A+ Kids Pediatrics – Privacy Policy & Notice of Privacy Practices

Effective Date: December 22, 2025

Location: 4200 S. Lake Forest Dr. Ste 100, McKinney, TX, 75070

1. Introduction & Our Commitment

A+ Kids Pediatrics is committed to protecting the privacy and confidentiality of your child’s protected health information (PHI). This Notice describes how we may use and disclose your child’s PHI for treatment, payment, and healthcare operations, as well as for other specified purposes permitted or required by law.

2. Information We Collect

We collect and maintain the following types of Protected Health Information (PHI):

• Personal identifiers (name, date of birth, address, phone number)
• Photos, video, and other visual media
• Medical history, diagnoses, treatment records, immunizations
• Insurance and billing information
• Test results, prescriptions, and referrals
• Guardian contact information and emergency contacts
• Visit notes and treatment plans

3. How We Use Your Information

We may use and disclose your child’s PHI for the following purposes:

1. Treatment: To provide, coordinate, or manage healthcare services, including sharing information with specialists, hospitals, or other healthcare providers involved in your child’s care.
2. Payment: To obtain payment for services rendered, including billing insurance companies, verifying coverage, and collecting co-pays or deductibles.
3. Healthcare Operations: For quality assurance, peer review, accreditation, training, business management, and improvement of our services.
4. Required by Law: When federal, state, or local law requires disclosure.
5. Public Health Activities: As required for public health reporting (immunizations, disease surveillance, etc.).
6. Health Oversight Activities: To health oversight agencies for audits, investigations, and licensing purposes.
7. Judicial/Administrative Proceedings: In response to court orders, subpoenas, or discovery requests.
8. Emergencies: To notify family members or guardians in emergency situations.
9. Specialized Government Functions: For military, national security, or correctional institution purposes if applicable.
10. Communications and Outreach: To communicate events, updates, educate, and raise awareness of our services and build support for the community.

3A. Detailed Disclosure Categories

In addition to the general uses described above, we may disclose your child’s Protected Health Information and Personal Information in the following specific circumstances:

Aggregated and De-identified Information

We may disclose aggregated information about our patient population, and information that does not identify any individual child or guardian, without restriction. This information may be used for community health assessments, quality improvement reporting, and public health statistics in compliance with HIPAA de-identification standards.

Clinic Personnel

We share Personal Information with our employees and personnel (such as contracted healthcare providers, medical assistants, and administrative staff) who have a need to know the information for treatment, payment, or healthcare operations purposes. All personnel are bound by confidentiality agreements and HIPAA training requirements.

Affiliated Healthcare Providers

If A+ Kids Pediatrics is part of a larger healthcare network or has affiliated providers, we may share Personal Information within our family of healthcare organizations for care coordination, quality improvement, and operational purposes. We will only share information that is necessary for these purposes.

Healthcare Service Providers

We disclose your Personal Information to service providers that support our healthcare operations, including but not limited to:

• Electronic Health Record (EHR) system providers and IT support
• Medical billing and coding services
• Laboratory and diagnostic testing facilities
• Pharmacy services and prescription management systems
• Medical supply and equipment vendors
• Accreditation and quality assurance organizations
• Shredding and secure disposal services

These providers (known as “Business Associates” under HIPAA) are required to sign agreements obligating them to protect your information.

Business Associates and Partners

We may disclose Personal Information to trusted business partners who assist in providing healthcare services, such as:

• Specialists we refer your child to for continuing care
• Hospitals or emergency facilities in case of urgent care needs
• School health programs (with your authorization)
• Immunization registries as required by Texas law
• Public health authorities for disease reporting

Legal Obligation or Safety Reasons

We may disclose Personal Information when we have a good faith belief that disclosure is reasonably necessary to:

• Comply with any requirement of law, regulation, legal process, or enforceable governmental request (including court orders, subpoenas, and Texas reporting requirements for child abuse, neglect, or contagious diseases)
• Respond to a legally valid request from law enforcement
• Enforce or investigate potential violations of any agreement you have with us
• Detect, prevent, or otherwise respond to fraud, security breaches, or technical concerns
• Support auditing, compliance, and accreditation functions
• Prevent or lessen a serious and imminent threat to your child’s health and safety or the health and safety of the public

Emergency Situations

We may disclose your child’s information to your family members, guardians, or other persons involved in their care during medical emergencies, or to disaster relief organizations to help locate family members.

