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PRIVACY POLICY

Effective Date: 07.20.2025
Applies to: Pioneer Family Medicine
Location: Washington State

Pioneer Family Medicine (“we,” “our,” or “the Clinic”) is committed to protecting the privacy and security of your health and personal information in compliance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and the Washington State Uniform Health Care Information Act (RCW 70.02).

This Privacy Policy describes how we collect, use, disclose, and protect your information.

1. Information We Collect

We may collect the following types of information:

  • Personal Information: Name, address, phone number, email, date of birth, Social Security number, emergency contact, and insurance details.
  • Health Information: Diagnoses, medical history, test results, prescriptions, treatment records, and other clinical or referral data.
  • Financial Information: Payment method, billing history, insurance claims, or payment assistance details.
  • Online Interactions: If you use our website or portal, we may collect device, browser, IP address, and interaction logs to improve your experience.

2. How We Use Your Information

We use your information to:

  • Notify you of changes to our services or this policy.
  • Deliver medical diagnosis, treatment, and care coordination.
  • Schedule appointments and follow up on your care.
  • Communicate test results or prescription updates.
  • Submit insurance claims and collect payments.
  • Maintain internal records, quality improvement, and staff training.
  • Fulfill legal and regulatory obligations.

3. How We Share Your Information

We may disclose your information:

  • To healthcare providers involved in your care.
  • To your health insurance or other payers for billing purposes.
  • To service providers (e.g., EHR providers, IT support, billing companies) under confidentiality agreements.
  • To public health authorities or government agencies as required for reporting communicable diseases, child abuse, or health oversight.
  • As required by law or court order.
  • With your written authorization, we may also share your information with family members, caregivers, or others.

Washington State-specific note:
Under RCW 70.02, we will not disclose your health information for certain purposes (e.g., mental health, substance use, or reproductive health) without your specific written authorization, except as permitted by law.

4. Patient Rights in Washington State

You have the right to:

  • Access Your Medical Records: You can request copies of your records. Washington law requires us to respond within 15 working days.
  • Request Amendments: You can ask us to correct your records if you believe they are inaccurate or incomplete.
  • Restrict Disclosures: You may request restrictions on how we use or disclose your information.
  • Confidential Communications: You may request we contact you in specific ways (e.g., no voicemail, use alternate address).
  • Accounting of Disclosures: You may request a list of certain disclosures we’ve made.
  • File a Complaint: You may file a privacy complaint with our clinic or with the Washington State Attorney General’s Office or U.S. Department of Health and Human Services (HHS).

We will not retaliate against you for filing a complaint.

5. How We Protect Your Information

We use reasonable and appropriate physical, technical, and administrative safeguards to protect your information from unauthorized access or disclosure, including:

  • Secure disposal of paper records
  • Encrypted patient portals
  • Secure access to electronic health records
  • Staff privacy training

6. Minors’ Health Information

Under Washington State law, minors may consent to certain health services (e.g., reproductive health, mental health, substance use treatment). In such cases, the minor controls access to that portion of their medical record, and parental access may be restricted.

7. Website and Online Services

If you visit our website or use our patient portal:

  • We may collect usage data to enhance usability and security.
  • We do not share personal or health information collected online with advertisers or unrelated third parties.
  • Our website may use cookies or analytics tools. You may disable cookies through your browser.

If we offer telemedicine or online booking services, these are conducted through HIPAA-compliant platforms.

8. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in laws or practice operations. We will notify you of material changes by posting a notice in our clinic and/or on our website.

9. Contact Information

Pioneer Family Medicine
Attn: Dr. Leah Kobes-Jurgens
Visit Us at 20 East J Street

Deer Park, WA 99006
Phone: 509.276.8012
Email: privacy@pioneerfamilymedicine.net

You may also contact the Washington State Attorney General’s Office at https://www.atg.wa.gov or the U.S. Department of Health & Human Services – Office for Civil Rights at https://www.hhs.gov/hipaa.