Privacy Policy w/Cookies & HIPPA Including LGBTQA

Effective Date: July 3, 2025

Last Updated: July 3, 2025

Our Commitment to Your Privacy

Virtual Concierge MD (operated by Theressia L. Washington, MD, P.C.) is committed to protecting the privacy and security of your protected health information. This Notice describes how medical information about you may be used and disclosed and how you can access this information.

PLEASE REVIEW THIS NOTICE CAREFULLY.

Inclusive Healthcare Environment

Our Non-Discrimination Commitment

We respect and affirm the dignity of all patients, including those who identify as:

1. Lesbian, gay, bisexual, transgender, queer, or questioning (LGBTQ+)
2. Intersex, asexual, or other diverse sexual orientations
3. All gender identities and expressions
4. Those exploring their identity

We welcome patients' chosen family members and support persons as identified by the patient.

Inclusive Language Practices

1. We use pronouns you specify
2. We recognize all family structures
3. We honor chosen names
4. We respect your identified support system

How We Use and Disclose Your Health Information

Treatment

We use your health information to:

1. Provide medical treatment and services
2. Coordinate care with other providers
3. Consult with healthcare specialists
4. Manage your healthcare needs

Example: Sharing information with specialists for consultation or referring providers.

Payment

We use your health information to:

1. Bill for services provided
2. Process insurance claims
3. Verify insurance eligibility
4. Coordinate benefits

Example: Submitting claims to your insurance company or health plan.

Healthcare Operations

We use your health information for:

1. Quality improvement activities
2. Provider training and education
3. Compliance and auditing
4. Business planning and development

Example: Reviewing treatment outcomes to improve our services.

Uses and Disclosures Without Your Authorization

As Required by Law

We disclose information when required by:

1. Federal, state, or local law
2. Court orders or subpoenas
3. Law enforcement investigations
4. Government agencies

Public Health Activities

We may disclose information for:

1. Disease prevention and control
2. Injury reporting
3. Vital statistics
4. FDA-regulated product surveillance

Health Oversight

We may disclose to agencies for:

1. Audits and investigations
2. Licensure and certification
3. Healthcare system oversight

Abuse or Neglect

We may disclose information to authorities if we believe you are a victim of abuse, neglect, or domestic violence.

Serious Threats

We may disclose information to prevent serious threats to:

1. Your health and safety
2. Public health and safety
3. Safety of specific individuals

Your Privacy Rights

Right to Access

You have the right to:

1. Inspect your medical records
2. Obtain copies (fees may apply)
3. Request electronic copies
4. Direct transmission to third parties

How to Request: Submit written request to our Privacy Officer.

Right to Amend

You may request corrections if information is:

1. Incorrect
2. Incomplete
3. Misleading

Process: Submit written request explaining the correction needed.

Right to Accounting

You can request a list of certain disclosures made without your authorization.

Exceptions: Does not include disclosures for treatment, payment, or healthcare operations.

Right to Restrict

You may request restrictions on:

1. How we use your information
2. Who we share information with
3. What information is disclosed

Note: We are not required to agree to all restrictions.

Right to Confidential Communications

You can request we communicate:

1. At alternative locations
2. By alternative methods
3. To protect your privacy

Example: Sending information to a work address or using a specific phone number.

Right to Notice

You have the right to receive this Privacy Notice in written or electronic form.

Special Privacy Protections

Sensitive Information

Enhanced protections apply to:

1. Mental health records
2. Substance use disorder treatment
3. HIV/AIDS information
4. Genetic information
5. Sexual and reproductive health

Minor Patients

Special rules apply to:

1. Adolescent confidentiality
2. Parental access rights
3. Emancipated minors
4. Mature minor doctrine

Gender-Affirming Care

We protect information related to:

1. Gender identity
2. Transition-related care
3. Chosen names and pronouns
4. Support system preferences

State-Specific Privacy Rights

California Residents

Additional rights under California law include:

1. Confidentiality of Medical Information Act protections
2. Right to receive notice of breaches
3. Enhanced minor consent provisions
4. Gender identity protections

Other State Protections

Residents of IL, IN, MT, NY, and NV may have additional state-specific privacy rights.

Digital Privacy and Security

Electronic Communications

When you consent to electronic communications:

1. Emails may not be fully secure
2. Text messages have inherent risks
3. We use encryption when possible
4. You may revoke consent anytime

Telehealth Privacy

During virtual visits:

1. Sessions are not recorded without consent
2. Technical safeguards protect transmissions
3. You control your environment
4. Third parties should not be present without disclosure

Website and App Usage

We collect:

1. Technical information for functionality
2. Usage data for improvement
3. Cookies for user experience
4. Analytics for service enhancement

Your Choices and Consent

Marketing Communications

We will not use your information for marketing without your express written authorization.

Fundraising

Any fundraising communications will include opt-out instructions.

Research

Research use requires your specific authorization unless de-identified.

Sale of Information

We do not sell your health information.

Breach Notification

Your Right to Notification

If a breach affects your information, we will:

1. Notify you within 60 days
2. Explain what happened
3. Describe information involved
4. Provide steps to protect yourself
5. Outline our response actions

How to Exercise Your Rights

Contact Our Privacy Officer

Privacy Officer

Virtual Concierge MD

9663 Santa Monica Blvd, Suite 957

Beverly Hills, CA 90210

Phone: (310) 275-8377

Fax: (310) 276-8377

Email: privacy@virtualconciergemd.com

Filing a Complaint

You may file complaints with:

Virtual Concierge MD Privacy Officer

(Contact information above)

U.S. Department of Health and Human Services

Office for Civil Rights

200 Independence Avenue, SW

Room 509F, HHH Building

Washington, D.C. 20201

1-800-368-1019

TTY: 1-800-537-7697

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

No Retaliation

We will not retaliate against you for:

1. Filing a complaint
2. Exercising your rights
3. Opposing improper uses
4. Participating in investigations

Changes to This Notice

We reserve the right to change this Notice. Revised notices will be:

1. Posted on our website
2. Available in our office
3. Provided upon request
4. Effective for all information we maintain

Authorization Requirements

When We Need Your Written Permission

1. Marketing purposes
2. Sale of health information
3. Most psychotherapy notes
4. Other uses not described in this Notice

Revoking Authorization

You may revoke authorization:

1. In writing at any time
2. Except where we've already acted
3. Subject to legal requirements

Data Retention

We retain your health information:

1. As required by law
2. Minimum of 7 years (California)
3. Longer for minors
4. Per professional standards

Questions and More Information

For questions about this Notice or our privacy practices:

Virtual Concierge MD Privacy Officer

Phone: (310) 275-8377

Email: privacy@virtualconciergemd.com

Effective for all Virtual Concierge MD locations and services.

Receipt Acknowledgment

By receiving services from Virtual Concierge MD, you acknowledge receipt of this HIPAA Privacy Notice.

This Notice applies to all services provided by Theressia L. Washington, MD, P.C. dba Virtual Concierge MD, TessMD Health, Tess Washington MD, and Dr. Tess of Beverly Hills.