HIPPA Privacy Policy

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NOTICE OF PRIVACY PRACTICES

On Time Medical Supplies, Inc.

Effective Date: 12/01/2025

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.

1. Our Commitment to Your Privacy

On Time Medical Supplies, Inc. (“we,” “our,” or “the Company”) is committed to protecting the privacy and security of your Protected Health Information (PHI).

We are required by law to:

• Maintain the privacy of your PHI
• Provide you this Notice explaining our legal duties and privacy practices
• Follow the terms of the Notice currently in effect
• Notify you following a breach of unsecured PHI

2. How We May Use and Disclose Your PHI

We may use or disclose your PHI without your written authorization for the following purposes:

A. Treatment

To provide, coordinate, or manage your DME services, including:

• Contacting your physician
• Delivering and setting up equipment
• Providing education on safe and proper equipment use
• Communicating with caregivers involved in your care

B. Payment

To obtain reimbursement and verify benefits with:

• Medicare
• Medicaid
• Private insurance
• Third-party payers
• This may include prior authorizations, claims submissions, audits, or eligibility checks.

C. Healthcare Operations

For internal quality, safety, and compliance activities such as:

• Accreditation audits
• Quality improvement
• Staff training
• Customer service
• Complaint resolution
• Regulatory compliance (MEDICARE, DCH, etc.)

D. When Required by Law

We may disclose PHI when required by any federal, state, or local law.

3. Other Allowed Uses and Disclosures

Your PHI may also be shared with:

• Public health authorities

For reporting device malfunctions or safety issues.

• Health oversight agencies

Such as Medicare, Medicaid, auditors, or accreditation bodies.

• Law enforcement

In limited situations such as court orders or legal investigations.

• Coroners or medical examiners

As needed to complete their official duties.

• Workers’ compensation programs

As allowed by law.

• Business associates

Who perform functions for us (billing services, delivery partners, IT vendors).

All business associates must sign a HIPAA Business Associate Agreement (BAA).

4. Uses and Disclosures Requiring Your Written Authorization

We must obtain your written permission before:

• Using PHI for marketing (except face-to-face communications or small items)
• Selling PHI
• Sharing psychotherapy notes
• Any use not described in this Notice

You may revoke your authorization in writing at any time.

5. Your Rights Regarding Your PHI

You have the right to:

A. Request Restrictions

Request limits on how we use or share your PHI.

(We are not required to agree, except when you pay fully out-of-pocket.)

B. Request Confidential Communications

Specify how we contact you—for example at a certain phone number or mailing address.

C. Inspect and Obtain Copies of Your PHI

You may request copies of your medical and billing records.

D. Request an Amendment

Ask us to correct or update information you believe is incomplete or inaccurate.

E. Receive an Accounting of Disclosure

Request a list of certain non-routine disclosures made during the past six years.

F. Receive a Paper Copy of This Notice

Even if you agreed to electronic delivery.

G. Receive Breach Notification

You will be notified promptly if a breach compromises your PHI.

6. Our Responsibilities

On Time Medical Supplies, Inc. is required to:

• Maintain the confidentiality of your PHI
• Provide this Notice and abide by its terms
• Notify you of any security breach affecting your PHI
• Only use or disclose PHI as allowed by HIPAA

We will not use or share your information other than as described here unless you give written authorization

7. Changes to This Notice

We may revise this Notice at any time.

Updated versions will be:

• Posted in our office
• Provided upon request
• Applied to all PHI we maintain

8. How to File a Complaint

You may file a complaint without fear of retaliation.

Privacy Officer – On Time Medical Supplies, Inc.

Name: Andrew Julian

Phone: 229-461-4873

Address: 2959 Cherokee St. NW Ste 103-D Kennesaw, GA 30144

Email: andrew@flowxmedical.com

U.S. Department of Health & Human Services

Office for Civil Rights (OCR)

Phone: 1-800-368-1019

Website: https://www.hhs.gov/ocr/privacy/