Policies & Notices

This Notice explains how your medical information may be used and disclosed and how you can access that information. Please review it carefully.

Scope of this Notice

This Notice of Privacy Practices (“Notice”) applies to protected health information (“PHI”) created or received by Utah Hemorrhoid Specialists and any affiliated providers or staff who deliver care on our behalf and are subject to the Health Insurance Portability and Accountability Act (“HIPAA”). PHI includes information that identifies you and relates to your past, present, or future physical or mental health or condition, the care you receive, or payment for that care.

Our Responsibilities

• We are required by law to maintain the privacy and security of your PHI and to provide you with this Notice describing our legal duties and privacy practices.
• We will let you know promptly if a breach occurs that may have compromised the privacy or security of your PHI.
• We must follow the terms of the Notice currently in effect. We may change this Notice at any time as permitted by law, and the revised Notice will apply to all PHI we maintain. When we make a material change, we will post the updated Notice on our website and make copies available upon request.

How We May Use and Disclose PHI Without Your Written Authorization

The following describe examples of how we may use and disclose your PHI without your authorization. Not every use or disclosure is listed; these are illustrative.

• Treatment. We may use or disclose PHI to provide, coordinate, or manage your care. For example, we may share information with other clinicians involved in your treatment, send or receive information through a patient portal, or provide care via telehealth.
• Payment. We may use or disclose PHI to obtain payment for services, including eligibility and benefits verification, billing, claims management, collections, and related activities.
• Healthcare Operations. We may use or disclose PHI for operations such as quality assessment and improvement, training, credentialing, licensing, legal and auditing functions, and to contact you about appointment reminders, treatment options, or health-related services that may be of interest.
• Business Associates. We may share PHI with vendors who perform services for us (e.g., IT, billing, cloud services). Business Associates must protect your PHI by contract and comply with applicable law.
• Electronic Communications & HIEs. We may communicate with you by phone, text, email, or portal consistent with law, and we may participate in health information exchanges (HIEs) to share PHI with other participants for treatment, payment, healthcare operations, and other permitted purposes.
• Individuals Involved in Your Care. We may share relevant PHI with family members, friends, or others identified by you who are involved in your care or payment, and with entities assisting in disaster relief to notify your family or personal representative of your location and general condition.
• Required by Law. We may use or disclose PHI when required to do so by federal, state, or local law, including to the U.S. Department of Health and Human Services to verify HIPAA compliance.
• Public Health & Safety. We may disclose PHI for public health activities (e.g., to prevent or control disease, report adverse events to the FDA), to report abuse or neglect, and as needed to reduce a serious and imminent threat to health or safety.
• Health Oversight. We may disclose PHI to health oversight agencies for activities authorized by law, such as audits, inspections, investigations, and licensure actions.
• Judicial & Administrative Proceedings. We may disclose PHI in response to a court or administrative order and, in certain cases, in response to a subpoena or other lawful process after required safeguards are met.
• Law Enforcement. We may disclose PHI for certain law enforcement purposes as permitted by HIPAA.
• Coroners, Medical Examiners, Funeral Directors. We may disclose PHI to these professionals to carry out their duties.
• Organ and Tissue Donation. We may disclose PHI to organ procurement organizations as necessary to facilitate donation and transplantation.
• Workers’ Compensation. We may disclose PHI as authorized to comply with workers’ compensation or similar programs.
• Specialized Government Functions. We may disclose PHI for specialized government functions such as military, national security, or correctional institution purposes as permitted by law.
• Research. We may use or disclose PHI for research as permitted by law, including when an Institutional Review Board or Privacy Board has reviewed and approved the research with appropriate privacy safeguards.
• Limited Data Sets & De-Identification. We may use or disclose a limited data set (with most direct identifiers removed) for research, public health, or healthcare operations under a data use agreement, or we may use or disclose de-identified information as permitted by law.

Uses and Disclosures Requiring Your Authorization

In situations not described above, we will obtain your written authorization before using or disclosing your PHI. Most uses and disclosures of PHI for marketing purposes or disclosures that constitute a sale of PHI require your authorization. You may revoke an authorization at any time in writing. Your revocation will not affect actions already taken in reliance on your authorization.