Minors and Guardianship

For divorced or separated parents, we will release information in accordance with court orders and Texas law. We may limit disclosure if we believe release could endanger the child.

Merger or Change of Control

In the event that A+ Kids Pediatrics is involved in a merger, acquisition, sale of assets, or any other transaction involving a change of control, including but not limited to bankruptcy proceedings, your child’s Personal Information may be transferred as part of that transaction. Where legally required, we will provide you with notice prior to such transfer and ensure the new entity agrees to maintain the protections described in this Notice.

Your Explicit Request

We will disclose Personal Information to third parties when explicitly requested by you or with your written authorization, or for the purposes for which you disclosed the Personal Information to us as indicated at the time of disclosure.

4. Uses Requiring Your Written Authorization

We will obtain your written authorization before using or disclosing your child’s PHI for:

• Marketing Purposes
• Sale of PHI
• Psychotherapy notes (if applicable)
• Any purpose not described in this Notice

You may revoke authorization in writing at any time, except to the extent we have already acted on it.

5. Your Rights Regarding Your Child’s Health Information

You have the right to:

1. Inspect and Copy: Request access to your child’s PHI with limited exceptions. We may charge a reasonable fee for copies.
2. Request Restrictions: Ask us to limit how we use or disclose your child’s PHI for treatment, payment, or healthcare operations. We are not required to agree but will consider all reasonable requests.
3. Confidential Communications: Request that we communicate with you at alternative locations or via alternative methods (e.g., specific phone number, email).
4. Request Amendments: Request corrections to your child’s PHI. We may deny the request under certain circumstances but will provide a written explanation.
5. Accounting of Disclosures: Request a list of certain disclosures of your child’s PHI made within the past six years (excluding disclosures for treatment, payment, healthcare operations, and certain other exceptions).
6. Breach Notification: Receive notification in the event of a breach of unsecured PHI.
7. Our Responsibilities

We are required by law to:

• Maintain the privacy and security of your child’s PHI
• Provide you with this Notice of our legal duties and privacy practices
• Abide by the terms of this Notice
• Notify you following a breach of unsecured PHI
• Accommodate reasonable requests regarding communication methods

We reserve the right to change this Notice and our privacy practices at any time, making the new Notice effective for all PHI we maintain. We will post any revised Notice in our office and on our website.

7. Security Measures

We implement administrative, physical, and technical safeguards to protect your child’s PHI:

• Secure electronic health record systems with encrypted data transmission
• Password-protected systems with role-based access controls
• Staff training on privacy and security protocols
• Locked file cabinets for paper records
• Secure disposal procedures for PHI

8. Minors’ Privacy

For patients under 18, we recognize that parents/guardians generally have the right to access their child’s PHI. However, under Texas law, certain sensitive services (such as reproductive health, mental health, or substance abuse treatment) may have special confidentiality protections for adolescents. We will comply with all applicable state and federal laws regarding minor confidentiality.

9. Website and Digital Communications

If you use our patient portal, website, or email communications:

• We use secure, encrypted systems for transmitting PHI
• Communications via standard email/text are not secure; we will obtain your consent before using these methods
• Our website may use cookies; you can adjust browser settings to manage preferences
• We do not sell patient data to third parties

10. Contact Information

For questions about this Notice or to exercise your rights, please contact:

Privacy Officer at:
A+ Kids Pediatrics
4200 S. Lake Forest
McKinney, TX 75070

Kirk Otis
Phone: (214) 592-0356
Email: [email protected]

11. Filing a Complaint

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

• With us: Contact our Privacy Officer at the information above
• With the federal government: U.S. Department of Health and Human Services, Office for Civil Rights