HIPAA Privacy Policy

Effective Date: 03/01/2026

Hear Ear Hearing Aids (“we,” “our,” or “us”) is committed to protecting your personal health information. This Notice describes how medical information about you may be used and disclosed, and how you can access that information. Please review it carefully.

Your privacy is important to us. We follow all applicable laws, including the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and related state and federal regulations, to ensure that your protected health information (PHI) is handled securely and respectfully.

Our Commitment to Your Privacy

At Hear Ear Hearing Aids, we are dedicated to maintaining the privacy and confidentiality of your PHI. This includes any information that identifies you and relates to your hearing health, treatment, or payment for healthcare services. We are required by law to:

• Maintain the privacy and security of your health information.

• Provide you with this Notice explaining our legal duties and privacy practices.

• Notify you in the event of a breach involving your PHI.

• Follow the terms of this Notice currently in effect.

How We May Use and Disclose Your Health Information

We may use or share your PHI for the following purposes, as permitted or required by law:

1. Treatment

We may use or share your PHI with audiologists, hearing aid specialists, physicians, or other healthcare providers involved in your care. This helps coordinate services such as hearing evaluations, testing, and fitting of hearing aids.

2. Payment

We may use or disclose your PHI to bill and receive payment from insurance companies, health plans, or other entities responsible for payment. This may include information necessary to verify insurance coverage or obtain pre-authorization for services.

3. Healthcare Operations

We may use your PHI for administrative purposes such as quality improvement, staff training, compliance reviews, or internal audits to ensure the highest standard of care.

4. Appointment Reminders and Notifications

We may use your information to contact you with appointment reminders, follow-up calls, or to inform you about alternative treatment options and new services related to hearing healthcare.

5. As Required by Law

We may disclose your information when required to do so by federal, state, or local laws. This may include public health reporting, responding to court orders, or cooperating with government oversight agencies.

6. Other Permitted Uses

We may share PHI to prevent or reduce a serious threat to health or safety, for workers’ compensation claims, law enforcement requests, or as part of research (when approved by an institutional review board).

Except as described in this Notice, we will not use or disclose your PHI without your written authorization. You may revoke your authorization at any time in writing.

Your Rights Regarding Your Health Information

You have several important rights concerning your PHI:

Access and Copies

You have the right to view or request a copy of your medical records and billing information. Requests must be submitted in writing.

Amendments

If you believe information in your record is incorrect or incomplete, you may request an amendment in writing. We may deny your request in certain circumstances, but we will explain why in writing.

Accounting of Disclosures

You have the right to request a list of certain disclosures of your PHI made by us during a specified time period.

Restrictions

You may request limits on how we use or share your information for treatment, payment, or operations. While we are not required to agree to all restrictions, we will comply with restrictions related to payment out of pocket.

Confidential Communications

You may request that we contact you in a specific way (for example, at home, via cell phone, or by mail) to protect your privacy.

Right to a Paper Copy

You may request a paper copy of this Notice at any time, even if you have agreed to receive it electronically.

Our Responsibilities

We are required by law to:

• Maintain the privacy and security of your PHI.

• Notify you promptly if a breach occurs that may have compromised your information.

• Provide you with this Notice and follow its terms.

• Obtain your written permission for uses and disclosures not described in this Notice.

We will not sell or rent your personal or medical information. We will not use your information for marketing or fundraising without your written authorization.

Changes to This Notice

We reserve the right to change this Notice at any time. Changes will apply to all information we maintain and will be posted on our website and available in our office. The effective date of the current Notice will always appear at the top of the page.

Questions and Complaints

If you have questions about this Notice or believe your privacy rights have been violated, you may contact us directly:

Hear Ear Hearing Aids

New Haven, IN Office

Bryan, OH Office

3867 OH-576
Bryan, OH 43506
Phone: (260) 363-3609

You may also file a complaint with the U.S. Department of Health and Human Services, Office for Civil Rights. We will not retaliate against you for filing a complaint.

Acknowledgment of Receipt

You may be asked to sign a form acknowledging that you have received this Notice. This acknowledgment does not mean you agree with the contents—only that you have been informed of our privacy practices.

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