Effective Date: November 13, 2025

This notice describes how medical information about you may be used and disclosed and how you can get access to this information. Please read carefully.

Introduction to Privacy

ScanX Health LLC (hereinafter “ScanX, we, us,”) is required by law to maintain the privacy of your medical information. We are also required to give you this Notice about our privacy practices, our legal duties and your rights concerning your medical information. We must follow the privacy practices that are described in this Notice while it is in effect. We reserve the right to change our privacy practices and the terms of this Notice at any time, provided such changes are permitted by law. We also reserve the right to make the changes in our privacy practices and the new terms of our Notice effective for all medical information that we maintain, including medical information we created or received before we made the changes. If we make a significant change in our privacy practices, we will amend this Notice, the Notice posted on our website, and make the new Notice available upon request. You may request a copy of our Notice at any time. For more information about our privacy practices, or for additional copies of this Notice, please contact us using the information listed at the end of this Notice in the Questions or Concerns section.

Uses and Disclosures of Medical Information

We use and disclose medical information about you for treatment, payment, and health care operations.

Treatment: We may use and disclose your medical information to a physician or other health care provider in order to provide medical treatment or other health services to you. This includes coordination of your care with other health care providers, with health plans, consultation with other providers, and referral to other providers or community services related to your care. As part of your treatment plan and for your safety, we may use artificial intelligence, cameras, photography, recording, videography, streaming, and/or other technology.

• Appointment Reminders, Routine Instructions, and Healthcare Related Messages: We may send you health information such as appointment reminders, lab results, or other health information by regular (unencrypted) text message or emails, by phone, or through a patient portal. There is some risk that the information in regular text or email could be read by someone other than you. By sharing your phone number or email address, we presume you have consented to be contacted at that phone number or email address. You may manage your communication preferences through any patient portal or by communicating your preferences at the time of your visit.

• Outside Healthcare Providers: We may communicate with referring or follow-up providers, post-acute providers or facilities to which you may be transferred or receive care.

• Reproductive Health Care: We will only use and disclose your reproductive health information as permitted or required under applicable federal and state law.

• Sensitive Information: Your medical record may contain sensitive information about HIV or other communicable or sexually transmitted diseases, mental health, genetic testing and results, social issues, and/ or substance use issues or treatment. When required by law, we will ask for your permission before sharing this information with other healthcare providers.

• Psychotherapy Notes: Except as otherwise permitted by law, we will not use or disclose your psychotherapy notes without your written authorization.

Payment: We may use and disclose your medical information to obtain payment for services we provide to you. Payment includes submitting claims to health plans and other insurers, justifying our charges for and demonstrating the medical necessity of the care we deliver to you, determining your eligibility for health plan benefits for the care we furnish to you, obtaining pre-certification, preauthorization for your treatment or referral to other health care providers, participating in utilization review of the services we provide to you and the like. We may disclose your medical information to another health care provider or entity subject to federal and state laws to obtain payment for services.

Health Care Operations: We may use and disclose your medical information in connection with our health care operations. Health care operations include:

• Quality assessment and improvement activities;

• Reviewing the competence or qualifications of health care professionals, evaluating practitioner and provider accreditation, certification, licensing or credentialing activities;

• Medical Review;

• Legal services and auditing, including fraud and abuse detection and compliance; 

• Business planning and development;

• Business management and general administrative activities, including management activities relating to privacy, customer service, resolution of internal grievances, and creating de-identified medical information or a limited data set; and

• The use of artificial intelligence, cameras, photography, recording, videography, streaming, and/or other technology as part of health care operations.

• Body worn cameras and/or other technology may be used by us to record events for safety and security purposes.

We will not electronically disclose your medical information to another person without your authorization unless such disclosure is authorized or required by law and as described in this Joint Notice. We may disclose your medical information to another provider or health plan that is subject to the Privacy Rules, as long as that provider or plan has or had a relationship with you and the medical information is for their health care quality assessment and improvement activities, competence and qualification evaluation and review activities, or fraud and abuse detection and prevention.

