Privacy Policy

Our Status Under HIPAA

The Blue Ridge Pregnancy Center is not a “HIPAA covered entity” (and we are not acting as a HIPAA business associate) for the services provided. HIPAA’s Notice of Privacy Practices requirement does not apply to us, and we are generally not required to report breaches to the U.S. Department of Health and Human Services (HHS).

Even though HIPAA may not apply, The Blue Ridge Pregnancy Center voluntarily follows many HIPAA‑aligned privacy and security practices and provides the privacy rights described below as part of our organizational policy, along with any rights you may have under state law.

If our legal status changes (for example, if we become a HIPAA covered entity), we will update this notice and our processes accordingly.

Your Rights (Under Our Policy and Applicable Law)

You have specific rights regarding your personal health information.

1) Requesting Restrictions

You may request restrictions on the use or disclosure of your information for treatment, payment, and health care operations (or similar functions). We will consider all reasonable requests, although we are not required to agree in all cases.

Special request (if applicable): If you pay for a service in full out‑of‑pocket and ask us not to share information about that service with your health plan, we will honor that request when feasible and when no law requires us to share it.

2) Confidential Communications

You may ask us to contact you in a specific way or at a specific location (for example, at a different address, by phone only, or using a preferred email/text method).

3) Inspecting, Copying, and Amending Your Health Information

You may: Request access to your records in paper or electronic form, and
request corrections if you believe information is incomplete or inaccurate.

Our service target: We aim to respond within 15 days, with a possible 15‑day extension when needed.

HIPAA reference (for comparison only): HIPAA’s standard timelines for covered entities are generally 30 days for access (with one 30‑day extension) and 60 days for amendments (with one 30‑day extension).

4) Accounting of Disclosures

You may request an accounting (list) of certain disclosures we made in the past six years, excluding disclosures for treatment, payment, and health care operations and other exclusions that would apply under HIPAA‑like rules.

5) Paper Copy

You may request a paper copy of this notice at any time, even if you agreed to receive it electronically.

6) Choose Someone to Act for You

If you have a legal guardian, health care power of attorney, or other legally authorized representative, that person may exercise your rights and make choices about your information as allowed by law.

7) Notification of a Privacy/Security Incident

If we discover that your information was accessed, used, or disclosed in a way not permitted by our policy (or applicable law), we will investigate and mitigate the issue. We will notify you as required by applicable law and, when appropriate, as a matter of our policy.

How to Exercise These Rights

To exercise these rights, contact:

Privacy Officer: Julie Tompkins
Quality Officer: Marlene McCann, RN
Phone: 434 528-4321
Email: julie@blueridgepc.org
Address: 3701 Old Forest Road, Lynchburg VA24501 

Our Responsibilities

We are committed to protecting the privacy and confidentiality of your information. We will:

• use and disclose information only as described in this notice or as permitted/required by applicable law,
• apply reasonable administrative, physical, and technical safeguards,
• train our workforce on confidentiality expectations, and
• investigate and document privacy incidents and corrective actions.

Health Information That May Be Maintained

Records maintained by the Blue Ridge Pregnancy Center may include:

• your name, address, and contact information,
• your health condition and reason for seeking care,
• dates and details of your visits,
• clinical findings, such as test results, ultrasounds, and other diagnostic records,
• communications you have with our staff (including voicemail, email, portal messages, and text messages when used).

Primary Uses and Disclosures of Information

We use and disclose your information only as allowed by applicable law and our policies, including:

1) Treatment and Care Coordination
Information may be shared with health care providers involved in your care.

2) Health Care Operations
We may use information for activities that support operations, such as quality assessment, staff training, program evaluation, risk management, and legal compliance.

3) Payment (If Applicable)
If we bill for services, information may be used to bill and collect payment, or to verify eligibility/coverage.

4) Contractors and Vendors (Confidentiality Agreements)
Certain external parties may help us perform services (e.g., IT support, billing support, labs, shredding). We require appropriate confidentiality and security protections by contract.

5) Appointment Reminders and Health‑Related Communications
We may contact you with appointment reminders or information about health‑related services that may benefit you.

6) Fundraising Communications (If Applicable)
You may be contacted for fundraising. You have the option to opt out.

7) People Involved in Your Care
Unless you object, we may share relevant information with a family member, friend, or other person you identify as involved in your care or payment for your care.

Uses and Disclosures Requiring Your Authorization

Certain uses and disclosures require your written authorization, including:

• Marketing and Third‑Party Disclosures: Uses of your information for marketing, or disclosures to third parties not providing services for us under a confidentiality agreement, require your prior written authorization.
• Sale of Information: We do not sell your health information. If we ever intended to do so, we would request your written authorization unless allowed by law.
• Sensitive Health Information: Information related to substance use disorder (SUD), HIV/AIDS, mental health, sexual health, and other sensitive topics may have additional protections under federal and state laws and may require special authorization.
  You may revoke your authorization at any time in writing. Revocation will apply to future uses and disclosures.

Additional Uses and Disclosures Without Your Authorization

Certain circumstances may allow us to use or disclose information without your authorization, as permitted or required by applicable law:

• Public Health and Safety: To assist public health authorities in preventing or controlling disease, reporting certain conditions, and other public health activities.
• Abuse, Neglect, or Domestic Violence: If required or permitted by law to report.
• Health Oversight: For government agency audits, investigations, inspections, or licensure reviews, when applicable.
• Legal Compliance and Law Enforcement: For legal compliance purposes, including subpoenas, court orders, and other legal processes. We will review such requests carefully and may require documentation before responding.
• Organ and Tissue Donation: If you are an organ donor, information may be disclosed to facilitate donation.
• Serious Threats to Health and Safety: If there is a serious and imminent threat, information may be disclosed to prevent or lessen the threat.
• Government and Military Activities: Information may be disclosed for certain government functions, including national security and military purposes, when required or permitted.
• Workers’ Compensation: We may disclose information for workers’ compensation or similar programs as authorized by law.

Enhanced Protections for Specific Information

Some types of information may have additional protections under federal or state law:

• Reproductive Health Information (RHI): Includes information on contraception, pregnancy, and abortion. As a matter of policy, we limit disclosures and scrutinize requests, especially those related to investigations. We may require written confirmation of the purpose of a request before disclosure.
• Substance Use Disorder (SUD) Records: If a program is subject to 42 CFR Part 2, additional federal protections apply, including consent requirements and limitations on redisclosure.
• HIV/AIDS and Mental Health Information: These records may be subject to heightened protections under state law.

Complaints and Contact Information

If you believe your privacy rights have been violated, you may file a complaint with the Blue Ridge Pregnancy Center. Filing a complaint will not impact your treatment or services.

To file a complaint, contact:

Privacy Officer: Julie Tompkins
Quality Officer: Marlene McCann, RN
Address: 3701 Old Forest Road
Phone: 434 528-4321
Email: julie@Blueridgepc.org
Our service target: We will respond within 15 days if your information is maintained onsite, or within 30 days if it is stored offsite.

Notice Updates and Changes

The Blue Ridge Pregnancy Center reserves the right to amend this notice. Any updates will apply to information we maintain, and the latest version will be available at our locations and (if applicable) on our website.