Legal
Last updated — June 2026
HIPAA Notice of Privacy Practices
HIPAA Notice of Privacy Practices
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.
Who This Notice Covers
This Notice of Privacy Practices (“Notice”) describes the privacy practices of Automate Clinic, PC and its affiliated professional entities (collectively, “Automate Clinic Providers,” “we,” “us,” or “our”), each of which provides health care services.
This Notice explains how we may use and disclose your protected health information (“PHI”) — the individually identifiable health and billing information we create or maintain about you — and your rights regarding that information. Automate Clinic, PBC, doing business as Closer Clinic, provides administrative, technology, and management support to us as a business associate; certain billing and insurance functions are performed through our payer and billing partners. Those partners handle PHI only as permitted by law and by written agreement with us.
This Notice is posted on the Closer Clinic website. You acknowledge receipt when you register for services, and you may request or print a copy at any time.
Our Duties
We are required by law to: protect the privacy and security of your PHI; train our personnel to keep it confidential; notify you promptly if a breach compromises the privacy or security of your PHI; provide you this Notice describing our legal duties and privacy practices; and follow the terms of the Notice currently in effect.
How We May Use and Disclose Your PHI Without Your Authorization
Treatment. We use your PHI to provide and coordinate your care, and we share it with other clinicians and providers — such as physicians, pharmacies, and laboratories — involved in your treatment.
Payment. We use and disclose your PHI to bill and obtain payment for the care we provide — for example, to verify coverage and submit claims to your health plan or insurer, and to work with the billing and payer-enrollment partners that process claims on our behalf.
Health care operations. We use and disclose your PHI to run and improve our practice — for example, to assess and improve the quality and safety of care, to support our clinicians, and to administer the Services. We use business associates to perform functions on our behalf, including our management services organization (Automate Clinic, PBC d/b/a Closer Clinic), our electronic health record and clinical platform, billing and payer-enrollment partners, and technology providers that supply AI-enabled tools used to support intake, documentation, and care. Our business associates are bound by written agreements requiring them to safeguard your PHI and use it only as permitted.
Appointment reminders and health-related communications. We may contact you — including by phone, text message, or email — to provide appointment reminders, test results, and information about treatment options or health-related benefits and services. You may ask us to communicate with you by alternative means or at an alternative location, as described under your rights below.
Health information exchange. We participate in one or more health information exchanges (“HIEs”) and interoperability networks, which allow us to access and share your PHI electronically with other participating providers for treatment and other purposes permitted by law. You may opt out of having your PHI accessed or shared through an HIE by contacting our Privacy Officer; opting out does not affect other lawful disclosures described in this Notice.
De-identified information. We may de-identify your PHI in accordance with HIPAA. Once information is de-identified so that it no longer identifies you, it is no longer PHI and is not subject to this Notice, and we may use and disclose it for any purpose permitted by law.
Other uses and disclosures permitted or required by law. We may use or disclose your PHI without your authorization for: public health activities (such as reporting disease, adverse events, or product recalls); reporting abuse, neglect, or domestic violence as permitted or required; health oversight activities such as audits and investigations; judicial and administrative proceedings (for example, in response to a court order); law enforcement purposes as permitted by law; research as permitted by law and subject to required approvals; avoiding a serious and imminent threat to health or safety; workers’ compensation; specialized government functions such as military and national security activities; coroners, medical examiners, and funeral directors; organ and tissue donation; correctional institutions if you are in custody; and as otherwise required by law, including disclosures to the U.S. Department of Health and Human Services to confirm our compliance.
Persons involved in your care. If you agree, or in certain situations where the law allows, we may share PHI relevant to a person’s involvement with a family member, friend, or other person you identify as involved in your care or payment for your care, and we may notify them about your location or general condition.
Uses and Disclosures That Require Your Authorization
Most uses and disclosures not described above will be made only with your written authorization. In particular, we will not use or disclose your PHI for marketing, sell your PHI, or use or disclose psychotherapy notes, except with your written authorization or as otherwise permitted by law. If you give an authorization, you may revoke it in writing at any time, except to the extent we have already acted in reliance on it.
Stronger Privacy Protections Under Other Laws
Some state and federal laws are more protective than HIPAA for certain categories of information and may require your written permission before we use or disclose them. These can include mental health and substance use disorder records (including under 42 C.F.R. Part 2), HIV/AIDS and other communicable disease information, and genetic information. Where a more protective law applies, we follow it.