Social Media: We participate in and facilitate postings on online, public social media platforms or sites. If you share information, including your health information on our social media pages, the information is considered public, and is no longer protected by privacy laws, including HIPAA, and may be reposted or reshared by us or others.

On Your Authorization: You may give us written authorization to use your medical information or to disclose it to anyone for any purpose. Under Texas law, you must give us your authorization to electronically disclose your medical information to another person, except for electronic disclosures made in furtherance of treatment, payment, or health care operation activities. If you give us an authorization, you may revoke it in writing at any time.

To Your Family & Friends and in Emergencies: We may disclose your medical information to a family member, friend, or other person to the extent necessary to help with your medical care or with payment for your health care. We may use or disclose your name, hospital location, and general condition or death to notify, or assist in the notification of (including identifying or locating) a person involved in your care or needed to make healthcare decisions. We may also disclose your medical information to whomever you give us permission. If you are not present, or in the event of your incapacity or an emergency, we will disclose your medical information based on our professional judgment of whether the disclosure would be in your best interest. We will also use our professional judgment and our experience with common practice to allow a person to pick up filled prescriptions, medical supplies, or other similar forms of medical information.

Facility Directory: We may use your name, your location, your general medical condition, and your religious affiliation in our census/facility directories. We will disclose this information to members of the clergy and, except for religious affiliation, to other persons who ask for you by name. We will provide you with an opportunity to restrict or prohibit some or all disclosures from the census/facility directories unless emergency circumstances prevent your opportunity to object.

Disaster Relief: We may use or disclose your medical information to a public or private entity authorized by law or by its charter to assist in disaster relief efforts. 

Health-Related Services: We may use your medical information to contact you with information about health-related benefits and services or about treatment alternatives that may be of interest to you. We may disclose your medical information to a business associate to assist us in these activities.

Business Associate: We may contract with one or more third parties (our business associates) in the course of our business operations. We may provide access to or disclose your medical information to business associates in order to provide the contracted services. We require that our business associates sign a business associate agreement and agree to safeguard the privacy and security of your medical information.

Marketing: Except as otherwise permitted by state or federal law, we will not use or disclose your medical information for marketing purposes without your written authorization. However, we may communicate with you in the form of face-to-face conversations about services and treatment alternatives. We may also provide you with promotional gifts of nominal value. We may also communicate about certain patient assistance and prescription drug saving or discount programs.

Sale of Your Medical Information: Except as otherwise permitted by law, we will not sell your medical information to another person without your authorization.

Health Oversight Activities: We may disclose your medical information to a health oversight agency for oversight activities authorized by law, including audits; civil, administrative, or criminal investigations; inspections; licensure or disciplinary actions; civil, administrative, or criminal proceedings or actions; or other activities necessary for the appropriate oversight of health care, government benefit programs or other entities for which medical information is necessary to determine compliance.

Judicial and Administrative proceedings: We may disclose your medical information in response to a court and administrative orders, subpoena, discovery request, and other lawful processes.

Law enforcement purposes: Pursuant to an administrative request, subpoenas and other lawful processes, crime victims, suspicious deaths, crimes on our premises, reporting crimes in emergencies, and for purposes of identifying or locating a suspect or other person.

To coroners, medical examiners, and funeral directors

To avert a serious threat to health or safety

Specialized government functions: We may release information necessary to certain government functions:

• To correctional institutions and law enforcement regarding inmates and persons in lawful custody.

• To the military, to federal officials for lawful intelligence, counterintelligence, and national security activities.

To organ procurement organizations: We may release information to organizations involved in eye, organ, and tissue procurement to facilitate organ or tissue donation or transplantation as authorized by you or as required by law.

Research: We may conduct and participate in research activities with academic institutions and others conducting research. We may use and disclose health information for research purposes subject to state and federal laws.

As authorized by state worker’s compensation laws

Individual Rights

Access: You have the right to review and receive a copy of your medical information used to make decisions about your care, with limited exceptions. The medical information generally includes medical and billing records. There may be a fee for the cost of copying, mailing or other supplies related to your request.

