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The Collision Care Clinic

HIPAA Notice of Privacy Practices

THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.

Effective October 8, 2026

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This notice explains how The Collision Care Clinic handles health information about you. It applies to our clinic staff and the care we provide. It also explains your choices, your rights and how to reach us with a privacy concern.

To make a request or ask for help with any right described here, contact Brandon Higgins, Privacy Officer, using the main phone number or Westminster address at the end of this notice.

Your information, your rights

See or get a copy of your records

You can ask to inspect or receive a paper or electronic copy of the medical and billing records we use to make decisions about your care. Send a written request to the Privacy Officer. Tell us which records you need and the format you prefer. We will provide that format if we can readily produce it; otherwise, we will work with you on an available format.

We may charge a reasonable, cost-based fee where the law allows. Some records are excluded from the right of access. If we deny all or part of your request, we will explain the reason in writing and tell you about any right to have the decision reviewed.

Ask us to correct a record

If you think a medical or billing record is wrong or incomplete, send the Privacy Officer a written request explaining what you want corrected and why. We may deny a request when the law allows, but we will explain our decision in writing. If we deny it, you can submit a statement of disagreement to be included with the record.

Choose how we contact you

You can ask us to contact you in a different way or at a different location. For example, you can ask us to call a particular number or send mail to a different address. Send your request to the Privacy Officer and tell us how to reach you. We will accommodate reasonable requests. You do not have to explain why you are making the request.

Ask us to limit what we share

You can ask the Privacy Officer to limit how we use or share your information for treatment, payment or clinic operations, or with people involved in your care. Tell us what information you want restricted and with whom. We do not have to agree to most requests. If we agree, we must follow the restriction, except where the law allows otherwise, such as when the information is needed for emergency treatment.

If a health care item or service has been paid in full by you or someone other than your health plan, you can ask us not to disclose information about that item or service to your health plan for payment or health care operations. We must agree unless the disclosure is required by law.

Ask for a list of certain disclosures

You can request an accounting of certain times we shared your information during the six years before your request. Write to the Privacy Officer and tell us the period you want covered. The list generally does not include disclosures for treatment, payment or health care operations, disclosures to you, or disclosures you authorized.

The first accounting in a 12-month period is free. We may charge a reasonable, cost-based fee for another accounting in that period. We will tell you the fee in advance so you can withdraw or change your request.

Get a paper copy of this notice

You can ask the front desk or the Privacy Officer for a paper copy at any time, even if you agreed to receive the notice electronically.

Have someone act for you

A person legally authorized to act as your personal representative can exercise your privacy rights to the extent of that authority. Contact the Privacy Officer for help. We will verify the person's authority before giving access or acting on a request, subject to exceptions allowed by law.

How we use and share information

To care for you

We may use your health information and share it with health care professionals who treat you. For example, your physician may share an imaging result with a physical therapist to help plan your treatment. We may also contact you about appointments, treatment options or health-related services.

To bill for your care

We may use and share information to bill and collect payment for your care. For example, we may send your insurer information about a visit and the treatment provided so it can process a claim. This notice does not determine whether an insurer will cover a service.

To run the clinic

We may use and share information to operate the clinic and improve care. For example, we may review records to check the quality of treatment or train staff. Other operations include licensing, audits and managing the practice.

Companies that help us with work such as billing or record management may need access to information. When the law requires a business associate agreement, they must agree to protect that information and use it only as the agreement and law allow.

With people involved in your care

We may share information relevant to a family member, friend or other person's involvement in your care or payment for it when you agree, do not object after an opportunity to do so, or when the circumstances reasonably show that you do not object. Tell your care team if you do not want information shared.

If you cannot tell us your wishes, we may share relevant information when professional judgment indicates it is in your best interest. We may also share limited information to help notify someone about your location or condition, including through disaster-relief organizations, as the law permits.

For purposes the law allows or requires

We may use or share information without your written permission for the purposes below. Each has legal conditions and limits. These permissions do not override the additional protections described later in this notice.

