Patient Privacy & Confidentiality Notice

Ross Patient Advocacy LLC recognizes that patients entrust the practice with highly sensitive medical, financial, insurance, legal, and personal information. This notice explains the confidentiality standards governing information received during advocacy services and the circumstances under which information may be used or disclosed.

This Patient Privacy & Confidentiality Notice is entirely separate from the public Website Privacy Policy and is not represented as a formal HIPAA Notice of Privacy Practices.

1. Scope of This Notice

This notice applies to confidential information received or maintained in connection with consultations and secure inquiries; patient enrollment, onboarding, and intake workflows; medical-record, billing, and insurance-document review; patient advocacy, case tracking, and care coordination; professional referrals and B2B case management; medical-legal administrative support; secure portal messages, forms, and documentation; scheduling, invoicing, billing, and payment administration; and authorized communications with verified third parties.

2. Confidential Information

Confidential patient information may include identity and contact information; medical histories, diagnoses, treatment information, medications, and provider documentation; insurance policies, claims, denials, and benefits; bills and financial-assistance records; disability and workers’ compensation information; legal-authority instruments; information provided by authorized parties; secure communications and advocacy work products; and information concerning a minor or legally represented individual.

3. Confidentiality Commitment

Ross Patient Advocacy LLC handles patient information with discretion and limits access to individuals and service providers who require the information to perform authorized services or maintain secure business operations. Patient information will not be sold, rented, traded, or used to generate insurance-sales leads. Information obtained through Ross Patient Advocacy LLC remains separate from the founder’s unrelated employment and insurance-sales activities.

4. How Patient Information May Be Used

Confidential information may be used to evaluate requested services, review forms and documents, develop and perform the agreed advocacy strategy, coordinate records and appointments, communicate with authorized parties, prepare appeals and administrative documentation, process payments, verify identity and authority, maintain security and compliance, respond to valid legal requirements, and protect the rights and safety of patients and others.

5. Authorized Disclosures

Information may be disclosed at the patient’s direction, to a verified authorized representative, to support authorized advocacy services, to operational service providers, or when required or permitted by law. Ross Patient Advocacy LLC will make reasonable efforts to verify the request and limit disclosure to information relevant to the authorized or legally required purpose.

6. Family Members, Caregivers, and Other Support Persons

A family member, caregiver, friend, or professional may schedule an initial consultation or provide general background information. Before the practice reviews protected records, communicates independently about a patient’s case, or begins formal advocacy, it will verify the patient’s participation, permission, or the representative’s legal authority. Permission to participate in one conversation does not automatically grant unrestricted authority.

7. Services Involving Minors

Services involving a minor must ordinarily be initiated, authorized, and contracted by a parent, legal guardian, or other legally authorized representative who accepts financial responsibility and provides required authorization. Exceptions may apply when state law grants a minor independent authority regarding particular healthcare services or information.

8. Secure Communications and Document Submission

Medical records, health insurance documents, legal authorizations, financial files, and sensitive communications must be submitted exclusively through the designated secure patient platform. Patients must not transmit sensitive information through standard email, public website fields, blog subscription modules, social media, unencrypted text messages, or other unapproved channels.

9. Patient Portal Responsibilities

Patients and authorized representatives are responsible for maintaining portal credentials, using accurate contact information, preventing unauthorized device access, reporting suspected misuse, reviewing submitted information, and notifying Ross Patient Advocacy LLC when consent, authority, contact information, or representative status changes.

10. Access, Copies, and Corrections

Patients may request access to records maintained by Ross Patient Advocacy LLC, subject to applicable law, contractual obligations, identity verification, third-party restrictions, and reasonable procedures. Patients may request correction of factual information. Original information may be retained for documentation integrity, legal compliance, billing verification, dispute resolution, or recordkeeping.

11. Sensitive or Specially Protected Records

Certain substance-use-disorder records, behavioral-health records and psychotherapy notes, genetic information, reproductive-health information, minor records, and legal records may be subject to additional protections. A separate authorization or additional documentation may be required.

12. Record Retention and Secure Disposal

Patient information is retained only as reasonably necessary to perform and document services, maintain financial records, address disputes, satisfy contractual obligations, protect legal rights, and comply with retention requirements. Information no longer required will be securely disposed of subject to technical, contractual, and legal limitations.

13. Security Incidents

Ross Patient Advocacy LLC maintains safeguards designed to protect confidential information. No system can guarantee absolute security. If unauthorized access, acquisition, use, or disclosure is discovered, the practice will investigate, take corrective measures, and provide notifications when required by applicable law.

14. Marketing and Newsletter Separation

Enrollment in advocacy services does not enroll a patient in the newsletter or marketing communications. Newsletter subscription requires a separate voluntary opt-in. Patient records and Carepatron information will not be used to build marketing lists or promote unrelated insurance products.

15. Concerns and Complaints

Patients may raise privacy or confidentiality concerns without retaliation or interference with contracted services. Sensitive complaint details must be submitted through the secure patient platform rather than standard email.

16. Changes to This Notice

Ross Patient Advocacy LLC may revise this notice to reflect changes in services, systems, contractual relationships, professional standards, or applicable law.

Contact Information

Ross Patient Advocacy LLC

info@rosspatientadvocacy.com
(801) 306-1886

This is a working website draft pending final legal review.