Privacy Policy & Notice of Privacy Practices (HIPAA)
Effective Date: 08-28-2026
Last Updated: 08-28-2026
Wave Medical Center ("we," "our," or "us") is dedicated to protecting the privacy, confidentiality, and security of your personal and medical information. This document outlines our online privacy practices and incorporates our official Notice of Privacy Practices under the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and the Health Information Technology for Economic and Clinical Health Act (HITECH).
1. Protected Health Information (PHI) & HIPAA Compliance
Under HIPAA, Protected Health Information (PHI) includes any individually identifiable health information relating to your past, present, or future physical or mental health condition, the provision of healthcare to you, or payment for healthcare services.
We are legally required to:
Maintain the privacy and security of your PHI.
Provide you with this notice detailing our legal duties and privacy practices regarding PHI.
Notify you promptly following a breach of your unsecured PHI.
Abide by the terms of the Notice of Privacy Practices currently in effect.
2. How We Collect Information
We collect information directly from you and automatically through your interactions with our website and facility:
Directly Provided Information: Names, phone numbers, email addresses, physical addresses, dates of birth, medical histories, insurance card details, referral notes, and prescription requests submitted via our intake forms, appointment schedulers, or contact portals.
Clinical Records: Diagnostic evaluations, physical therapy progress notes, occupational therapy records, hyperbaric oxygen therapy logs, and pharmacy fulfillment history.
Technical & Website Data: IP addresses, browser types, device identifiers, and site usage data collected via cookies and analytics to ensure site functionality and security.
3. How We Use and Disclose Your Health Information
We use and disclose your PHI without your written authorization only for the following primary purposes:
Treatment: Our physicians, physical therapists, occupational therapists, hyperbaric technicians, and clinical staff share your health data to coordinate, diagnose, and execute your care plan.
Payment & Insurance Verification: We provide necessary medical codes, clinical records, and billing details to your health insurance provider, Medicare, Medicaid, or third-party payers to verify benefits, obtain pre-authorizations, and process claims.
Healthcare Operations: We use health records to evaluate clinical outcomes, train staff, conduct quality assurance assessments, and manage day-to-day administrative operations.
Patient Transportation: Address, scheduling times, and basic mobility assistance requirements are shared with our internal transportation coordination team to provide door-to-door pick-up and drop-off.
Pharmacy Delivery Services: Prescription details, delivery addresses, and recipient contact information are utilized by our pharmacy team to dispense and deliver medications safely to your home.
Appointment Reminders & Operational Updates: We may contact you via phone, SMS, or email to confirm scheduled therapy sessions, transit pick-up windows, or prescription refills.
4. Permitted or Required Disclosures Under Law
We may share your PHI without your explicit authorization when required by federal, state, or local law for:
Public Health Oversight: Reporting communicable diseases, adverse medication reactions, or regulatory compliance reviews.
Health & Safety Threats: Preventing or minimizing an imminent threat to the health or safety of you or others.
Judicial & Administrative Proceedings: Responding to valid court orders, subpoenas, or discovery requests.
Workers' Compensation: Complying with state laws governing workplace injury compensation programs.
5. Your Rights Regarding Your Health Information
Under HIPAA and applicable state privacy laws, you possess the following rights:
Right to Inspect and Copy: You have the right to review and obtain paper or electronic copies of your medical records and billing files.
Right to Amend: If you believe information in your record is incorrect or incomplete, you may submit a written request asking us to amend the record.
Right to an Accounting of Disclosures: You may request a list detailing certain non-routine disclosures of your PHI made by our facility.
Right to Request Restrictions: You have the right to request limits on how we use or share your PHI for treatment, payment, or operations. While we are not always required to agree, we must honor requests to restrict disclosures to a health plan if the service was paid for entirely out of pocket.
Right to Confidential Communications: You can ask us to contact you using specific methods (e.g., cell phone only) or at alternative locations (e.g., work address).
Right to a Paper Copy: You may obtain a paper copy of this privacy notice at any time upon request, even if you agreed to receive it electronically.
6. Digital Privacy, Cookies, and Tracking
Cookies & Analytics: We use standard web cookies to optimize navigation, analyze traffic trends, and secure online forms. Cookies do not contain sensitive PHI.
Third-Party Service Providers: Web hosting platforms, encrypted form processors, and IT vendors operate under strict Business Associate Agreements (BAAs), legally binding them to the same HIPAA security safeguards that we maintain.
No Marketing Sales: We strictly prohibit selling, renting, or leasing your personal information, email address, or PHI to external advertisers or commercial entities.
7. Data Security Safeguards
We implement industry-standard administrative, technical, and physical safeguards to prevent unauthorized access, alteration, or disclosure of data. This includes:
End-to-end SSL/TLS encryption for all website form submissions.
Encrypted databases and secure electronic health record (EHR) systems.
Role-based access controls limiting data visibility strictly to authorized personnel.
8. Changes to This Privacy Policy
We reserve the right to revise this Privacy Policy and Notice of Privacy Practices to reflect updates in legal statutes, technological infrastructure, or clinical workflows. Updated policies will be posted to this website with an updated "Last Updated" date and made available at our clinic.
9. Privacy Inquiries and Filing a Complaint
If you believe your privacy rights have been violated, or if you have questions regarding this policy, you may file a complaint directly with our Privacy Officer or with the U.S. Department of Health and Human Services (HHS). We will not retaliate against you in any way for filing a complaint.
Facility Name: Wave Medical Center
Mailing Address: 8260 W Flagler St Ste 2G, Miami, FL 33144
Phone: +17867833434
Privacy Email: office@wavemedicalcenter.org
U.S. Department of Health & Human Services: Office for Civil Rights (OCR), 200 Independence Avenue, S.W., Washington, D.C. 20201 | Phone: 1-877-696-6775