Notice of Privacy Practices
Effective Date: February 16, 2026
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.
Our Commitment to Your Privacy
At Sagewood Primary Care, we are committed to protecting the privacy and security of your health information. We are required by law to maintain the privacy of your protected health information (PHI), provide you with this Notice of our legal duties and privacy practices, and follow the terms of this Notice currently in effect.
How We May Use and Disclose Your Health Information
We may use and disclose your health information for the following purposes without your authorization:
- Treatment: We may use and share your health information to provide, coordinate, or manage your medical care. This may include sharing information with other healthcare providers involved in your care.
- Payment: We may use and disclose your health information to bill and collect payment for services provided to you, including submitting claims to insurance companies and obtaining prior authorizations.
- Healthcare Operations: We may use and disclose your information for clinic operations, such as quality assessment, training, accreditation, and business management.
- As Required by Law: We may disclose your information when required to do so by federal, state, or local law.
- Public Health & Safety: We may disclose information for public health activities, reporting communicable diseases, or preventing serious threats to health or safety.
- Business Associates: We may share your information with third parties who perform services on our behalf (e.g., billing companies, EHR vendors). These parties are required by law to protect your information.
- Substance Use Disorder (SUD) Records: If we receive records from a federally assisted substance use disorder treatment program, those records are subject to heightened protections under 42 CFR Part 2. We will not use or disclose these records, or testimony relaying the content of these records, in any civil, criminal, administrative, or legislative proceedings against you without your specific written consent or a court order issued after you have been provided notice and an opportunity to be heard.
Uses and Disclosures Requiring Your Authorization
We will obtain your written authorization before using or disclosing your PHI for purposes not described in this Notice, including most marketing uses. You may revoke your authorization in writing at any time.
Warning on Redisclosure: Information disclosed pursuant to an authorization or under this Notice may be subject to redisclosure by the recipient and may no longer be protected by federal or state privacy laws.
Your Rights Regarding Your Health Information
You have the right to:
- Access Your Medical Records: You may inspect and obtain a copy of your health information in paper or electronic format. Under Texas law, we will provide these within 15 business days.
- To request records, submit a written request via our Patient Portal or email clinic@sagewoodprimarycare.com. A cost-based fee may apply.
- Request Corrections: You may request that we amend your record.
- Note: Under Texas S.B. 1188, we may only amend your recorded biological sex to correct a clerical error or to account for a specific sexual development disorder diagnosis.
- Accounting of Disclosures: You may request a list of certain disclosures we have made of your PHI. This includes disclosures made through our Electronic Health Record (EHR) for treatment, payment, and operations over the previous three years.
- Fundraising Opt-Out: If we contact you for fundraising, you have the right to opt out of such communications.
- Additional Rights: You may request restrictions on certain uses, request confidential communications at an alternate address, and receive a paper copy of this Notice.
Texas-Specific Protections and Disclosures
- Domestic Data Storage: In compliance with Texas S.B. 1188, all Electronic Health Records (EHR) containing your information are physically maintained on servers located within the United States.
- Use of Artificial Intelligence: We may utilize artificial intelligence (AI) or automated algorithms to assist our providers in clinical decision-making or diagnostic screening. You have the right to ask your provider how these tools are used in your care.
- Parental Access: Under Texas law, parents or legal guardians generally have the right to immediate and full access to the electronic health records of their minor children (under 17), except where restricted by court order or federal law.
Complaints and Regulatory Contact Information
If you believe your privacy rights have been violated, you may file a complaint with us or the U.S. Department of Health and Human Services. You will not be retaliated against for filing a complaint.
To file a complaint with Sagewood Primary Care: Contact our Privacy Officer at 469-224-8599 or email clinic@sagewoodprimarycare.com.
To file a complaint with Texas State Authorities (per H.B. 4224):
- Licensing Authority: Texas Medical Board (TMB). Phone: 800-201-9353. Website: www.tmb.state.tx.us
- Consumer Protection: Texas Office of the Attorney General. Website: www.texasattorneygeneral.gov/consumer-protection
Contact Information
Privacy Officer Sagewood Primary Care
Phone: 469-224-8599
Email: clinic@sagewoodprimarycare.com