HIPAA Compliant
# Notice of Privacy Practices
Effective Date: January 1, 2026 · Last Updated: January 1, 2026
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.
SwiftCareMD is required by the Health Insurance Portability and Accountability Act of 1996 ("HIPAA") and its implementing regulations to maintain the privacy of your Protected Health Information ("PHI"), to provide you with this Notice of our legal duties and privacy practices with respect to your PHI, and to follow the terms of this Notice currently in effect.
This Notice applies to all medical records and other PHI that SwiftCareMD creates, receives, maintains, or transmits in connection with the telehealth services we provide.
We are required by law to:
The following categories describe the ways we may use and disclose your PHI without your written authorization:
We may use and disclose your PHI to provide, coordinate, or manage your healthcare and related services. For example, your physician reviews the symptoms and medical history you submit through our platform to evaluate your condition and determine whether medical absence documentation is clinically appropriate. We may also share your PHI with other healthcare providers involved in your care if necessary.
We may use and disclose your PHI for payment activities, including processing fees, billing, and collections. While SwiftCareMD does not bill insurance, we may use limited information to process your payment through our payment processor (Stripe) and to issue receipts and refunds.
We may use and disclose your PHI for our healthcare operations, which include:
When an employer, school, or other authorized party contacts SwiftCareMD to verify the authenticity of a medical absence note, we may confirm or deny the existence of the note and its validity. We will not disclose the specific medical reason for the absence without your written authorization. Our verification process is designed to protect your privacy while confirming the legitimacy of the documentation.
We may use or disclose your PHI when required to do so by federal, state, or local law. This includes disclosures to public health authorities for disease prevention, to law enforcement in certain limited circumstances, and in response to a valid court order or subpoena.
We may disclose your PHI to public health authorities for purposes such as preventing or controlling disease, injury, or disability; reporting births, deaths, and certain conditions as required by law; and reporting adverse reactions to medications or products.
We may disclose your PHI to a health oversight agency for activities authorized by law, including audits, investigations, inspections, and licensure actions.
We may disclose your PHI in response to a court order or administrative tribunal. We may also disclose PHI in response to a subpoena, discovery request, or other lawful process, provided that we receive satisfactory assurance that reasonable efforts have been made to notify you or to secure a protective order.
We may use or disclose your PHI when necessary to prevent or lessen a serious and imminent threat to your health or safety, or the health or safety of the public or another person.
We may disclose the PHI of a deceased individual to a coroner, medical examiner, or funeral director as necessary for them to carry out their duties. We may also disclose PHI to family members or others involved in the decedent's care or payment prior to death, unless doing so would be inconsistent with any prior expressed preference of the individual.
We will obtain your written authorization before using or disclosing your PHI for purposes not described in this Notice, including:
You may revoke any authorization you have given at any time by submitting a written request to our Privacy Officer. Your revocation will not affect any uses or disclosures made in reliance on your authorization before we received your revocation.
Under HIPAA, you have the following rights with respect to your PHI:
You have the right to inspect and obtain a copy of your PHI maintained by SwiftCareMD, including medical records, billing records, and other records used to make decisions about your care. Your request must be in writing. We will respond within 30 days of receiving your request. We may charge a reasonable, cost-based fee for copies. In certain limited circumstances permitted by law, we may deny your request, and if so, you may request a review of that denial.
You have the right to request that we amend your PHI if you believe the information is incorrect or incomplete. Your request must be in writing and must include the reason for the amendment. We may deny your request if the information was not created by SwiftCareMD, is not part of the records we maintain, is accurate and complete, or is not available for inspection. If we deny your request, we will provide you with a written explanation.
You have the right to request a list of certain disclosures we have made of your PHI. This accounting will not include disclosures made for treatment, payment, or healthcare operations, or disclosures you authorized in writing. Your request must be in writing and must specify a time period of no more than six years prior to the date of the request. The first accounting in any 12-month period is free; we may charge a reasonable fee for additional requests.
You have the right to request that we restrict how we use or disclose your PHI for treatment, payment, or healthcare operations. You may also request restrictions on disclosures to family members or others involved in your care. We are not required to agree to your request, except that we must agree to restrict disclosures to a health plan if the disclosure is for payment or healthcare operations purposes and the PHI pertains to a service for which you have paid out of pocket in full.
You have the right to request that we communicate with you about your health information in a certain way or at a certain location. For example, you may ask that we send your medical note to a specific email address. We will accommodate all reasonable requests. Your request must be in writing and must specify the alternative means or location for communication.
You have the right to obtain a paper copy of this Notice at any time, even if you previously agreed to receive it electronically. To obtain a paper copy, contact our Privacy Officer using the information below.
You have the right to be notified in the event of a breach of your unsecured PHI. If a breach occurs, we will notify you in writing within 60 days of discovering the breach, as required by HIPAA and applicable state law.
If you believe your privacy rights have been violated, you have the right to file a complaint:
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With SwiftCareMD: Contact our Privacy Officer at
privacy@swiftcaremd.com
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With the U.S. Department of Health and Human Services (HHS): You may file a complaint with the Office for Civil Rights by visiting
www.hhs.gov/ocr/complaints
or by calling 1-800-368-1019
We will not retaliate against you for filing a complaint.
We reserve the right to change the terms of this Notice and to make the new provisions effective for all PHI we maintain, including PHI created or received before the change. When we make a material change to this Notice, we will post the revised Notice on our platform and update the Effective Date. You may request a copy of the current Notice at any time by contacting our Privacy Officer.
To exercise any of your rights, request information, or file a complaint, please contact:
SwiftCareMD Privacy Officer
Email: privacy@swiftcaremd.com
Email: support@swiftcaremd.com
Mail: SwiftCareMD, Attn: Privacy Officer, 100 S. Ashley Drive, Suite 600, Tampa, FL 33602
All written requests should include your full name, date of birth, contact information, and a description of your request. We will respond to all requests within 30 days unless an extension is necessary, in which case we will notify you in writing.