  • As required by law, including disclosures to the U.S. Department of Health and Human Services to check our compliance with privacy law.
  • For public health activities, such as reporting certain diseases, injuries or deaths, helping with product recalls, or reporting problems with medicines or medical devices.
  • To report suspected child abuse or neglect, or adult abuse, neglect or domestic violence, when reporting is required or permitted by law.
  • For health oversight, such as lawful audits, inspections, licensing reviews and investigations by authorized agencies.
  • For court or administrative proceedings, in response to an order, or to a subpoena or other lawful process when the required privacy safeguards are met. A request alone does not authorize unrestricted access to your records.
  • For law enforcement purposes within the limits set by law, such as required reports or certain requests to locate a missing person.
  • To coroners, medical examiners or funeral directors for their lawful duties, and to organizations involved in organ, eye or tissue donation.
  • For health research when legal safeguards are met, such as approval of a waiver by an authorized review board. Research that requires your authorization will not proceed with your information without it.
  • To prevent or lessen a serious and imminent threat to a person or the public, when the law permits disclosure to someone able to help.
  • For authorized military, national security, intelligence or protective-service activities; or to correctional institutions or officials with lawful custody when necessary for purposes allowed by law, such as health care or safety.
  • For workers' compensation and similar programs as authorized by law. If we provide an employer-requested examination for workplace surveillance or a work-related illness or injury, we may share the findings needed for the employer's legal obligations when the law's conditions, including notice to you, are met.

Your choice about fundraising

If we contact you to raise funds for the clinic, you can opt out of future fundraising communications. Each communication will explain how to do that without undue burden or more than a nominal cost. Your decision will not affect treatment or payment.

If we have substance use disorder records protected by 42 CFR Part 2, we must first give you a clear opportunity to choose not to receive fundraising communications that would use those records.

When your permission is needed

Uses and disclosures not described in this notice will be made only with your written permission, called an authorization. For example, we generally need your authorization to send records to an attorney acting for you unless another legal basis permits the disclosure.

You can revoke an authorization at any time by writing to the Privacy Officer. Revocation does not undo action already taken in reliance on your authorization. A limited exception may apply when an authorization was a condition of insurance coverage and the insurer has a legal right to contest a claim or the policy.

Psychotherapy notes have special protection

Most uses and disclosures of separately maintained psychotherapy notes require your written permission. Limited legal exceptions include use by the person who wrote the notes for your treatment, certain training, defending a legal action you bring, and specified disclosures required or permitted by law.

Marketing and sale require authorization

We must obtain your written authorization for uses and disclosures that HIPAA classifies as marketing or a sale of health information. The law has limited exceptions, including face-to-face marketing and promotional gifts of nominal value. An authorization for a sale must tell you that we will receive payment.

Some records have additional protections

When another applicable law gives your information stronger protection, we follow that law. This may require consent or limit what we can share even when HIPAA would otherwise permit it.

Colorado law protects confidential communications with treating physicians, including in legal proceedings. When that privilege applies, disclosure requires your consent or a legal basis that overcomes the privilege. A request for records does not by itself remove that protection.

If we receive substance use disorder treatment records protected by 42 CFR Part 2, we follow the consent and other restrictions that apply to those records. We cannot use or disclose those records, or testimony about their contents, in civil, criminal, administrative or legislative proceedings against you without your written consent or a qualifying court order. Before such an order is issued, you or the record holder must receive notice and an opportunity to be heard. The order must also be accompanied by a subpoena or another legal requirement compelling disclosure.

For example, a request for your records in a legal case does not by itself allow us to disclose protected substance use disorder records against you.

Our responsibilities and your questions

We must protect your information

We are required by law to maintain the privacy of your protected health information, give you this notice of our legal duties and privacy practices, and notify affected individuals following a breach of unsecured protected health information. We must follow the terms of the notice currently in effect.

Changes to this notice

We reserve the right to change this notice and make the revised terms apply to all health information we maintain, including information we already have. If our practices change materially, we will promptly revise the notice. Except when the law requires otherwise, we will not apply a material change before the revised notice's effective date.

The current notice will be available on this website and at our clinics. You can ask the front desk or the Privacy Officer for a copy.

Raise a concern or file a complaint

If you believe your privacy rights have been violated, you can complain to the clinic. Write to Brandon Higgins, Privacy Officer, at the Westminster address listed below. Describe what happened and how we can contact you. You can also call the main phone number below for help with a privacy question or complaint.

You may also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights through its complaint portal: https://ocrportal.hhs.gov/ocr/smartscreen/main.jsf. You do not have to complain to us first. We will not retaliate against you for filing a complaint.

Privacy Officer

Brandon Higgins, Privacy Officer12071 N Tejon St, Building 4, Suite 300, Westminster, CO 80234(720) 702-0600

Acknowledgement

We ask you to sign an acknowledgement of receiving this notice at intake. The acknowledgement is separate from permission to use or share information.

Sources for this notice

Last verified 2026-10-08

Source references: For informational purposes only. Not legal advice.