HIPAA NOTICE OF PRIVACY PRACTICES
Wellness Refined
A DBA of The Injection Specialist
304 Inverness Way S, Suite 100
Englewood, CO 80112
Phone: 303.565.7735
Email: hello@wellnessrefined.clinic
Effective Date: September 22, 2026
Supersedes: July 9, 2026 Notice
PLEASE REVIEW THIS NOTICE CAREFULLY
This Notice describes how medical information about you may be used and disclosed and how you can access this information.
The HIPAA Privacy Rule requires covered healthcare providers to provide a notice explaining how protected health information may be used and disclosed, the individual rights available with respect to that information, and the provider’s legal duties to protect privacy.
1. OUR COMMITMENT TO YOUR PRIVACY
Wellness Refined is committed to protecting your health information.
We are required by law to:
- Maintain the privacy and security of your protected health information
- Provide you with this Notice of Privacy Practices
- Follow the terms of the Notice currently in effect
- Notify you if a breach occurs that may compromise the privacy or security of your information
Protected health information, or PHI, may include information about your:
- Health history
- Symptoms
- Diagnoses
- Treatment
- Medications
- Laboratory results
- Photographs
- Payment information
- Appointment history
- Other information created, received, maintained, or transmitted as part of your care
2. HOW WE MAY USE AND DISCLOSE YOUR HEALTH INFORMATION
We may use and disclose your health information for treatment, payment, and healthcare operations, as permitted by HIPAA and other applicable law.
Treatment
We may use and share your health information to provide, coordinate, or manage your care.
Examples may include:
- Reviewing your health history and symptoms
- Ordering or reviewing laboratory testing
- Creating and updating treatment plans
- Coordinating with pharmacies, laboratories, consultants, or other healthcare providers
- Discussing follow-up care
- Documenting treatments, responses, and outcomes
Payment
We may use and disclose your health information for payment-related purposes, including self-pay, financing, membership, or other payment arrangements.
Wellness Refined may not bill insurance, but payment-related uses and disclosures may still occur.
Examples may include:
- Processing payments and refunds
- Providing receipts or account statements
- Managing account balances
- Handling financing-related documentation when applicable
- Responding to billing questions
Healthcare Operations
We may use and disclose your health information for clinical and business operations.
Examples may include:
- Quality assessment and improvement
- Staff training and supervision
- Compliance and risk-management activities
- Appointment reminders and patient communications
- Internal recordkeeping
- Business planning and administration
- Legal, accounting, or compliance review
- Technology support and secure system administration
Treatment Alternatives, Health-Related Benefits, and Services
We may contact you to provide information about treatment alternatives or other health-related benefits and services that may be of interest to you.
3. OTHER USES AND DISCLOSURES WE MAY MAKE
We may also use or disclose your health information in certain situations permitted or required by law.
These may include:
- When required by federal, state, or local law
- For public health and safety activities
- To report suspected abuse, neglect, or domestic violence when required or permitted
- For health oversight activities
- For judicial or administrative proceedings
- For law enforcement purposes when required or permitted
- To prevent or reduce a serious and imminent threat to health or safety
- For workers’ compensation when applicable
- To coroners, medical examiners, or funeral directors when applicable
- For organ and tissue donation purposes when applicable
- For specialized government functions when applicable
Research
We may use or disclose your health information for research purposes when the use or disclosure is permitted by HIPAA, including when approved by an Institutional Review Board or Privacy Board, or with your written authorization when required.
4. BUSINESS ASSOCIATES
We may share PHI with business associates that perform services on our behalf.
These may include:
- Technology vendors
- Scheduling platforms
- Secure communication tools
- Billing or payment support
- Legal advisors
- Accountants
- Compliance consultants
- Other service providers
When required by law, business associates must agree in writing to appropriately safeguard PHI.
5. USES AND DISCLOSURES THAT REQUIRE YOUR WRITTEN AUTHORIZATION
We will obtain your written authorization before using or disclosing your health information for purposes that require authorization under HIPAA or other applicable law.
These may include:
- Most uses and disclosures of psychotherapy notes, if applicable
- Certain marketing communications involving PHI
- The sale of PHI
- Use of identifiable photographs, testimonials, treatment stories, or before-and-after images for marketing
- Other uses or disclosures not described in this Notice when authorization is required
You may revoke an authorization in writing at any time, except to the extent that we have already acted in reliance on the authorization.
6. MARKETING, ADVERTISING, AND ONLINE TRACKING TECHNOLOGIES
Wellness Refined may use general advertising through platforms such as:
- TikTok
We do not intend to disclose protected health information to advertising platforms for targeted advertising.
If we use patient photographs, testimonials, treatment stories, or identifiable health information for marketing, we will obtain the written authorization required by applicable law before doing so.
Online tracking technologies, such as cookies, pixels, analytics tools, or similar technologies, may collect information about website interactions.
Wellness Refined evaluates and configures tracking technologies with the goal of preventing impermissible disclosures of PHI and limiting the collection or transmission of patient-specific health information to third parties.
