THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.
Effective Date: October 22, 2026
At Audiology & Hearing Services of Charlotte, your trust matters to us as much as your hearing does. We are required by law to protect the privacy of your health information, and we take that responsibility seriously. This notice explains how we may use and share your information, your rights, and how to reach us with questions.
Our Responsibilities
We are required by law to:
- Maintain the privacy and security of your protected health information (PHI)
- Give you this notice of our legal duties and privacy practices
- Follow the terms of the notice currently in effect
- Notify you promptly if a breach occurs that may have compromised the privacy or security of your information
We will not use or share your information other than as described here unless you tell us we can in writing. If you give us permission, you may change your mind at any time by letting us know in writing.
How We May Use and Share Your Health Information
For treatment. We use your health information to evaluate your hearing, fit and program hearing aids, and provide ongoing care. We may share it with other professionals involved in your care, such as your primary care physician, an ENT, or a neurologist we refer you to.
For payment. We may use and share your information to bill and get paid by health plans or other payers. For example, we may give your insurance company information about your hearing evaluation so they can process a claim.
For health care operations. We may use and share your information to run our practice, improve your care, train staff, and contact you when necessary. For example, we may review records to make sure our services meet our standards of care.
Appointment reminders and follow-up. We may contact you by phone, text, email, or mail to remind you of appointments, follow up on your hearing aids, or tell you about treatment options and health-related services that may interest you.
Business associates. We may share information with outside companies that perform services for us, such as billing, IT support, or hearing aid manufacturers processing repairs and warranties. These companies must sign agreements to protect your information.
Family and friends involved in your care. Unless you object, we may share relevant information with a family member, caregiver, or friend who is involved in your care or helps pay for it. If you are unable to tell us your preference, we may share information if we believe it is in your best interest.
Other Ways We May Use or Share Your Information
We are allowed or required to share your information in other ways, usually to contribute to the public good. We must meet many conditions in the law before we can share it for these purposes:
- When required by law, including to the U.S. Department of Health and Human Services if it wants to confirm we are complying with federal privacy law
- Public health and safety, such as reporting adverse reactions to devices, product recalls, suspected abuse or neglect, or preventing a serious threat to someone's health or safety
- Health oversight activities, such as audits, inspections, and licensure reviews
- Lawsuits and legal actions, in response to a court or administrative order, or a subpoena that meets legal requirements
- Law enforcement, for limited purposes allowed by law
- Medical examiners, coroners, and funeral directors when an individual dies
- Organ and tissue donation requests
- Research, when approved through a process that protects your privacy
- Workers' compensation claims, as allowed by law
- Specialized government functions, such as military, national security, and presidential protective services
If North Carolina or South Carolina law gives your information greater protection than federal law, we will follow the stricter law.
Uses That Require Your Written Permission
We will never do the following unless you give us written permission:
- Use or share your information for marketing purposes
- Sell your information
- Share psychotherapy notes, in the rare case we hold them
If we ever contact you for fundraising, you have the right to opt out, and we will honor that request.
Substance Use Disorder Records
We do not provide substance use disorder treatment. If we ever receive records from a federally assisted substance use disorder treatment program that are protected by 42 CFR Part 2, we will use and share them only as Part 2 allows, which may be more limited than what HIPAA allows. These records will not be used or shared in any civil, criminal, administrative, or legislative proceeding against you unless you give written consent or a court issues an order that meets Part 2's requirements and includes a subpoena or similar legal mandate.
Information Shared With Others
When we share your health information as permitted by law, the person or organization that receives it may share it again. Once that happens, the information may no longer be protected by federal privacy law.
Your Rights
When it comes to your health information, you have the right to:
Get a copy of your records. You can ask to see or get an electronic or paper copy of your health and hearing records. We will usually provide a copy or summary within 30 days of your request. We may charge a reasonable, cost-based fee.
Ask us to correct your records. If you believe information in your record is incorrect or incomplete, you can ask us to correct it. We may say no, but we will tell you why in writing within 60 days.
Request confidential communications. You can ask us to contact you in a specific way (for example, by cell phone instead of home phone) or at a different address. We will say yes to all reasonable requests.
Ask us to limit what we use or share. You can ask us not to use or share certain information for treatment, payment, or operations. We are not required to agree, and we may say no if it would affect your care. If you pay for a service or hearing aid out of pocket in full, you can ask us not to share that information with your health insurer, and we will say yes unless the law requires us to share it.
Get a list of those we have shared information with. You can ask for a list (accounting) of the times we have shared your information for up to six years before the date you ask, who we shared it with, and why. This list will not include disclosures for treatment, payment, and health care operations, or disclosures you asked us to make. We will provide one list a year for free.
Get a copy of this notice. You can ask for a paper copy at any time, even if you agreed to receive it electronically. Copies are also available at our front desk.
Choose someone to act for you. If you have given someone medical power of attorney, or if someone is your legal guardian, that person can exercise your rights and make choices about your health information.
How to Make a Request
To exercise any of these rights, please submit your request in writing to our Privacy Officer using the contact information below. Our team is happy to help you with the request form.
Complaints
If you believe your privacy rights have been violated, you may file a complaint with us by contacting our Privacy Officer. You may also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights by mail at 200 Independence Avenue, S.W., Washington, D.C. 20201, by calling 1-877-696-6775, or online at www.hhs.gov/ocr/complaints.
We will never retaliate against you for filing a complaint.
Changes to This Notice
We may change the terms of this notice, and the changes will apply to all information we have about you. The new notice will be available on our website, at our office, and upon request.
Contact Us
Audiology & Hearing Services of Charlotte
11121 Carmel Commons Blvd., STE 150
Charlotte, NC 28226
Phone: 704-412-7975
Online: Send us a message through the contact form on our website
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