Notice of AIS Healthcare’s Patient Privacy Practices

For our patients: This notice describes how AIS Healthcare uses and discloses your health information, and how you can get access to this information. Please review it carefully.

Our Commitment to Your Privacy

AIS, LLC (“AIS”) is dedicated to maintaining the privacy of your health information. In conducting our business, we will create, receive, or retain records regarding your treatment and the services we provide. We are required by law to maintain the confidentiality of health information that identifies you. We also are required by law to provide you with this Notice of our legal duties and the privacy practices that we maintain concerning health information. We realize that these laws are complicated, but we must provide you with the following information:

  • How we may use and disclose health information;
  • Your privacy rights in health information; and
  • Our obligations concerning the use and disclosure of health information.

We must follow the duties and privacy practices described in this Notice and give you a copy. We will not use or share your health information other than as described in this Notice without your written permission, unless permitted by applicable law. We will let you know promptly if a breach occurs that may have compromised the privacy or security of your information.

The terms of this Notice apply to all records containing health information that are created, received, or retained by AIS. AIS is required to abide by the terms of this Notice currently in effect. We reserve the right to revise or amend this Notice. Any revision or amendment to this Notice will be effective for all of your records that AIS has created or maintained in the past, and for any records that we may create or maintain in the future. We will make any revised or amended Notice available electronically on our website and by email, if you have agreed to receive electronic communications.

For more information, see: http://hhs.gov/ocr/privacy/hipaa/understanding/consumers/noticepp.html.

How AIS May Use Your Health Information

Here is a list of examples of the typical ways that AIS uses or shares your health information:

  • To treat you: We can use your health information and share it with other professionals who are treating you. For example, our physicians may ask about your health history in order to treat you. The people who work at AIS, including, but not limited to, our physicians, may use or disclose your health information in order to treat you or to assist others in your treatment. 
  • To run our organization: We can use and share your health information to run our company, improve your care, and contact you when necessary. As examples of the ways in which we may use and disclose your information for our operations, AIS may use your health information to evaluate the quality of care you received from us, to conduct training of medical professionals and non-professionals, or to conduct cost-management and business planning activities for AIS, among other activities. AIS may also disclose health information to another healthcare provider or for the healthcare operations activities of that entity if it also has or had a relationship with you and the health information pertains to that relationship.
  • To bill for your services: We can use and share your health information to bill and receive payment from health plans or other entities. For example, we may contact your health insurer to inquire whether you are eligible for benefits (and for what range of benefits), and we may provide your insurer with details regarding your treatment to determine if your insurer will cover or pay for treatment. 
  • Treatment options and health-related benefits and services: We may use and disclose health information to inform you of potential treatment options or alternatives. We may use and disclose health information to inform you of health-related benefits or services that may be of interest to you. If you do not want AIS to contact you regarding these services, you may opt out by notifying us by calling AIS’s compliance department or emailing us at compliance@aiscaregroup.com.
  • To support your care: We may share your health information with a person who is involved in your medical care or payment for your care, such as your family or a close friend. We also may notify family about your location or general condition or disclose such information to an entity assisting in a disaster relief effort. If you are not able to tell us your preference, we may go ahead and share your information if we believe it is in your best interest. We may also share your information when needed to lessen a serious and imminent threat to health or safety. Additionally, we may disclose information about you to a personal representative. If a person has the authority by law to make healthcare decisions for you, we will generally treat that personal representative the same way we would treat you with respect to your health information.
  • To provide appointment reminders: We may use and disclose health information to contact you and remind you of an appointment.
  • To do research: We may use or share your health information for research. Before we use or disclose health information for research, the project will generally go through a special approval process. Even without special approval, we may permit researchers to look at records to help them identify patients who may be included in their research project or for other similar purposes, as long as they do not remove or take a copy of the health information.
  • To comply with the law: We will share health information about you if state or federal laws require it, including with the U.S. Department of Health and Human Services, if it wants to see that we are in compliance with federal privacy law.
  • To address public health and safety issues: We may share health information about you for certain situations, such as:
    • Preventing disease;
    • Helping with product recalls;
    • Reporting adverse reactions to medications;
    • Reporting suspected abuse, neglect, or domestic violence; and
    • Preventing or reducing a serious threat to anyone’s health or safety.
  • To support health oversight activities: We may disclose your health information to a health oversight agency for activities authorized by law. Oversight activities can include, for example, investigations, inspections, audits, surveys, licensure, and disciplinary actions; civil, administrative, and criminal procedures or actions; or other activities necessary for the government to monitor government programs, compliance with civil rights laws, and the healthcare system in general.
  • To comply with requirements from applicable laws, lawsuits, or similar proceedings: We will share information about you if state or federal laws require it, including with the U.S. Department of Health and Human Services, if it wants to see that AIS is complying with federal privacy law. AIS may use and disclose health information in response to a court or administrative order if you are involved in a lawsuit or similar proceeding. AIS also may disclose health information in response to a discovery request, subpoena, or other lawful process by another party involved in the dispute, but only if we have made an effort to inform you of the request or to obtain an order protecting the information the party has requested.
  • To support law enforcement activities: We may release health information if asked to do so by a law enforcement official, including, by way of example:
    • Regarding a crime victim in certain situations, if we are unable to obtain the person’s agreement;
    • Concerning a death we believe has resulted from criminal conduct;
    • Regarding criminal conduct at our offices;
    • In response to a warrant, summons, court order, subpoena, or similar legal process;
    • To identify/locate a suspect, material witness, fugitive, or missing person; or
    • In an emergency, to report a crime (including the location or victim(s) of the crime; or the description, identity, or location of the perpetrator). 
  • To address serious threats to health or safety: We may use and disclose health information when necessary to reduce or prevent a serious threat to your health and safety or the health and safety of another individual or the public. Under these circumstances, we will only make disclosures to a person or organization able to help prevent the threat.
  • To respond to organ and tissue donation requests: We may share health information about you with organ procurement organizations.
  • To work with a medical examiner or funeral director: We may share health information with a coroner, medical examiner, or funeral director when an individual passes away.
  • To address workers’ compensation, law enforcement, and other government requests: We may use or share health information about you for workers’ compensation claims, for law enforcement purposes or with a law enforcement official, with health oversight agencies for activities authorized by law or for special government functions such as military, national security, and presidential protective services.
  • To address national security or military requests: AIS may disclose health information to federal officials for intelligence and national security activities authorized by law. We also may disclose health information to federal and national security activities authorized by law. We also may disclose health information to federal officials in order to protect the president, other officials, or foreign heads of state, or to conduct investigations.

