SOLVYRE MEDICAL AESTHETICS & WELLNESS LLC
HIPAA COMPLIANCE POLICY
Effective Date: August 24, 2026
1. PURPOSE
Solvyre Medical Aesthetics & Wellness LLC is committed to protecting the privacy, confidentiality, integrity, and security of our patients' health information. We maintain policies and procedures designed to comply with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and other applicable federal and state privacy and security laws.
This policy describes Solvyre Medical Aesthetics & Wellness LLC commitment to protecting Protected Health Information (“PHI”) and Electronic Protected Health Information (“ePHI”) that we create, receive, maintain, or transmit.
2. PROTECTED HEALTH INFORMATION
Protected Health Information includes individually identifiable health information related to a patient's:
Past, present, or future physical or mental health condition.
Healthcare services, treatments, or procedures.
Medical history.
Medications and prescriptions.
Laboratory or diagnostic information.
Payment for healthcare services.
Insurance information.
Appointment and treatment records.
Other information that may identify a patient and relates to the patient's healthcare.
PHI may exist in written, verbal, photographic, or electronic form.
3. OUR COMMITMENT TO HIPAA
Solvyre Medical Aesthetics & Wellness LLC will use reasonable and appropriate administrative, physical, and technical safeguards to protect PHI and ePHI.
Solvyre Medical Aesthetics & Wellness LLC personnel are expected to:
Maintain the confidentiality of patient information.
Access patient information only when necessary to perform authorized job responsibilities.
Avoid discussing patient information where unauthorized individuals may hear it.
Secure medical records and electronic systems against unauthorized access.
Verify authorization before releasing protected information when required.
Follow Solvyre Medical Aesthetics & Wellness LLC privacy and security procedures when communicating patient information.
Promptly report suspected privacy or security incidents.
4. USE AND DISCLOSURE OF HEALTH INFORMATION
Solvyre Medical Aesthetics & Wellness LLC may use or disclose PHI without a separate patient authorization when permitted by applicable law, including for:
Treatment
We may use and share health information to provide, coordinate, and manage a patient's treatment and healthcare.
This may include communications with physicians, pharmacies, laboratories, nurses, medical professionals, or other healthcare providers involved in the patient's care.
Payment
We may use and disclose appropriate information for billing, payment processing, insurance claims, eligibility verification, and other payment-related activities.
Healthcare Operations
We may use PHI for appropriate healthcare operations, including:
Quality improvement.
Compliance activities.
Staff training.
Credentialing.
Auditing.
Business administration.
Patient safety.
Improving our services.
Other uses and disclosures will be made only as permitted or required by applicable law.
5. MINIMUM NECESSARY STANDARD
When applicable, Solvyre Medical Aesthetics & Wellness LLC will make reasonable efforts to limit the use, disclosure, and request of PHI to the minimum amount of information necessary to accomplish the intended purpose.
Employees and authorized personnel should not access patient information merely because they have the technical ability to access it.
Access must be based on legitimate job responsibilities or another authorized purpose.
6. PATIENT AUTHORIZATION
When HIPAA or another applicable law requires written authorization before PHI may be used or disclosed, Solvyre will obtain appropriate authorization from the patient or the patient's legally authorized representative.
Patients may revoke certain authorizations in writing, subject to applicable legal limitations and actions already taken in reliance on the authorization.
7. PATIENT PRIVACY RIGHTS
Subject to applicable law, patients may have the right to:
Inspect and obtain copies of certain health records.
Request amendments to certain health information.
Request restrictions on certain uses and disclosures.
Request confidential or alternative methods of communication.
Receive an accounting of certain disclosures.
Receive a copy of Solvyre Medical Aesthetics & Wellness LLC Notice of Privacy Practices.
Designate an authorized representative when permitted by law.
File a complaint concerning the privacy or security of their health information.
Solvyre Medical Aesthetics & Wellness LLC will not retaliate against a patient for exercising a privacy right or submitting a privacy complaint.
8. ELECTRONIC HEALTH INFORMATION
Solvyre Medical Aesthetics & Wellness LLC will maintain reasonable safeguards for electronic systems containing ePHI.
Security measures may include:
Unique employee login credentials.
Password protection.
Multi-factor authentication when appropriate.
Role-based access controls.
Encryption when appropriate.
Secure electronic medical record systems.
Device and network security.
Access monitoring.
Appropriate backup and recovery procedures.
Employees and authorized users must not share passwords or login credentials.
9. PHYSICAL SECURITY
Solvyre Medical Aesthetics & Wellness LLC will take reasonable precautions to protect physical records and devices containing patient information.
Paper medical records and documents containing PHI should be stored, handled, and disposed of securely.
Computers, tablets, mobile devices, and other equipment displaying patient information should be positioned or secured in a manner designed to prevent unauthorized access.
10. VERBAL COMMUNICATIONS
Employees and authorized personnel must exercise reasonable care when discussing patient information.
