Patient Privacy Notice

Heat Wave Health PLLC • Patient Privacy Notice

Effective date: October 28, 2026

This notice explains how Heat Wave Health PLLC handles information about your health, care, and payment for care, and how to contact us about privacy. It applies to information maintained for our specialty telehealth practice in Washington, Illinois, Oregon, and Florida, subject to the clinician’s applicable authorization.

Privacy contact

For questions, a copy of this notice, a records request, or a privacy complaint, email our Privacy Officer at info@heatwavehealth.com. Existing patients may also contact us through Practice Better. Use the portal for sensitive clinical details. You do not need to include a medical history or other sensitive details in an ordinary email to begin a request.

How we handle your information

We use information about your health and care to evaluate and treat you, communicate with you, and coordinate care. We share information with your primary care clinician, pharmacy, laboratory, or others involved in treatment only as permitted by applicable law. We obtain written authorization when required.

We use contact, membership, and transaction information to collect direct payments and resolve billing questions. Stripe processes membership payments. Heat Wave does not submit membership claims to insurance. Fullscript supports our lab ordering, and Practice Better supports clinical records, intake, and prescribing through its DrFirst integration. Microsoft 365 supports business email.

We also use information to administer the practice, review care quality, handle requests, and fulfill professional and legal obligations. We limit access to people and service providers who need information for their authorized work, and apply safeguards and contractual protections appropriate to the information and applicable requirements.

Permission and other lawful disclosures

We obtain your written authorization for disclosures when applicable law requires it. You may ask us how to revoke an authorization; revocation operates prospectively, subject to applicable law, and does not undo disclosures already made in reliance on it. We consider your instructions about sharing with family or others involved in your care and apply any legal limits.

Some disclosures may be permitted or required without authorization, including certain public-health reports, reports of suspected abuse or neglect, responses to serious safety threats, and legally authorized oversight or legal proceedings. We review the legal basis and scope before disclosing information. A subpoena or request alone does not automatically permit release of every record.

Additional protections may apply to mental-health, reproductive-health, HIV-related, genetic, or substance use information. We apply the consent requirements and disclosure limits that govern the particular information. If we receive records protected by 42 CFR Part 2, we honor applicable restrictions on their use and redisclosure, including restrictions on use in proceedings against the patient.

Your requests and privacy choices

Access and correction

You may request access to or copies of your records by contacting our Privacy Officer. Identify the records and format you need. We verify identity or representative authority and respond within applicable legal deadlines. We explain any lawful denial, available review rights, and any permitted fee before providing copies.

Where Washington law applies, we respond to a written access request as promptly as circumstances require and within 15 working days. Qualifying delays require written reasons and a response date no later than 21 working days after the request. Other applicable state requirements may differ.

You may ask us to correct or supplement information you believe is inaccurate or incomplete. Explain the change you are requesting. We review the request under applicable law and explain our response and any available disagreement process. A correction request does not automatically require deletion of an accurate clinical record.

Communication and disclosure requests

Tell us if you need a different contact method or address, or want limits on particular sharing. We review requests and explain what we can accommodate and what the law requires. We follow restrictions we agree to, subject to legal requirements and any exceptions explained when the restriction is accepted.

You may request information about disclosures of your records. Where Washington law applies, you have a right to an accounting of covered disclosures during the preceding six years, subject to statutory exclusions, including many disclosures for treatment, payment, operations, or those you authorized. Other applicable rights may differ.

Complaints and representatives

Email privacy concerns or complaints to the Privacy Officer at info@heatwavehealth.com, or contact us through Practice Better. We review complaints and will not retaliate for raising a concern or exercising your rights. You may also contact the state licensing authority, attorney general, or other regulator with jurisdiction over your concern; you do not have to complain to us first.

A person with appropriate legal authority may make requests on your behalf, subject to applicable limitations. We verify that authority. You may request a copy of this notice through the same contact routes.

Newsletter and notice updates

The newsletter is optional. Membership enrollment, a referral, a consultation request, or acknowledgment of this notice does not subscribe you to promotional messages. You may unsubscribe without affecting care or necessary service communications. Newsletter signup does not authorize unrelated disclosure of your clinical records.

We protect patient information under applicable law and our stated practices. If an incident requires notification, we provide it as required by applicable law. We may update this notice, date and post the revised version at www.heatwavehealth.com/privacy-policy, and provide any additional notice or obtain consent required by law. Revisions do not authorize previously unlawful uses or remove rights that the law protects.