          The above is not an exhaustive list of ways in which AIS may use or disclose your health information. For more ways we can use or share your health information, see https://www.hhs.gov/hipaa/for-individuals/guidance-materials-for-consumers/index.html. In addition, there is the potential for health information disclosed by AIS to be subject to redisclosure and no longer protected by applicable privacy laws, such as the HIPAA Privacy Rule.

          Please note: Your state’s law may be different than federal privacy law. Please call AIS’s compliance department or email us at compliance@aiscaregroup.com if you have any questions about state law.

          Additional Limitations On Use of Health Information

          • Except in compliance with an appropriate authorization signed by you and subject to some limited exceptions, AIS may not receive remuneration in exchange for health information.
          • We may not use or disclose your health information which relates to reproductive health care for any of the following activities: (1) to conduct a criminal, civil, or administrative investigation into any person for the mere act of seeking, obtaining, providing, or facilitating reproductive health care; (2) to impose criminal, civil, or administrative liability on any person for the mere act of seeking, obtaining, providing, or facilitating reproductive health care; or (3) to identify any person for any purpose relating to (1) or (2). This limitation applies when AIS has received a request for health information and reasonably determined that one or more of the following conditions exists: (a) the reproductive health care is lawful under the law of the state in which such health care is provided; (b) the reproductive health care is protected, required, or authorized by federal law regardless of the state in which it is provided. For example, AIS will not provide your health information to assist in an investigation about reproductive health care provided by a particular physician without actual knowledge that the care was unlawful or the provision of documentation indicating that the care was not lawful. In addition, AIS will not use or disclose health information potentially relating to reproductive health care for healthcare oversight activities, judicial and administrative proceedings, law enforcement purposes or to a coroner or medical examiner without obtaining an attestation from the party requesting the information, which  confirms that the use or disclosure is not for a prohibited purpose.

