Notice of privacy practices
HIPAA Notice of Privacy Practices
Effective Date: September 11, 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.
This Notice applies to Physical Exam Center (Midtown Medical Group, LLP), 35 W 36th Street, Suite 7E, New York, NY 10018.
Our commitment to your privacy
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.
Protected health information includes information that identifies you and relates to your past, present, or future physical or mental health condition, the healthcare you receive, or payment for that care. This includes your physical exam results, completed forms, test results, and vaccine records.
How we may use and disclose your health information
Treatment
We may use and disclose your PHI to provide your physical exam, tests, and vaccines. This includes sharing information with Northwell Labs, which processes blood tests, titers, and urine drug screens, and with other healthcare providers involved in your care.
Payment
Our office is self-pay and does not bill health insurance for office visits. We may use your PHI to collect payment from you. If you choose to use insurance for lab tests, we share the information Northwell Labs needs to bill your insurance plan or bill you directly.
Healthcare operations
We may use and disclose your PHI for practice operations such as quality assessment, staff training, licensing, and business management activities.
Business associates
We may share PHI with companies that perform services for us, such as electronic health records, IT, or billing support. They are required by contract to protect your information.
Appointment reminders and test results
We may contact you by phone or email about your visit, your test results, or missing items on your form. Northwell Labs makes your lab results available to you through its Labfly app.
Employment, school, and program forms
Most visits to our office are for a physical exam required by an employer, school, or training program. We treat these exam results as protected health information, the same as any other medical record.
We give completed forms and test results to you. We send them directly to an employer, school, or program only with your written authorization, and we share only the information that authorization covers.
Other permitted or required disclosures
We may disclose your PHI without your authorization in certain situations, including:
As required by federal, state, or local law
For public health activities, such as reporting certain diseases or adverse vaccine reactions
For health oversight activities
For judicial or administrative proceedings
To law enforcement officials, as permitted or required by law
To avert a serious threat to health or safety
For workers' compensation or similar programs
Uses and disclosures requiring your authorization
Any use or disclosure of your PHI for purposes not described in this Notice will be made only with your written authorization. This includes marketing and any sale of PHI. We do not sell, rent, or trade patient information.
You may revoke your authorization at any time in writing, except to the extent that we have already relied on it.
New York privacy protections
New York law gives extra protection to certain information, including HIV-related information, mental health records, genetic test results, and alcohol and drug treatment records. When New York law is stricter than federal law, we follow New York law.
Your rights regarding your health information
You have the right to:
Access and copies
Inspect and get a paper or electronic copy of your health records, including your exam forms and test results. Ask in writing. We will respond within 30 days and may charge a reasonable fee allowed by law for copies.
Amendments
Request corrections or amendments to your PHI if you believe it is incorrect or incomplete.
Accounting of disclosures
Request a list of certain disclosures of your PHI made by the practice in the six years before your request.
Restrictions
Request restrictions on certain uses or disclosures of your PHI. We are not required to agree to all requested restrictions. If you pay for a service in full out of pocket, you may ask us not to share information about that service with your health plan, and we must agree unless the law requires us to share it.
Confidential communications
Request that we communicate with you in a specific way or at a specific location. Regular email is not encrypted. When you email forms to us or ask us to email documents to you, there is some risk that others could read them.
Paper copy of this Notice
Request a paper copy of this Notice at any time, even if you have agreed to receive it electronically.
Our duties
We are required to:
Maintain the privacy of your PHI
Provide you with this Notice of Privacy Practices
Notify you following a breach of unsecured PHI, if required by law
Follow the terms of this Notice currently in effect
Changes to this Notice
We reserve the right to change the terms of this Notice. Any changes will apply to all PHI we maintain. The revised Notice will be posted in our office and on this website, and is available upon request.
Complaints
If you believe your privacy rights have been violated, you may file a complaint with us or with the U.S. Department of Health and Human Services. You will not be penalized or retaliated against for filing a complaint.
Contact for privacy concerns
Privacy Officer: name or title
35 W 36th St. suite 7 E, New York, NY 10018
You may also file a complaint with:
U.S. Department of Health and Human Services, Office for Civil Rights
hhs.gov/hipaa/filing-a-complaint
1-800-368-1019