Your Rights Regarding Your PHI

• Right to Request Confidential Communications. You may request that we communicate with you in a specific way (for example, at a different mailing address or by email). We will accommodate reasonable requests.
• Right to Request Restrictions. You may ask us to restrict certain uses and disclosures for treatment, payment, or healthcare operations, and to certain individuals involved in your care. While we are not required to agree to most requests, we must agree to restrict disclosures to a health plan if (i) the disclosure is for payment or healthcare operations and (ii) you (or someone on your behalf) have paid in full out-of-pocket for the item or service. You may also request to opt out of HIEs to the extent permitted by those exchanges.
• Right to Access. You may inspect or obtain a copy of PHI we maintain about you (including an electronic copy if maintained electronically) for as long as we maintain it, subject to limited legal exceptions. We will normally respond within 30 days or any shorter period required by law. Reasonable cost-based fees may apply for copying, mailing, or supplies.
• Right to Amend. If you believe your PHI is incorrect or incomplete, you may request an amendment. We may deny a request in certain circumstances; if we deny it, you may submit a written statement of disagreement that we will include in your record.
• Right to an Accounting of Disclosures. You may request a list (“accounting”) of certain disclosures of your PHI made by us during a period up to six years prior to the request (excluding disclosures such as those made with your authorization). Your first accounting in a 12-month period is free; a reasonable, cost-based fee may apply to additional requests.
• Right to a Paper Copy of this Notice. You may request a paper copy of this Notice at any time, even if you agreed to receive it electronically.

Questions, Requests, and Complaints

If you have questions about this Notice or wish to exercise your privacy rights, contact our Privacy Officer:

Privacy Officer – Utah Hemorrhoid Specialists
680 E Main St, Suite 201, Lehi, UT 84043
Phone: (801) 514-7100
Email: privacy@utahhems.com

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

Office for Civil Rights, U.S. Department of Health & Human Services
200 Independence Avenue, S.W., Washington, D.C. 20201
Phone: 1-877-696-6775
Web: hhs.gov/ocr/privacy/hipaa/complaints/

Effective Date

This Notice is effective as of October 16, 2025 and remains in effect until replaced.

Nondiscrimination Statement

Utah Hemorrhoid Specialists complies with federal civil rights laws, including Section 1557 of the Affordable Care Act. We do not discriminate on the basis of race, color, national origin, sex, age, or disability in our health programs and activities.

Notice of Availability — Free Aids & Services

To ensure equal access, we provide the following free services when needed:

• Auxiliary aids & services for people with disabilities (for example, qualified sign-language interpreters and materials in alternative formats).
• Language assistance for people whose primary language is not English (for example, qualified interpreters and translation of written information).

To request these services, contact our Section 1557/Civil Rights Coordinator:

Section 1557/Civil Rights Coordinator – Utah Hemorrhoid Specialists
680 E Main St, Suite 201, Lehi, UT 84043
Phone: (801) 514-7100
Email: privacy@utahhems.com

How to Report a Concern

If you believe we failed to provide these services or discriminated in another way, you may file a grievance with the Coordinator above. You may also file a civil rights complaint with the U.S. Department of Health and Human Services, Office for Civil Rights (OCR):

HHS Office for Civil Rights
200 Independence Avenue, S.W., Washington, D.C. 20201
Phone: 1-800-368-1019  |  TDD: 1-800-537-7697
Web: hhs.gov/ocr/privacy/hipaa/complaints/

Aviso de asistencia lingüística (Español)

ATENCIÓN: si habla español, tiene a su disposición servicios gratuitos de asistencia lingüística. Llame al (801) 514-7100

Introduction. Utah Hemorrhoid Specialists (“we,” “our,” or “us”) is committed to protecting your privacy. This Online Privacy Policy explains how we collect, use, disclose, and safeguard information when you interact with our online services, including our website, forms, scheduling tools, patient portal links, and SMS/email communications (collectively, the “Site”). By using the Site, you agree to this Policy. If you do not agree, please discontinue use.

