Notice of Privacy Practices

How We Protect, Use, and Share Your Health Information
Effective Date: January 1, 2026
(Replaces all prior versions)

This Notice explains how KIME Performance Physical Therapy / MDPT Systems (“KIME”, “we”, “our”) uses, shares, and protects your health information, and describes your rights under federal and state law. Please review it carefully.

We are committed to safeguarding your Protected Health Information (“PHI”). PHI includes any information that identifies you and relates to your health, treatment, or payment.

 

HOW WE USE AND SHARE YOUR INFORMATION

We are permitted to use and disclose your PHI for the following purposes without requiring separate written authorization:

1. Treatment

We use your information to provide, coordinate, and document your care.
 Examples:

• Recording treatment notes and progress in our electronic medical record (Raintree Systems).
• Consulting with your referring provider or other healthcare professionals.
• Sharing necessary information with trainers or caregivers involved in your care (when permitted by law).
  
  
  

2. Payment

We use and disclose information needed to bill and receive payment for services.
 Examples:

• Sending claims, diagnoses, and procedure codes to your insurance plan.
• Using secure cloud-based systems (Raintree, Google Workspace) to process billing and benefits verification.
• Determining coverage or prior authorization.

 

3. Healthcare Operations

We use PHI to improve quality, safety, and the efficiency of our practice.
 Examples:

• Internal audits and compliance reviews.
• Quality improvement initiatives.
• Staff training and performance monitoring.

 

4. Business Associates

We may share information with trusted vendors who support our operations, such as billing services, IT providers, cloud storage systems, or auditors.
 All Business Associates are legally required to safeguard your PHI under HIPAA/HITECH.

 

5. Family, Caregivers, or Persons Involved in Your Care

When appropriate, we may share limited information about your condition, location, or care with a family member or person responsible for you—unless you direct us not to.

 

6. Public Health and Safety

We may disclose information when required by law, including:

• Reporting communicable diseases.
• Reporting suspected abuse, neglect, or domestic violence.
• Preventing or reducing serious threats to health or safety.

 

7. Legal and Government Requirements

We may use or disclose information for:

• Judicial or administrative proceedings (such as a court order).
• Law enforcement requests when required by law.
• Specialized government functions (military, national security).
• Workers’ compensation claims.

 

8. Health Information Exchange (HIE) Participation

We may participate in secure health information exchanges or referral networks that allow authorized healthcare providers to access your treatment information. You may opt out unless prohibited by law.

 

9. Patient Communication

We may contact you regarding:

• Appointment reminders.
• Treatment recommendations.
• Health-related services or programs that may benefit you.

We may communicate through secure messaging, email, phone, or patient portals.

 

YOUR RIGHTS REGARDING YOUR INFORMATION

Under HIPAA, HITECH, and the 21st Century Cures Act, you have expanded digital access rights. You have the right to:

1. Access Your Health Information

You may review or obtain an electronic or paper copy of your medical record.
 We will respond within 30 days (with one optional 30-day extension when needed).
 Reasonable, cost-based fees may apply for copies.

 

2. Request Corrections (Amendments)

If you believe your record is incomplete or inaccurate, you may request an amendment.
 We may deny a request in specific circumstances, but you will be informed in writing.

 

3. Request Restrictions

You may ask us to limit how we use or share your information.
 While we will consider all requests, we are required to follow a restriction only when:

• You ask us not to disclose PHI to your health plan and
• You paid for that service in full out-of-pocket.

 

4. Request Confidential Communications

You may request we contact you at a specific phone number, email, or mailing address.

 

5. Receive an Accounting of Disclosures

You may request a list of times we disclosed your PHI for non-routine purposes within the last six years.

 

6. Receive a Digital Copy of Your Record

Under the Cures Act, you have the right to electronic access to your information without delay, unless an allowed exception applies.

 

7. Revoke an Authorization

If you previously signed an authorization for a specific use of PHI (ex: marketing), you may revoke it at any time, unless we have already relied on it.

 

OUR RESPONSIBILITIES

 

1. We protect your privacy

We are required by law to maintain the privacy and security of your health information, including breaches of unsecured PHI.
 If a breach occurs, we will notify you as required under the HITECH Act.

 

2. We follow this Notice

We must follow the terms of this Notice of Privacy Practices.

 

3. We may update this Notice

We reserve the right to revise this Notice at any time.
Any updated Notice will be made available on the Patient Portal and at all clinic locations.

 

COMPLAINTS OR QUESTIONS

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

 

With KIME Performance Compliance Officer:

Phone: 916-905-6378
Mailing Address: 4990 Hillsdale Circle Suite 100, El Dorado Hills, CA, 95762
There is no retaliation for filing a complaint.

 

With the U.S. Department of Health & Human Services:

Office for Civil Rights
200 Independence Ave. SW, Room 509F
Washington, DC 20201
Website: www.hhs.gov/ocr/privacy

 

ACKNOWLEDGMENT

You will be asked to sign a separate document confirming that you were offered access to this Notice of Privacy Practices.
 You are not required to read or sign this document to receive treatment.