7. APPOINTMENT REMINDERS AND COMMUNICATIONS
We may contact you for:
- Appointment reminders
- Follow-up
- Scheduling
- Treatment-related communications
- Account matters
- Information about treatment alternatives
- Other health-related benefits and services that may be of interest to you
Communications may occur by:
- Phone
- Voicemail
- Text message
- Patient portal
- Other methods you provide or authorize
Some communication methods may not be fully secure.
You may request that we contact you in a specific way or at a specific phone number, mailing address, or email address.
8. YOUR RIGHTS REGARDING YOUR HEALTH INFORMATION
You have rights regarding your protected health information. These rights are subject to certain legal limitations and exceptions.
Right to Inspect and Receive a Copy
You may request to inspect or receive an electronic or paper copy of your medical record and other health information we maintain about you.
We generally will provide access within the time required by law and may charge a reasonable, cost-based fee where permitted.
Right to Request an Amendment
You may ask us to amend health information you believe is incorrect or incomplete.
We may deny the request in certain circumstances, but if we do, we will explain the decision in writing as required by law.
Right to Request Confidential Communications
You may ask us to contact you in a specific way, such as only at a certain phone number or mailing address.
We will accommodate reasonable requests.
Right to Request Restrictions
You may ask us not to use or disclose certain PHI for treatment, payment, or healthcare operations.
We are not required to agree to every request. If we agree, we will comply with the restriction except as permitted or required by law.
If you pay out-of-pocket in full for a healthcare service or item, you may ask us not to disclose information about that service or item to your health plan for payment or healthcare operations.
We will honor that request when required by law unless another law requires the disclosure.
Right to an Accounting of Disclosures
You may request a list of certain disclosures of your PHI made during the period allowed by law.
The accounting does not include certain disclosures, such as many disclosures for treatment, payment, healthcare operations, or disclosures you specifically authorized.
Right to Receive a Paper Copy
You may request a paper copy of this Notice at any time, even if you previously agreed to receive it electronically.
Right to Choose Someone to Act for You
If someone has legal authority to act for you, such as a healthcare power of attorney or legal guardian, that person may exercise your privacy rights and make choices about your health information to the extent permitted by law.
Rights of Minors
If you are a minor, your parent or legal guardian may generally exercise rights under this Notice on your behalf, except in circumstances where you are legally permitted to consent to treatment or where another law limits the parent’s or guardian’s access or authority.
9. YOUR CHOICES
In certain situations, you may tell us your choices about how we share your information.
Depending on the circumstances, you may have choices regarding:
- Sharing information with family members, friends, caregivers, or others involved in your care or payment for your care
- Communications about appointments and treatment
- Certain marketing communications
- Use of photographs, testimonials, or treatment stories
If you are unable to tell us your preference, we may share information when permitted by law and when we believe doing so is in your best interest or is necessary to lessen a serious and imminent threat to health or safety.
Fundraising
Wellness Refined does not use your protected health information for fundraising purposes.
10. OUR RESPONSIBILITIES
Wellness Refined is required to:
- Maintain the privacy and security of your PHI
- Follow the terms of the Notice currently in effect
- Notify you if a breach occurs that may have compromised the privacy or security of your information
- Provide you with a copy of this Notice upon request
- Use or disclose your information only as described in this Notice or as otherwise permitted or required by law
Additional Protections Under State or Other Law
In some cases, Colorado law or other applicable law may provide privacy protections that are more protective than HIPAA.
These protections may apply to certain:
- Mental health information
- Substance use disorder information
- Genetic information
- Reproductive health information
- Other specially protected information
When another applicable law is more protective of your privacy, Wellness Refined will follow the more protective standard.
Substance Use Disorder Records
To the extent Wellness Refined creates, receives, or maintains substance use disorder patient records that are subject to 42 CFR Part 2, additional federal confidentiality protections may apply.
Such records will not be used or disclosed in civil, criminal, administrative, or legislative investigations or proceedings against you unless permitted by Part 2, including with your written consent or when authorized by an appropriate court order and subpoena.
11. CHANGES TO THIS NOTICE
We may change this Notice and our privacy practices.
A revised Notice may apply to PHI we already maintain as well as information we create or receive in the future.
The current Notice will be:
- Available at our practice
- Posted on our website
- Provided upon request
12. COMPLAINTS
If you believe your privacy rights have been violated, you may file a complaint with Wellness Refined using the contact information below.
You may also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights.
Wellness Refined will not retaliate against you for filing a privacy complaint or exercising your privacy rights.
13. CONTACT FOR PRIVACY QUESTIONS, REQUESTS, OR COMPLAINTS
For questions about this Notice, to exercise your rights, to request a copy of this Notice, or to submit a privacy complaint, contact:
Wellness Refined
A DBA of The Injection Specialist
304 Inverness Way S, Suite 100
Englewood, CO 80112
Phone: 303.565.7735
Email: hello@wellnessrefined.clinic
Privacy Officer / Contact: Practice Administrator
Website: wellnessrefined.clinic
You may also file a complaint with the U.S. Department of Health and Human Services, Office for Civil Rights.
Information about filing a complaint is available through the U.S. Department of Health and Human Services.