Patient information should not be discussed unnecessarily in:
Waiting rooms.
Hallways.
Elevators.
Public areas.
Social settings.
Social media.
Other locations where unauthorized individuals could reasonably overhear the conversation.
11. TEXT MESSAGES, EMAIL, AND ELECTRONIC COMMUNICATIONS
Solvyre Medical Aesthetics & Wellness LLC will take reasonable measures to protect PHI transmitted electronically.
Employees should use approved communication systems when communicating sensitive patient information.
Appointment reminders and other patient communications should disclose only information reasonably necessary for their intended purpose.
Mobile telephone numbers and SMS opt-in consent information collected by Solvyre Medical Aesthetics & Wellness LLC will not be sold or shared with third parties or affiliates for their own marketing or promotional purposes.
12. BUSINESS ASSOCIATES
Solvyre Medical Aesthetics & Wellness LLC may work with outside companies or individuals that perform services involving PHI.
When required by HIPAA, Solvyre Medical Aesthetics & Wellness LLC will enter into an appropriate Business Associate Agreement (BAA) with the business associate requiring the organization to appropriately safeguard PHI.
Examples may include certain:
Electronic medical record providers.
Billing companies.
IT providers.
Cloud service providers.
Patient communication platforms.
Administrative service providers.
13. EMPLOYEE ACCESS AND CONFIDENTIALITY
Employees, contractors, and other authorized personnel must maintain patient confidentiality.
Unauthorized access, disclosure, copying, photographing, downloading, transmitting, or use of patient information is prohibited.
Patient records must never be accessed out of curiosity or for personal reasons.
Access to PHI may be limited or terminated when an individual's job responsibilities change or their relationship with Solvyre Medical Aesthetics & Wellness LLC ends.
14. HIPAA TRAINING
Solvyre Medical Aesthetics & Wellness LLC personnel who handle PHI will receive appropriate privacy and security training based on their responsibilities.
Training may address:
Patient privacy.
Appropriate access to medical records.
Password and account security.
Electronic communications.
Proper handling and disposal of PHI.
Recognizing potential security incidents.
Reporting suspected privacy violations.
Additional training may be provided when policies, technologies, job responsibilities, or legal requirements change.
15. SECURITY INCIDENTS AND DATA BREACHES
Any suspected loss, theft, unauthorized access, improper disclosure, or other potential compromise of PHI must be promptly reported to Solvyre Medical Aesthetics & Wellness LLC designated Privacy or Security Officer.
Solvyre Medical Aesthetics & Wellness LLC will investigate suspected privacy and security incidents and take appropriate corrective action.
When required by applicable law, Solvyre Medical Aesthetics & Wellness LLC will provide appropriate notifications following a breach of unsecured PHI.
16. RECORD DISPOSAL
Documents and electronic records containing PHI must be disposed of using methods reasonably designed to prevent unauthorized access.
This may include:
Secure shredding of paper records.
Secure destruction of electronic media.
Approved confidential document disposal services.
Appropriate deletion or destruction of electronic information.
PHI must not be placed in ordinary trash or otherwise discarded in a manner that could reasonably allow unauthorized individuals to access the information.
17. SOCIAL MEDIA AND PHOTOGRAPHS
Solvyre Medical Aesthetics & Wellness LLC will not publicly disclose identifiable patient health information, photographs, treatment information, testimonials containing PHI, or similar protected information without appropriate permission or authorization when required by law.
Employees and contractors may not post patient information on personal social media accounts.
Patient photographs, including before-and-after photographs, must be handled in accordance with applicable privacy requirements and Solvyre Medical Aesthetics & Wellness LLC policies.
18. PRIVACY COMPLAINTS
Patients who believe their privacy rights have been violated may submit a complaint to Solvyre Medical Aesthetics & Wellness LLC Privacy Officer.
Patients may also have the right to submit a complaint to the U.S. Department of Health and Human Services, Office for Civil Rights (OCR).
Solvyre Medical Aesthetics & Wellness LLC prohibits retaliation against any person for filing a privacy complaint or exercising rights provided by applicable privacy laws.
19. VIOLATIONS OF THIS POLICY
Solvyre Medical Aesthetics & Wellness LLC takes patient privacy seriously.
Employees, contractors, or other personnel who violate Solvyre Medical Aesthetics & Wellness LLC privacy or security policies may be subject to corrective or disciplinary action, up to and including termination of employment or contractual relationships, as appropriate.
Violations may also be reported to governmental, regulatory, licensing, or law-enforcement authorities when required or appropriate.
20. POLICY REVIEW
Solvyre Medical Aesthetics & Wellness LLC may periodically review and update this policy to reflect changes in our operations, technology, applicable laws, or regulatory requirements.
Solvyre Medical Aesthetics & Wellness LLC is committed to maintaining the confidentiality and security of patient information and promoting a culture in which patient privacy is respected throughout every aspect of our practice.