REPRODUCTIVE SPECIALISTS OF THE CAROLINAS

PATIENT PRIVACY POLICY / NOTICE OF PRIVACY PRACTICES (HIPAA)

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.

*- Last Updated: January 17, 2026

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1) Who This Notice Applies To

This Notice describes the privacy practices of Reproductive Specialists of the Carolinas (“RSC,” “we,” “us,” or “our”) and applies to protected health information (“PHI”) that we maintain about you.

“PHI” generally means information that identifies you and relates to your past, present, or future physical or mental health or condition, the health care you receive, or payment for that care.

This Notice applies to our physicians, advanced practice providers, nurses, staff, trainees, and other workforce members, and to our business associates (vendors) who help us provide services and must protect your information.

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2) Our Legal Duties

We are required by law to:

• Maintain the privacy and security of your PHI.
• Provide you with this Notice describing our legal duties and privacy practices.
• Follow the terms of the Notice currently in effect.
• Notify you following a breach of unsecured PHI as required by law.

We reserve the right to change this Notice and make the new provisions effective for PHI we maintain. If we materially change this Notice, we will update our posted notice and make the revised notice available upon request.

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3) How We May Use and Disclose Your PHI (Without Your Written Authorization)

HIPAA allows us to use and disclose your PHI for certain purposes, including for treatment, payment, and health care operations (“TPO”).

A. Treatment (Example Uses/Disclosures)

We may use and disclose your PHI to provide, coordinate, or manage your care.
Examples:

• Sharing information with physicians, nurses, embryology/laboratory personnel, and other clinical staff involved in your fertility care.
• Referring you to another provider (e.g., genetics, maternal-fetal medicine, urology) and sending information needed for the referral.
• Coordinating medications with pharmacies or specialty pharmacies.

B. Payment (Example Uses/Disclosures)

We may use and disclose your PHI to bill and collect payment for services.
Examples:

• Submitting claims to your health plan and responding to requests for medical necessity documentation.
• Verifying eligibility, benefits, and prior authorizations.
• Billing you for balances due or establishing payment plans.

C. Health Care Operations (Example Uses/Disclosures)

We may use and disclose your PHI for business and clinical operations needed to run our practice and improve quality.

Examples:

• Quality assessment and improvement activities.
• Training and credentialing of staff.
• Accreditation, licensing, compliance, auditing, and risk management.
• Business planning and administrative activities.

D. Appointment Reminders, Care Coordination, and Health-Related Communications

We may contact you to remind you of appointments, provide instructions, discuss test results, recommend treatment options, or inform you of health-related services.

E. Individuals Involved in Your Care

Unless you object, we may disclose relevant PHI to a family member, partner, friend, or other person you identify who is involved in your care or payment for your care.

You may tell us who may (or may not) receive information, and your preferences will be documented when feasible.

F. Disclosures Required by Law and for Public Benefit

We may use or disclose PHI without your authorization in certain situations, such as:

• As required by federal or state law (including certain reporting requirements).
• Public health activities (e.g., reporting certain conditions, adverse events, or other public health matters as required).
• Health oversight activities (e.g., audits, investigations, inspections, or licensure actions by government agencies).
• Judicial and administrative proceedings (e.g., in response to a valid court order, subpoena, or other lawful process, as permitted/required).
• Law enforcement purposes, under limited conditions permitted by law.
• Coroners, medical examiners, and funeral directors, as permitted/required.
• To avert a serious threat to health or safety, as permitted by law.
• Workers’ compensation, as permitted/required by law.
• Military and national security activities, as permitted by law.

G. Business Associates (Vendors)

We may disclose PHI to vendors who perform services for us (for example, billing services, EHR/portal providers, IT support, secure document storage, labs, and certain analytics/security services). These vendors must protect PHI and are subject to HIPAA obligations when acting as our business associates.

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4) Uses and Disclosures That Require Your Written Authorization

We will obtain your written authorization before using or disclosing your PHI for purposes that require authorization under HIPAA.

In general, we will ask for your written authorization for:

• Marketing communications when authorization is required by law.
• Sale of PHI (we do not sell PHI).
• Psychotherapy notes (if applicable).
• Any other use or disclosure not described in this Notice, unless permitted or required by law.

You may revoke an authorization at any time in writing, except to the extent we have already acted on it or where revocation is not permitted by law.

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5) Special Considerations in Fertility Care / Family-Building Arrangements

Fertility care may involve additional individuals and sensitive information (e.g., partners, donors, gestational carriers, genetic testing, embryos, and reproductive tissue).

• We will follow applicable law and our consent processes before sharing information among intended parents/partners, donors, or gestational carriers.
• When multiple individuals’ information is involved, we may need written directions and/or consents to clarify who may receive information.
• If you have questions about information sharing in these circumstances, please contact our Privacy Officer.

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6) Additional Protections Under Other Laws (Including Certain Substance Use Disorder Records)

Some information we receive may be subject to additional privacy protections under federal or state law.

If we receive substance use disorder treatment records that are protected by 42 CFR Part 2, those records may have additional restrictions on how they can be used and disclosed, including limitations on use/disclosure in certain legal proceedings against the individual, unless specific legal requirements are met.

If a stricter law applies to certain information, we will follow the stricter requirements.

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7) Your Rights Regarding Your PHI

You have the following rights, subject to certain legal requirements:

A. Right to Request Restrictions

You may request that we restrict certain uses and disclosures of your PHI.
We are not required to agree to all requested restrictions.

Important: If you pay out-of-pocket in full for a specific item or service, you may request that we not disclose PHI about that item or service to your health plan for payment or health care operations, and we will comply with that request unless a law requires disclosure.

B. Right to Request Confidential Communications

You may request that we contact you in a specific way or at a specific location (for example, only at a work number or via mail). We will accommodate reasonable requests.

C. Right to Inspect and Obtain a Copy

You may request access to inspect and obtain a copy of your PHI, including an electronic copy when available. We may charge a reasonable, cost-based fee as permitted by law.

D. Right to Request an Amendment

If you believe PHI we maintain about you is incorrect or incomplete, you may request an amendment. We may deny your request in certain circumstances, but we will provide a written explanation.

E. Right to an Accounting of Disclosures

You may request an accounting (a list) of certain disclosures of your PHI as permitted by law.

F. Right to a Paper Copy

You have the right to obtain a paper copy of this Notice at any time, even if you have agreed to receive it electronically.

G. Right to Be Notified of a Breach

You have the right to be notified if we discover a breach of your unsecured PHI, as required by law.

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8) Communication Preferences (Email, Text, Phone)

If you provide contact information and consent to be contacted by phone, text, email, or patient portal message, we may communicate with you using those methods for scheduling, care coordination, billing, and other operational needs.

If you prefer not to use certain communication methods, tell us and we will document your preferences when feasible.

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9) Questions, Complaints, and Contact Information

If you have questions about this Notice or believe your privacy rights have been violated, you may contact our Privacy Officer. You may also file a complaint with the U.S. Department of Health and Human Services, Office for Civil Rights.

We will not retaliate against you for filing a complaint.

Privacy Officer (or Designee)

Reproductive Specialists of the Carolinas
1918 Randolph Rd, Suite 410
Charlotte, NC 28207-1109


Phone (704) 247-2209
Email info: [email protected]