Privacy policy.
Sol to Soul Spine and Sport LLC
Effective Date 7/21/2025
Sol to Soul Spine and Sport takes personal information and privacy very seriously.
Here, we outline how we collect, use, protect, and disclose your personal information
and protected health information (PHI). We are committed to protecting your privacy
and complying with privacy laws, including the Health Insurance Portability and
Accountability Act (HIPAA).
Information we collect: Name, Address, Phone Number, Email Address, Date of Birth,
Emergency Contact Information, Payment Details and Employment Details, when
relevant to treatment
Protected Health Information (PHI): Medical history and health conditions, treatment
records and clinical notes, diagnostic testing and imaging, billing and payment records,
and additional health information pertaining to the patient
Website and Digital Information: IP address and browser information, cookies and
website usage data, online appointment booking information, and email
communications and preferences
How we use your information: to provide and support chiropractic care and treatment,
coordinating care with other healthcare providers, monitoring treatment progress and
outcomes, and in emergency medical situations
Payment Activities: Billing for services rendered, collection activities for outstanding
balances, processing for insurance claims and authorizations
Healthcare operations: Quality assurance and improvement activities, staff training and
education, business planning and development, legal compliance and regulatory
requirements
Communication: appointment reminders and scheduling, treatment recommendations
and follow-up care, health education, office announcements and policy updates
Information Sharing and Disclosure-
We may share your information in the following circumstances:
o With your authorization
Referrals to other healthcare providers
Sharing information with others as designated by the patient
Legal proceedings when written consent is provided
o Without your authorization (as permitted by law)
Treatment: with other healthcare providers involved in your care
Payment: with insurance companies and billing services
Healthcare operations: for quality improvement and compliance
activities
Public health: When required for public health reporting
Legal requirements: Court orders, subpoenas, and law enforcement
requests
Health Oversight: Medical board investigations and audits
Emergency Situations: to prevent serious harm to you or others
Data Security and Protection: We implement appropriate safeguards to protect your
information-
Physical Safeguards
o Locked filing cabinets and secure storage areas
o Limited access to treatment and record areas
o Secure disposal of paper records
Technical Safeguards
o Encrypted electronic health records systems
o Password-protected computers and networks
o Regular software updates and security patches
o Secure backup and data recovery systems
Administrative Safeguards
o Staff training on privacy and security policies
o Access controls limiting who can view your information
o Regular security risk assessments
o Business associate agreements with third-party vendors
Your rights: Under HIPAA and applicable privacy laws, you have the right to:
Access your records
o Request copies of your medical records
o Inspect your health information
o Receive records in electronic format when possible
Request amendments
o Ask us to correct inaccurate or incomplete information
o Add statements to your record
Request restrictions
o Ask us to limit how we use or share your information
o Request restrictions on communications with family members or
other pre-determined individuals
Alternative communications
o Request that we communicate with you in a specific way
o Provide alternative contact methods or locations
Accounting of disclosures
o Receive a list of certain disclosures we’ve made
o Understand who has accessed your information
Complaint rights
o File complaints with our office or the Department of Health and
Human Services
o No retaliation for filing complaints
Data retention: We retain your health information as required by law and professional
standards:
Active patient records: maintained while you remain our patient
Inactive patient: retained for 7 years after last treatment rendered
Billing Records: retained for 7 years after last treatment rendered for tax
and audit purposes
Third-party Services: We may use third-party services that have access to your
information-
Electronic health record systems (Jane App)
Insurance verification and billing services
Appointment scheduling platforms
Email and communication services
Cloud storage and backup services
Website privacy
Cookies: Our website uses cookies to improve functionality and user experience. You
can disable cookies in your browser settings, although this may limit website
functionality.
Online forms: Information submitted through online forms is encrypted and securely
transmitted to our systems.
Third-Party Analytics: We may use analytics services to understand website usage, but
these services do not have access to your health information.
Changes to this policy: we may update this Privacy Policy as needed to reflect changes
in our practices or legal requirements. We will:
Post updates on our website and in our office
Provide notice of material changes
Make the updated policy available upon request
The effective date at the top of this policy indicates when it was last updated.
Contact information: For any questions regarding this privacy policy or to exercise your
rights, you may contact
Laurel Carpenter at 412-225-0552 or
drlaurel@soltosoulspineandsport.com
US Department of Health and Human Services:
www.hhs.gov/ocr/privacy/hipaa/complaints
o 1-800-368-1019
Acknowledgement:
By receiving services from our office, you acknowledge that you have been provided
with this Privacy Policy and understand how we may use and disclose your health
information.