Privacy Policy

VERITAS POINTE PRIVACY POLICY

Last Updated: May 04, 2025

INTRODUCTION

Welcome to Veritas Pointe (“we,” “our,” or “us”). We are committed to protecting your privacy and the confidentiality of your health information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website at www.veritaspointe.com, use our services, or engage with us in any way.

As a behavioral health medication management provider, we understand the sensitive nature of the information you share with us. We take our responsibilities under applicable privacy laws, including the Health Insurance Portability and Accountability Act of 1996 (HIPAA), very seriously.

INFORMATION WE COLLECT

Personal Information

We may collect various types of personal information from you, including:

• Name, address, email address, and phone number
• Date of birth and demographic information
• Insurance information and payment details
• Medical history and health information
• Prescription and medication information
• Communication preferences

Protected Health Information (PHI)

As a healthcare provider, we collect and maintain Protected Health Information (PHI) as defined by HIPAA. This includes any information that relates to:

• Your past, present, or future physical or mental health condition
• The provision of healthcare to you
• Payment for healthcare services provided to you

Technical Information

When you visit our website, we may automatically collect certain information, including:

• IP address and browser type
• Device information
• Pages you view on our website
• Time spent on those pages
• Referring website addresses
• Other browsing statistics

HOW WE USE YOUR INFORMATION

Healthcare Services

• To provide personalized behavioral medication management services
• To communicate with you about your treatment plan
• To coordinate care with other healthcare providers (with your consent)
• To facilitate appointment scheduling and reminders

Administrative Purposes

• To process payments and insurance claims
• To improve our services and patient experience
• To send important notices and updates about our services
• To respond to your inquiries and support requests

Legal and Safety Purposes

• To comply with applicable laws and regulations
• To respond to lawful requests from public authorities
• To protect our rights, privacy, safety, or property
• To detect and prevent fraud or security incidents

HOW WE PROTECT YOUR INFORMATION

HIPAA Compliance

We are committed to maintaining compliance with HIPAA regulations. This includes:

• Implementing policies and procedures to protect PHI
• Providing regular training to our workforce on privacy practices
• Maintaining Business Associate Agreements with service providers who access PHI
• Conducting regular risk assessments of our privacy and security practices

Technical Safeguards

We employ robust security measures to protect your information, including:

• Industry-standard encryption for data transmission (SSL/TLS)
• Secure Electronic Health Record (EHR) system with role-based access controls
• Multi-factor authentication for system access
• Secure cloud infrastructure with data backup and disaster recovery capabilities
• Regular security patches and updates to all systems
• Intrusion detection and prevention systems
• Audit logging and monitoring of system activities

Physical Safeguards

To protect physical records and devices containing PHI, we maintain:

• Secure, monitored facilities with restricted access
• Locked storage for any physical records
• Secure disposal methods for documents containing PHI
• Device encryption and remote wipe capabilities for mobile devices

Administrative Safeguards

Our administrative security measures include:

• Comprehensive HIPAA privacy and security policies
• Regular staff training on privacy and security
• Background checks for employees
• Formal incident response procedures
• Periodic security risk assessments
• Designated Privacy and Security Officers

INFORMATION SHARING AND DISCLOSURE

We may share your information in the following circumstances:

With Your Consent

• When you explicitly authorize us to share your information
• With other healthcare providers involved in your care

For Treatment, Payment, and Healthcare Operations

• With insurance companies for billing purposes
• With pharmacies to facilitate prescription fulfillment
• With laboratories for test results

Business Associates

• With third-party service providers who need access to your information to perform services on our behalf (e.g., EHR vendors, billing services)
• All business associates are required to maintain the privacy and security of your information through legally binding agreements

As Required by Law

• In response to a court order, subpoena, or other legal process
• For public health activities (e.g., reporting to the CDC)
• For health oversight activities
• To prevent a serious threat to health or safety

YOUR RIGHTS REGARDING YOUR INFORMATION

Under HIPAA and other applicable laws, you have certain rights regarding your health information:

Right to Access

• You have the right to inspect and obtain a copy of your health records

Right to Amend

• You can request corrections to your health information if you believe it is incorrect or incomplete

Right to an Accounting of Disclosures

• You can request a list of disclosures we’ve made of your health information

Right to Request Restrictions

• You can ask us to limit the information we share about you

Right to Confidential Communications

• You can request that we communicate with you in a specific way or at a specific location

Right to a Paper Copy of This Notice

• You can request a paper copy of this privacy policy at any time

Right to File a Complaint

• You can file a complaint if you believe your privacy rights have been violated

WEBSITE PRIVACY PRACTICES

Cookies and Tracking Technologies

Our website may use cookies and similar tracking technologies to enhance your browsing experience. These technologies may collect information about your browsing actions and patterns, including:

• Pages visited and links clicked
• Preferred settings and configurations
• Browser type and operating system
• Referral URLs and time spent on our website

You can control cookies through your browser settings. However, disabling cookies may limit your ability to use certain features of our website.

Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these websites. We encourage you to review the privacy policies of any third-party sites you visit.

Google Analytics

We may use Google Analytics to help us understand how visitors use our website. Google Analytics uses cookies to collect information about website usage. For more information about how Google Analytics collects and processes data, please visit: Google Privacy & Terms.

CALIFORNIA PRIVACY RIGHTS

If you are a California resident, you have certain rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA), including:

• The right to know what personal information we collect
• The right to request deletion of your personal information
• The right to opt-out of the sale of your personal information
• The right to non-discrimination for exercising your privacy rights

Please note that HIPAA-protected health information is exempt from the CCPA/CPRA.

CHILDREN’S PRIVACY

Our website and online services are not primarily directed to children under 13 years of age, although we provide healthcare services to patients of all ages. If we have actual knowledge that a website user is under 13 years of age, we will only collect, use, or disclose their personal information after obtaining verifiable parental consent in accordance with the Children’s Online Privacy Protection Act (COPPA).

We may determine a website user is under 13 if they provide age information such as a birth date or respond to questions in a way that indicates they are under 13. If we discover we have collected information from a child under 13 without proper parental consent, we will delete that information promptly.

For minor patients (under 18 years of age) who receive our healthcare services, we comply with all applicable laws regarding parental/guardian consent and the privacy of minors’ health information.

Parents can review, edit, request the deletion of, or refuse further collection or use of their child’s personal information by contacting us using the information provided in the Contact Information section of this policy.

CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will post the revised policy on our website with an updated revision date. We encourage you to review this policy regularly.

For significant changes, we may provide additional notice, such as a prominent website announcement or an email notification.

BREACH NOTIFICATION

In the event of a breach of unsecured protected health information, we will:

• Notify affected individuals without unreasonable delay (and no later than 60 days following discovery)
• Provide information about what happened, what information was involved, steps individuals should take, what we are doing to investigate and mitigate harm, and who to contact for more information
• Notify the Department of Health and Human Services and, in certain cases, the media

CONTACT INFORMATION

If you have questions or concerns about this Privacy Policy or our privacy practices, please contact our Privacy Officer:

Privacy Officer Veritas Pointe 6330 Newtown Rd. Norfolk, VA 23502

Phone: (757) 544-9978 Email: support@veritaspointe.com

EFFECTIVE DATE

This Privacy Policy is effective as of April 03, 2025.