You may request that we provide copies in a format other than paper copies. We will provide the format you request unless we cannot practicably do so. If we maintain your medical information in an electronic format, we will provide you with the requested information in an electronic format unless otherwise requested by you. If you are denied access to review or receive a copy, you may request that denial be reviewed. The licensed healthcare professional conducting the review will be chosen by ScanX. The licensed healthcare professional conducting the review will not be the person denying your request.

Accounting of Disclosures: You have the right to receive a list of disclosures of your medical information covering six (6) years prior to the date you asked. We will include disclosures except those authorized by you or those made for treatment, payment, or health care operations purposes. You must request this accounting in writing. We will provide one accounting of disclosures per year for free but may charge a reasonable, cost-based fee for additional accountings within 12 months.

Restrictions: You have the right to request that we place restrictions on our use or disclosure of your medical information. We are not required to agree to these restrictions; however, we will agree to your request not to disclose your medical information to a health plan for a particular item or service if the disclosure is to be made for payment or health care operation purposes and is not otherwise required by law, and you have paid for the item or service in full. If we agree to your restriction request, we will abide by our agreement (except in an emergency). You must make this request in writing.

Confidential Communications: You have the right to request that we communicate with you about your medical information by alternative means or to alternative locations. You must make your request in writing. We must accommodate your request if: it is reasonable; specifies the alternative means or location; and provides a satisfactory explanation of how payments will be handled under the alternative means or location you request.

Amendment: You have the right to request that we amend your medical information. Your request must be in writing, and it must explain why the information should be amended. We may deny your request if we did not create the information, the information is accurate and complete, is not part of the designated record set, or for certain other reasons. If we deny your request, we will provide you a written explanation. You may respond with a statement of disagreement to be appended to the information you want amended. If we accept your request to amend the information, we will make reasonable efforts to inform others; (including people you name) of the amendment and to include the changes in any future disclosures of that information.

Electronic Notice: If you view this Notice on our web site or by electronic mail (e-mail), you are also entitled to receive a copy of this Notice in written form. Please ask for a written copy at the time of your visit or by contacting us as listed in the Questions or Concerns section of this Notice.

Notice of a Breach: If there is a breach involving the privacy or security of your unsecured medical information, we will notify you and other enforcement agencies, as necessary and appropriate. We will take steps to address the issue and mitigate any damages that the breach may have caused.

Security of Your Information

ScanX safeguards health information using various tools. We continually strive to improve these tools to meet or exceed industry standards. We also limit access to your health information to protect against its unauthorized use and disclosures. Except as otherwise provided herein, only ScanX workforce members, its business associates, and only those who need access as part of their job or to provide services to ScanX have access to your information. These safeguards help us meet both federal and state requirements to protect your health information.

Medical Record Disposal - Notice to the Patient or the Patient’s Legally Authorized Representative

ScanX may authorize the disposal of patients’ medical records on or after the medical record’s 10th anniversary of the date the patient was last treated. If the patient is younger than 18 years of age when last treated, we may authorize the disposal of medical records relating to the patient on or after the date of the patient’s 20th birthday or on or after the 10th anniversary of the date the patient was last treated, whichever date is later. ScanX may not destroy a medical record from a forensic medical examination of a sexual assault victim conducted under the Texas Code of Criminal Procedure until after the 20th anniversary of the date the record was created.

Questions or Concerns

If you would like more information about our privacy practices or have questions or concerns about this Notice, please contact ScanX at the number listed below.

If you believe your privacy rights have been violated, you may submit a complaint to:

ScanX

By mail: info@scanx.care

By phone: +1 (469) 804-6999

The U.S. Department of Health and Human Services (DHHS) Secretary

By mail: Centralized Case Management Operations; 200 Independence Avenue, S.W., Room 509F HHH Bldg., Washington, D.C. 20201

By email: OCRComplaint@hhs.gov

Directly to the OCR via online portal

Go to the following web page: https://ocrportal.hhs.gov/ocr/smartscreen/main.jsf

By fax: (202) 619-3818

TDD: 1 (800) 537-7697