Privacy Policy

Effective date January 1, 2026
The Health Insurance Portability and Accountability Act (HIPAA) provides safeguards to protect your privacy. Implementation of HIPAA requirements officially began on April 14, 2003. Many of the policies have been our practice for years. This form is a “friendly” version. A more complete text is posted in the office.

What this is all about: 

HIPAA has specific rules about who can see or be notified of your Protected Health Information (PHI). These rules do not prevent the normal exchange of information needed to provide you with office services. HIPAA also gives you, the patient, certain rights and protections. We balance these rights with our goal of providing you with quality professional service and care. More information is available from the U.S. Department of Health and Human Services at www.hhs.gov

HIPAA Patient Rights

• Right to inspect and obtain copies of records
• Right to request amendments
• Right to request confidential communications
• Right to request an accounting of disclosures
• Right to file complaints with the practice or the U.S. Department of Health and Human Services

We have adopted the following policies:

• It is the policy of this office to remind patients of their appointments. We may do this by telephone, e-mail, U.S mail, text message, or by any means convenient for the practice and/or as requested by you. We may send you other communications informing you of changes to office policy and new technology that you might find valuable or informative.
• The practice utilizes a number of vendors to conduct business. These vendors may have access to PHI but must agree to abide by the confidentiality rules of HIPAA.
• You understand and agree to inspections of the office and review of documents which may include PHI by government agencies or insurance payers in normal performance of their duties.
• You agree to bring any concerns or complaints regarding privacy to the attention of the Practice Manager or the Medical Director.
• Your confidential information will not be used for the purposes of marketing or advertising of products, goods or services unless otherwise consented by you.
• We agree to provide patients with access to their records in accordance with state and federal laws.
• We may change, add, delete or modify any of these provisions to better serve the needs of the both the practice and the patient.
• You have the right to request restrictions in the use of your protected health information and to request change in certain policies used within the office concerning your PHI. While we are not obligated to agree to all requests, we will comply with your request not to disclose information to your health plan about a service you have paid for entirely out of pocket.

NEO Dermatology Privacy Officer:
Please direct inquiries regarding this privacy practice policy to the practice’s Clinical Operations Manager by emailing connect@neodermatology.com or calling (216) 678-9810.  When sending an email the subject line should read: HIPAA Inquiry – Direct to Clinical Operations Manager.

Complaint Procedures: 

If you believe your privacy rights have been violated or you have concerns about how your Protected Health Information (PHI) has been used or disclosed, you may file a complaint with our practice.  

To file a complaint with this practice, please contact our Privacy Officer.  Complaints may be submitted in writing, by phone, or in person. Physical and Mailing Address: 3700 Park East Drive, Suite 220, Beachwood, OH 44122.

All complaints will be reviewed promptly and handled in a confidential manner.  You will not be penalized, retaliated against, or denied care for filing a complaint.  

You also have the right to file a complaint directly with the Office for Civil Rights at the U.S. Department of Health and Human Services if you believe your privacy rights have been violated.  

Complaints to the office of Civil Rights may be submitted online, by mail, or by email.  Information on how to file a complaint can be found at the HHS website or by contacting:

Office of Civil Rights:

U.S. Department of Health and Human Services
200 Independence Avenue, SW
Washington, DC 20201
Phone: 1-877-696-6775
Website: www.hhs.gov/ocr

ACKNOWLEDGEMENTS

Notice of Privacy Practices provides detailed information about how the practice may use and disclose confidential information.

The practice reserves the right to change the terms of its Notice of Privacy Practices. If changes to the policy do occur, the practice will provide patients with a revised Notice of Privacy Practices upon the patient’s request.

With the patient’s consent, NEO Dermatology or our agents may call the patient’s home, cell or other alternative location and leave a message on voicemail or in person, including but not limited to, appointment reminders, billing items, and any calls pertaining to the patient’s care.

AUTHORIZATION FOR RELEASE OF INFORMATION TO FAMILY MEMBERS/CAREGIVERS

Some patients choose to allow family members or caregivers to request their medical or billing information. Under HIPAA regulations, this information cannot be shared without the patient’s consent. To authorize the release of your medical or billing information, you must complete and sign the practice HIPAA Notice of Privacy Practices Consent form in advance. Your signature will permit sharing only with the family members or caregivers listed on the consent.