Your Rights Regarding Your PHI
To exercise any of these rights, submit a written request to our Privacy Officer at the address or email at the end of this Notice.
Access and copies. You may inspect and request an electronic or paper copy of the PHI we maintain about you. We may charge a reasonable cost-based fee and will generally respond within 30 days. In limited circumstances we may deny a request and will explain why.
Amendment. You may ask us to amend PHI you believe is incorrect or incomplete. Your request must be in writing and explain your reason. We may deny the request in certain circumstances and will explain why; you may submit a statement of disagreement.
Accounting of disclosures. You may request a list of certain disclosures we made of your PHI in the six years before your request. Some disclosures are excluded. We will provide one accounting per 12-month period free of charge.
Restrictions. You may ask us to restrict how we use or disclose your PHI for treatment, payment, or operations. We are not required to agree, except that we must honor a request to restrict disclosure to a health plan for an item or service you paid for in full out of pocket, where the disclosure is for payment or operations and not otherwise required by law.
Confidential communications. You may ask us to contact you by an alternative means or at an alternative location, and we will accommodate reasonable requests.
Paper copy. You may request a paper copy of this Notice at any time, even if you agreed to receive it electronically.
Breach notification. You will be notified if a breach compromises the privacy or security of your PHI.
Changes to This Notice
We may change this Notice and make the revised Notice effective for PHI we already maintain as well as PHI we receive in the future. We will post the current Notice on the Closer Clinic website with its effective date.
Complaints
If you believe your privacy rights have been violated, you may file a complaint with our Privacy Officer, or with the U.S. Department of Health and Human Services, Office for Civil Rights, 200 Independence Avenue SW, Washington, D.C. 20201 — telephone 1-877-696-6775, or www.hhs.gov/ocr/privacy/hipaa/complaints/. We will not retaliate against you for filing a complaint.
Contact
Privacy Officer Automate Clinic Providers 4845 Pearl East Cir, Ste 118, PMB 619246, Boulder, Colorado 80301-6112
Email: privacy@automate.clinic
Phone: (970) 239-1441
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.
Who This Notice Covers
This Notice of Privacy Practices (“Notice”) describes the privacy practices of Automate Clinic, PC and its affiliated professional entities (collectively, “Automate Clinic Providers,” “we,” “us,” or “our”), each of which provides health care services.
This Notice explains how we may use and disclose your protected health information (“PHI”) — the individually identifiable health and billing information we create or maintain about you — and your rights regarding that information. Automate Clinic, PBC, doing business as Closer Clinic, provides administrative, technology, and management support to us as a business associate; certain billing and insurance functions are performed through our payer and billing partners. Those partners handle PHI only as permitted by law and by written agreement with us.
This Notice is posted on the Closer Clinic website. You acknowledge receipt when you register for services, and you may request or print a copy at any time.
Our Duties
We are required by law to: protect the privacy and security of your PHI; train our personnel to keep it confidential; notify you promptly if a breach compromises the privacy or security of your PHI; provide you this Notice describing our legal duties and privacy practices; and follow the terms of the Notice currently in effect.
How We May Use and Disclose Your PHI Without Your Authorization
Treatment. We use your PHI to provide and coordinate your care, and we share it with other clinicians and providers — such as physicians, pharmacies, and laboratories — involved in your treatment.
Payment. We use and disclose your PHI to bill and obtain payment for the care we provide — for example, to verify coverage and submit claims to your health plan or insurer, and to work with the billing and payer-enrollment partners that process claims on our behalf.
Health care operations. We use and disclose your PHI to run and improve our practice — for example, to assess and improve the quality and safety of care, to support our clinicians, and to administer the Services. We use business associates to perform functions on our behalf, including our management services organization (Automate Clinic, PBC d/b/a Closer Clinic), our electronic health record and clinical platform, billing and payer-enrollment partners, and technology providers that supply AI-enabled tools used to support intake, documentation, and care. Our business associates are bound by written agreements requiring them to safeguard your PHI and use it only as permitted.
Appointment reminders and health-related communications. We may contact you — including by phone, text message, or email — to provide appointment reminders, test results, and information about treatment options or health-related benefits and services. You may ask us to communicate with you by alternative means or at an alternative location, as described under your rights below.