          Your Rights

          When it comes to your health information, you have certain rights. This section explains your rights and some of our responsibilities to help you exercise your rights.

          • Inspection and Copies. You have the right to inspect and obtain a copy of the health information that may be used to make decisions about you, including patient medical records and billing records, with limited exceptions. You must submit your request in writing to us at compliance@aiscaregroup.com or by calling 877.443.4006, in order to inspect and/or obtain a copy of health information. AIS may charge a fee for the costs of copying, mailing, labor, and supplies associated with your request. AIS may deny your request to inspect and/or copy in certain limited circumstances; however, you may request a review of our denial. If health information is maintained in an electronic format (known as an electronic medical record or an electronic health record), you have the right to request that an electronic copy of your record be given to you or transmitted to another individual or entity.
          • Amendment or Correction. If you feel that the health information we have is incorrect or incomplete, you may ask us to amend or correct the information. You have the right to request an amendment for as long as the information is kept by or for AIS. To request an amendment, you must make your request, in writing, to compliance@aiscaregroup.com. AIS may deny your request if the health information is correct or complete. 
          • Confidential Communications. You have the right to request that AIS communicate with you about your health and related issues in a particular manner or at a certain location. For instance, you may ask that we contact you at home, rather than at work. You could also request that AIS send mail to a different address. In order to request a type of confidential communication, you must make a written request to compliance@aiscaregroup.com specifying the requested method of contact or the location where you wish to be contacted. AIS will accommodate reasonable requests. You do not need to give a reason for your request.
          • Requesting Restrictions. Ask us to limit the health information we use or share. You may ask us not to use or share certain health information for treatment, payment, or our operations. We are not required to agree to your request, and we may say “no” if it will affect your care. To request a restriction, you must make your request in writing to AIS at compliance@aiscaregroup.com. We are not required to agree to your request unless you are asking us to restrict the use and disclosure of health information to a health plan for payment or healthcare operation purposes and such information you wish to restrict pertains solely to a healthcare item or service for which you have paid us “out-of-pocket” in full. If we agree, we will comply with your request unless the information is needed to provide you with emergency treatment.
          • Accounting of Disclosures. You may ask for a list (accounting) of the times we have shared your health information during the six years prior to the date you ask, who we shared it with, and why. We will include all the disclosures except for those about treatment, payment, and healthcare operations and certain other disclosures (such as any you have asked us to make). We will provide one accounting a year for free, but will charge a reasonable, cost-based fee if you ask for another within 12 months.
          • Copy of this Notice. You may ask for a paper copy of this Notice at any time, even if you have agreed to receive notices electronically. We will provide you with a paper copy promptly.
          • Designate a Representative. You have a right to choose someone to act for you. If you have given someone medical power of attorney or if someone is your legal guardian, that person may exercise your rights and make choices about your health information. We will make sure the person has this authority and may act for you before we take any action.
          • File a Complaint. You have a right to file a complaint if you feel your rights have been violated.
            • To report a complaint regarding the services you receive, please call toll-free 844.731.8139.
            • You may complain if you feel we have violated your rights. You may call our hotline or make a report through our website (aiscaregroup.com). You will be given a verbal or written confirmation that your report was received within 5 calendar days.
            • You may file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights by sending a letter to 200 Independence Avenue, S.W., Washington, D.C. 20201, calling 877.696.6775 or visiting http://hhs.gov/ocr/privacy/hipaa/complaints/.
            • We will not retaliate against you for filing a complaint.
            • Please review your state-specific complaint process.
          • Right to Receive Notice of a Breach. You have the right to be notified upon a breach of any of your health information which is deemed to be unsecure in accordance with applicable law.

          Changes to the Terms of This Notice

          We can change the terms of this Notice and those changes will apply to all information we have about you. The new Notice will be available upon request. 

          Contacting Us

          If you have any questions about this Notice, please contact AIS at:

          AIS Healthcare™ Headquarters
          18451 Dallas Parkway, Suite 150
          Dallas, TX 75287

          P: 601.988.1700 | 877.443.4006
          info@aiscaregroup.com
          www.aiscaregroup.com

          This document was last updated on July 14, 2025.