Information We Collect

• Information You Provide. Name, contact information (email, phone, address), communication preferences, appointment details, insurance and billing information, and any information you submit via online forms or messaging.
• Automatically Collected Data. IP address, device/browser type, access times, pages viewed, referral URLs, and general usage data collected via cookies or similar technologies.
• Information from Clinical Systems. We may receive information from our electronic health record (EHR) or related systems necessary to facilitate scheduling, care coordination, and patient support (e.g., appointment status, reminders). PHI is handled in accordance with our HIPAA Notice of Privacy Practices.

How We Use Your Information

• Provide and support requested services (e.g., scheduling, reminders, messaging, patient education).
• Respond to inquiries, facilitate treatment planning and follow-ups, and deliver relevant health information.
• Process billing and insurance-related activities where applicable.
• Operate, maintain, and improve the Site, including troubleshooting and analytics.
• Comply with applicable laws, regulations, and security requirements.

Communications & Messaging Preferences

• Email. By providing an email address, you consent to receive messages related to appointments and health-related updates. You may opt out of marketing-type emails by clicking Unsubscribe within those emails.
• SMS/Text. By providing your mobile number and opting into SMS, you consent to receive recurring messages for reminders, confirmations, updates, and support. Message and data rates may apply. Message frequency varies. You can reply STOP to cancel or HELP for assistance. See our “SMS/Text Messaging Terms & Consent” section for details.

How We Protect Your Information

• Administrative, technical, and physical safeguards designed to protect information (e.g., access controls, encryption where appropriate, vendor due diligence).
• For PHI, safeguards consistent with HIPAA, as described in the HIPAA Notice of Privacy Practices.

Sharing Your Information

• No sale of patient data.
• Service providers who help operate the Site (e.g., scheduling, secure messaging, hosting, analytics) under agreements requiring appropriate protections.
• Insurance payers and other entities as required to process claims or as otherwise permitted by law.
• Regulators or government authorities when required by law.

Cookies

We may use cookies or similar technologies to support core Site functions and to understand usage patterns. You can control cookies through your browser settings; disabling cookies may affect Site functionality.

Analytics

We may use analytics services (e.g., Google Analytics) to collect aggregate, non-identifiable information to help diagnose Site issues and improve user experience.

Third-Party Links

The Site may link to third-party websites or services. We are not responsible for their content or privacy practices. We recommend reviewing their privacy policies.

Children’s Privacy

We do not knowingly collect personal information online from children under 13 without appropriate consent. If you believe we have collected such information, please contact us so we can delete it.

Your Rights & Choices

• Request access to, correction of, or deletion of personal information we maintain, subject to applicable law.
• Withdraw consent for non-essential communications (e.g., marketing emails, SMS) at any time as described above.

Unified Policy; No Third-Party Marketing Use

This Online Privacy Policy is intended to be unified across our practice. We do not share mobile numbers or personal information with third parties for their own marketing purposes. Subcontractors may process data solely to support our services and must protect your information.

Updates to This Privacy Policy

We may update this Policy periodically. Changes will be posted here with the updated effective date. Your continued use of the Site after an update constitutes acceptance of the revised Policy.

Contact Us

Questions or concerns? Contact:
Privacy Officer – Utah Hemorrhoid Specialists
680 E Main St, Suite 201, Lehi, UT 84043
(801) 514-7100  |  privacy@utahhems.com

Opt-In. By providing your mobile number and opting into our SMS service, you agree to receive recurring text messages related to appointments, confirmations, reminders, updates, and patient support from Utah Hemorrhoid Specialists.

Data We Collect for SMS

• Name, mobile number, and (if provided) email and mailing address.
• Preferences related to messaging and care coordination.
• Information submitted via our website forms, patient intake, or scheduling systems.

How We Use SMS Data

• Send appointment confirmations, reminders, rescheduling links, and care-related updates.
• Provide support information (e.g., hours, directions, contact details).
• Improve service quality and measure delivery (e.g., deliverability, opt-out rates).

Message Frequency & Charges

• Messages are recurring; frequency varies with care activity.
• MESSAGE AND DATA RATES MAY APPLY. Check your carrier plan for details.