Health information exchange. We participate in one or more health information exchanges (“HIEs”) and interoperability networks, which allow us to access and share your PHI electronically with other participating providers for treatment and other purposes permitted by law. You may opt out of having your PHI accessed or shared through an HIE by contacting our Privacy Officer; opting out does not affect other lawful disclosures described in this Notice.
De-identified information. We may de-identify your PHI in accordance with HIPAA. Once information is de-identified so that it no longer identifies you, it is no longer PHI and is not subject to this Notice, and we may use and disclose it for any purpose permitted by law.
Other uses and disclosures permitted or required by law. We may use or disclose your PHI without your authorization for: public health activities (such as reporting disease, adverse events, or product recalls); reporting abuse, neglect, or domestic violence as permitted or required; health oversight activities such as audits and investigations; judicial and administrative proceedings (for example, in response to a court order); law enforcement purposes as permitted by law; research as permitted by law and subject to required approvals; avoiding a serious and imminent threat to health or safety; workers’ compensation; specialized government functions such as military and national security activities; coroners, medical examiners, and funeral directors; organ and tissue donation; correctional institutions if you are in custody; and as otherwise required by law, including disclosures to the U.S. Department of Health and Human Services to confirm our compliance.
Persons involved in your care. If you agree, or in certain situations where the law allows, we may share PHI relevant to a person’s involvement with a family member, friend, or other person you identify as involved in your care or payment for your care, and we may notify them about your location or general condition.
Uses and Disclosures That Require Your Authorization
Most uses and disclosures not described above will be made only with your written authorization. In particular, we will not use or disclose your PHI for marketing, sell your PHI, or use or disclose psychotherapy notes, except with your written authorization or as otherwise permitted by law. If you give an authorization, you may revoke it in writing at any time, except to the extent we have already acted in reliance on it.
Stronger Privacy Protections Under Other Laws
Some state and federal laws are more protective than HIPAA for certain categories of information and may require your written permission before we use or disclose them. These can include mental health and substance use disorder records (including under 42 C.F.R. Part 2), HIV/AIDS and other communicable disease information, and genetic information. Where a more protective law applies, we follow it.
Your Rights Regarding Your PHI
To exercise any of these rights, submit a written request to our Privacy Officer at the address or email at the end of this Notice.
Access and copies. You may inspect and request an electronic or paper copy of the PHI we maintain about you. We may charge a reasonable cost-based fee and will generally respond within 30 days. In limited circumstances we may deny a request and will explain why.
Amendment. You may ask us to amend PHI you believe is incorrect or incomplete. Your request must be in writing and explain your reason. We may deny the request in certain circumstances and will explain why; you may submit a statement of disagreement.
Accounting of disclosures. You may request a list of certain disclosures we made of your PHI in the six years before your request. Some disclosures are excluded. We will provide one accounting per 12-month period free of charge.
Restrictions. You may ask us to restrict how we use or disclose your PHI for treatment, payment, or operations. We are not required to agree, except that we must honor a request to restrict disclosure to a health plan for an item or service you paid for in full out of pocket, where the disclosure is for payment or operations and not otherwise required by law.
Confidential communications. You may ask us to contact you by an alternative means or at an alternative location, and we will accommodate reasonable requests.
Paper copy. You may request a paper copy of this Notice at any time, even if you agreed to receive it electronically.
Breach notification. You will be notified if a breach compromises the privacy or security of your PHI.
Changes to This Notice
We may change this Notice and make the revised Notice effective for PHI we already maintain as well as PHI we receive in the future. We will post the current Notice on the Closer Clinic website with its effective date.
Complaints
If you believe your privacy rights have been violated, you may file a complaint with our Privacy Officer, or with the U.S. Department of Health and Human Services, Office for Civil Rights, 200 Independence Avenue SW, Washington, D.C. 20201 — telephone 1-877-696-6775, or www.hhs.gov/ocr/privacy/hipaa/complaints/. We will not retaliate against you for filing a complaint.
Contact
Privacy Officer Automate Clinic Providers 4845 Pearl East Cir, Ste 118, PMB 619246, Boulder, Colorado 80301-6112
Email: privacy@automate.clinic
Phone: (970) 239-1441