Notice of Privacy Practices
Your protected health information (PHI) includes information that identifies you and relates to your past, present, or future physical health condition, health care services provided to you, or payment for those services. This includes your name, address, date of birth, Social Security number, diagnosis codes, treatment records, and billing information.
How We Use and Disclose Your Health Information
The following describes the ways we may use and disclose health information that identifies you.
The law permits us to use your health information for treatment, payment, and health care operations without obtaining your authorization in most circumstances.
- Treatment. We may use your health information to provide, coordinate, or manage your chiropractic care.
- Payment. We may use and disclose your health information to bill for services rendered and to collect payment.
- Health Care Operations. We may use your health information to support our business operations, including quality assessment, training, credentialing, and compliance activities. We do not sell patient data or use it for marketing without your explicit written authorization.
- As required by law. We will disclose your health information when required to do so by federal, state, or local law.
- Health oversight activities. We may disclose your health information to a health oversight agency for activities authorized by law.
- Workers’ Compensation. We may disclose your health information to comply with workers’ compensation laws as required by Virginia state law.
- Serious threats to health or safety. We may use and disclose your health information when necessary to prevent a serious threat to health and safety.
- Appointment reminders. We may contact you with appointment reminders or information about treatment options.
For any uses or disclosures other than those described above, we will obtain your written authorization. This includes most disclosures of psychotherapy notes, marketing communications, and sale of your health information.
If you authorize us to use or disclose your health information, you may revoke that authorization in writing at any time.
Your Rights Regarding Your Health Information
You have the following rights with respect to your protected health information. To exercise these rights, submit a written request to Dr. Nick Weber, Privacy Officer, 10617 Jones Street, Suite 101A, Fairfax, VA 22030, or call 703-447-1121.
Our Duties and Obligations
- Maintain the privacy and security of your protected health information
- Provide you with this Notice of our legal duties and privacy practices
- Follow the terms of the Notice currently in effect
- Notify you in the event of a breach of your unsecured protected health information
In the event of a breach of your unsecured protected health information, we are required by the HIPAA Breach Notification Rule to notify you without unreasonable delay, and in most cases within 60 days of discovery of the breach.
Our designated Privacy Officer is Dr. Nick Weber, DC. You may contact the Privacy Officer at 703-447-1121 with any questions about this Notice or our privacy practices.
If you believe your privacy rights have been violated, you may file a complaint with the U.S. Department of Health and Human Services, Office for Civil Rights at www.hhs.gov/ocr/privacy/hipaa/complaints/ or 1-800-368-1019. We will not retaliate against you for filing a complaint.
Website Privacy Policy
This section describes how NoVa Spine & Wellness collects, uses, and protects information gathered through our website at novaspinenow.com.
- Contact form submissions. When you submit our contact form, we collect your name, email address, phone number, and the content of your message. This information is used solely to respond to your inquiry.
- Appointment booking. When you book through our scheduling system (PayDC), you provide information directly to that platform, which maintains its own privacy policy.
- Automatically collected data. Our website hosting provider and analytics tools automatically collect certain technical information, including your IP address, browser type, pages visited, and time spent on pages.
- To respond to your contact form inquiry
- To schedule appointments and confirm bookings
- To monitor and improve website performance
- To comply with legal obligations
We do not sell, rent, trade, or share your contact information with third parties for their marketing purposes.
Our website is hosted on SiteGround’s secure infrastructure with SSL/TLS encryption. However, no method of transmission over the internet is completely secure.
Cookies and Analytics
- Essential cookies. Required for the website to function. These cannot be disabled without breaking core functionality.
- Analytics cookies. We may use Google Analytics to understand how visitors interact with our website. These cookies collect aggregate information that does not identify individual users.
- Preference cookies. These remember choices you make on our website to improve your experience on return visits.
Third-Party Services
Online appointment scheduling is powered by PayDC. PayDC is a HIPAA-covered business associate and we maintain a Business Associate Agreement (BAA) with PayDC governing any protected health information processed through their system.
Our website is hosted by SiteGround. SiteGround does not have access to patient health information.
Do not send protected health information via email unless you have been provided a secure patient portal link by our office. Standard email is not a HIPAA-secure channel.
Questions, Requests, and Complaints
If you have questions about this Notice, wish to exercise any of your rights, or believe your privacy rights have been violated, please contact us directly.
We reserve the right to change this Notice and our privacy practices at any time. Any revised Notice will be available in our office and posted on this page.
This Notice is governed by HIPAA and its implementing regulations, the Virginia Consumer Data Protection Act (VCDPA) to the extent applicable, and other applicable federal and Virginia state law.
This document was last reviewed and updated on January 1, 2025. NoVa Spine & Wellness · 10617 Jones Street, Suite 101A · Fairfax, VA 22030 · 703-447-1121