Opt-Out / Help

• To stop receiving texts, reply STOP at any time. You will receive one final message confirming the opt-out.
• For assistance, reply HELP or contact us at (801) 514-7100 or privacy@utahhems.com.

Privacy & Non-Sharing

No mobile information will be shared with third parties/affiliates for marketing or promotional purposes. Information sharing to subcontractors in support services (e.g., secure messaging, delivery, analytics) is permitted solely to support our services. All other use-case categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties for their own marketing.

Security & Retention

• We apply administrative, technical, and physical safeguards designed to protect SMS data.
• Information is retained while you maintain an active SMS subscription and for a reasonable period thereafter to comply with law and recordkeeping practices. You may request deletion as allowed by law and our retention obligations.

Separate Services

If you interact with multiple services or systems (e.g., scheduling platform, EHR portal), opting out of one communication channel may not automatically opt you out of another. Please follow opt-out instructions provided for each channel.

Contact

Questions about SMS? Contact (801) 514-7100 or privacy@utahhems.com.

Acceptance of Terms. By accessing or using the Utah Hemorrhoid Specialists website (the “Site”), you agree to these Terms of Use. If you do not agree, please do not use the Site.

No Medical Advice; Not for Emergencies

Content on the Site is for general informational purposes only and is not a substitute for professional medical advice, diagnosis, or treatment. Do not disregard professional advice because of information you read here. In an emergency, call 911 or go to the nearest emergency department.

Permitted Use

You may use the Site only for lawful purposes and in accordance with these Terms. You agree not to interfere with the operation of the Site or attempt to gain unauthorized access to any systems or information.

Intellectual Property

The Site and its content (including text, graphics, logos, and images) are owned by Utah Hemorrhoid Specialists or its licensors and are protected by applicable intellectual property laws. You may not copy, distribute, modify, or create derivative works from Site content without our prior written consent.

Third-Party Links

The Site may contain links to third-party sites. We are not responsible for the content or practices of those sites and provide links for convenience only.

Disclaimer of Warranties

The Site is provided on an “as is” and “as available” basis without warranties of any kind, express or implied, including but not limited to accuracy, reliability, merchantability, fitness for a particular purpose, or non-infringement.

Limitation of Liability

To the fullest extent permitted by law, Utah Hemorrhoid Specialists and its affiliates are not liable for any indirect, incidental, special, consequential, or punitive damages arising from or related to your use of the Site.

Indemnification

You agree to indemnify and hold harmless Utah Hemorrhoid Specialists and its affiliates from any claims, liabilities, damages, losses, and expenses arising out of or related to your use of the Site or violation of these Terms.

Governing Law

These Terms are governed by the laws of the State of Utah, without regard to its conflict of laws principles.

Changes to the Terms

We may update these Terms from time to time. Changes are effective upon posting to this page with the “Updated” date above. Your continued use of the Site after a change constitutes acceptance.

Contact

Questions about these Terms? Contact privacy@utahhems.com or (801) 514-7100.

Our Commitment. Utah Hemorrhoid Specialists is committed to providing a website that is accessible to the widest possible audience, regardless of technology or ability. Our goal is to conform to the Web Content Accessibility Guidelines (WCAG) 2.2 AA.

What We’re Doing

• Designing and building with semantic HTML, sufficient color contrast, and keyboard-friendly navigation.
• Providing text alternatives for non-text content where feasible.
• Testing new content and features for accessibility issues and addressing them as we discover them.

Known Limitations & Third-Party Content

Some third-party components, links, or embedded content may be outside of our control and might not fully meet our accessibility standards. We strive to select vendors with strong accessibility practices.

Feedback & Assistance

If you experience difficulty accessing any part of the Site or need an alternative format, please let us know so we can help:

Accessibility Contact – Utah Hemorrhoid Specialists
Phone: (801) 514-7100
Email: privacy@utahhems.com
Postal: 680 E Main St, Suite 201, Lehi, UT 84043

Continuous Improvement

We review this statement and our site periodically and update as our accessibility efforts evolve.