Our Privacy Policy

NOTICE OF PRIVACY PRACTICES

NOTICE OF PRIVACY PRACTICES (NPP)

Optimized Wellness Center

3800 Piedmont Ave, Oakland, CA 94611

Effective Date: July 24, 2024

Updated Version: May 14, 2025 (v2)

Your Information. Your Rights. Our Responsibilities.

This notice explains how your medical information may be used and shared. It also describes your rights and how you can get access to this information. We take your privacy seriously and are committed to protecting your health information.

A. HOW THIS MEDICAL PRACTICE MAY USE OR DISCLOSE YOUR HEALTH INFORMATION

We maintain a record of the care you receive and may share your information for treatment, billing, operations, and as required by law. Below are examples:

1. Treatment

We may use and disclose your information to provide and coordinate your care. This includes sharing information with other providers, labs (like Rupa Health), pharmacists, or therapists. If you use wearables or apps to track health data, this may be integrated with your care if you authorize it. We may also share information with clinic employees, intake coordinators, or assistants who help coordinate your care or handle intake, documentation, or follow-up communications.

2. Payment

We may use and disclose your information to bill and collect payment from you, your insurance, or third-party payers.

3. Health Care Operations

Used for clinic management, quality assurance, business planning, staff evaluations, and compliance. We may share your information with business associates like Jane EHR, Fullscript (including Rupa Health, its parent company), and billing partners under strict confidentiality agreements. These partners help with prescriptions, supplement fulfillment, test coordination, and lab communications. OWC staff—including administrative team members—may access your information to support operations such as scheduling, billing, communications, and coordination of care.

4. Appointment Reminders

We may contact you via phone, email, or SMS with reminders or administrative updates. If you’re unavailable, messages may be left with the person who answers or via voicemail.

5. Sign-In Sheets & Callouts

We may use a sign-in sheet or call out your name when it’s time for your appointment.

6. Notification and Family Involvement

With your consent (or in emergencies), we may notify family or individuals involved in your care.

7. Marketing

We may send communications about services or wellness programs that directly relate to your care. You can opt out anytime. We will never sell your data or accept paid marketing without written authorization. Communications from prescription or care-related platforms (e.g., Fullscript) may include reminders or product updates relevant to your care.

8. Sale of Health Information

We will never sell your PHI without your express written permission.

9–20. Other Permitted or Required Disclosures

These include: public health reports, oversight agencies, legal proceedings, law enforcement, coroners, organ donation, workplace injuries (workers’ comp), national security, and breach notifications.

We may use telehealth or secure messaging platforms. We take precautions to secure all digital communication, though email is not always secure—please use encrypted options when sharing sensitive information.

21. Use of Technology-Assisted Tools and Services

As part of our effort to provide high-quality, efficient care, we may use technology-assisted tools such as artificial intelligence (AI), machine learning (ML), and natural language processing (NLP) services to assist with documentation, note organization, education, and communication. These tools may support clinical reasoning, improve clarity, and generate patient-facing materials.

We take care to minimize the use of identifiable information in these systems and ensure that any third-party services used meet applicable privacy and security standards. Platforms such as ChatGPT (OpenAI), Heidi Health, and Otter.ai may be used only in support of your care and do not replace clinician judgment. Where appropriate, we enter into Business Associate Agreements (BAAs) or limit data sharing to de-identified content when using these tools.

We use technology to enhance your care, not replace it. Our team reviews and approves all communication and documentation tools we use.

B. WHEN WE MAY NOT USE OR DISCLOSE YOUR HEALTH INFORMATION

Any use or disclosure not listed above requires your written authorization. You may revoke such authorizations in writing at any time.

C. YOUR RIGHTS

1. Request Restrictions

You can request limits on how we use or share your information. If you pay out-of-pocket in full, you can ask us not to share details with your health plan.

2. Request Confidential Communication

You can request communication by alternative means (e.g., email, work address).

3. Inspect and Copy

You have the right to view or request copies of your records, including digital formats. Requests will be fulfilled within 30 days. We may charge a reasonable fee for copies.

You may also ask us to send records to a third-party app, provider, or service.

4. Amend or Supplement Records

If you think the information in your record is incorrect, you may request an amendment. If denied, you can file a disagreement statement.

5. Accounting of Disclosures

You can request a list of certain disclosures we’ve made, except those for treatment, payment, or operations.

6. Get a Copy of This Notice

You may receive a printed or electronic version at any time. It is also available through our Jane EHR system or at our website.

D. CHANGES TO THIS NOTICE

We may revise this notice at any time. Updated versions will be posted in the office, on our website, and made available upon request.

E. COMPLAINTS

If you believe your privacy rights have been violated, you may contact our Privacy Officer at info@owcalameda.com or file a complaint with the U.S. Department of Health and Human Services:

Office for Civil Rights (OCR)

Email: OCRMail@hhs.gov

Complaint form: www.hhs.gov/ocr/privacy/hipaa/complaints/hipcomplaint.pdf

Complaints must be filed within 180 days of the incident. You will not face retaliation for filing a complaint.

Optimized Wellness Center is committed to honoring your privacy while helping you achieve your best self.

Helping the sick get well and the healthy excel!

(510) 497-4424 www.OptimizedWellnessCenter.com

I was suffering from lower back pain for 5 years. I had pain going down my leg and difficulty walking. I was also suffering from knee and foot pain and severe neck pain. My pain was so severe that I was on pain and anti inflammatory meds (Vicodin, Ibuprofen). I was treated by other Chiropractors and I they did not take the time to get to know why I was hurting. I would just get a quick regular adjustment and they would send me on my way. Tim took time to get to know me, for example: he walked with me outside to see how I was walking, he wanted to see how I sat in a chair and wanted to know how I set my chair at home and he also gave me bed recommendations; all of his recommendations were extremely helpful. I think Tim’s personal approach helped me get over any doubts I had about treatment. I think its natural to apprehension and questions when dealing with new information regarding health and wellness. Before Tim introduces something he thinks may be helpful he always educates you on the subject. Even when he does minor adjustments he always asks for permission and explains what and why he is doing during the treatment session. I felt at ease during my fist treatment. The office doesn’t feel clinical. Its very open and has a welcoming vibe. The front office staff was very friendly and seemed genuinely interested in how I was feeling. I also liked the upbeat music that was playing. Additionally, I loved the fact that they don’t leave me waiting. A 12:00 appointment really means a 12:00 appointment!!! After my first treatment I felt an overall reduction of pain in my lower back. Tim called and checked up on me after my treatment which I thought was very professional. After roughly 90 days I was able to start decreasing my meds and after about a year I was completely off meds. Tim encouraged me to do exercises and stretches on my own. After about a year I was pain free and healed. I still see Tim quarterly for adjustments but its just for maintenance because I no longer require adjustments for pain reduction. I would totally recommend Optimized Wellness Center for anyone looking to truly heal and learn to heal themselves. I was a in debilitating pain and Optimized Wellness Center helped me get back on my feet.

Malcolm W.

Our Privacy Policy

NOTICE OF PRIVACY PRACTICES

Your Information. Your Rights. Our Responsibilities.