day. 

• Potential Fees for SMS Messaging: Please note that standard message and data rates may apply, depending on your carrier’s pricing plan. These fees may vary if the message is sent domestically or internationally.

• Opt-In Method: You may opt-in to receive SMS messages from TheraCave Physical Therapy by submitting an online form on our website: www.theracave.com.

• Opt-Out Method: You can opt out of receiving SMS messages at any time. To do so, simply reply “STOP” to any SMS message you receive from TheraCave Physical Therapy. Alternatively, you can contact us directly at 954-284-0716 or through our website (www.theracave.com) to request removal from our messaging list.

• Help: If you are experiencing any issues with SMS messaging from TheraCave Physical Therapy, you can reply with the keyword “HELP”. Or, you can get help directly from us at 954-284-0716, visit our website at www.theracave.com, or email us at office@theracave.com.

• Additional Options: If you do not wish to receive SMS messages from TheraCave Physical Therapy, you can choose not to check the SMS consent box on our online forms.

• Standard Messaging Disclosures: Message and data rates may apply. You can opt-out at any time by texting “STOP.” For assistance, text “HELP” or visit our Privacy Policy page and Terms and Conditions section on our website: www.theracave.com. Message frequency may vary.