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VECTOR MEDICAL & CONCIERGE

HIPAA NOTICE OF PRIVACY PRACTICES

Effective date: October 13, 2026 | Last updated: October 13, 2026

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.

 

This Notice applies to protected health information maintained by VECTOR Medical & Concierge, LLC (“VECTOR,” “we,” “us,” or “our”). It explains your rights, your choices, and our legal responsibilities.

QUESTIONS OR PRIVACY REQUESTS

Privacy Officer

VECTOR Medical & Concierge, LLC

800 Oak Ridge Turnpike, Suite A500

Oak Ridge, TN 37830

Phone: (865) 481-5001

Email: admin@vectormedicalconcierge.com

Do not send medical details, photographs, records, prescription questions, or other sensitive information through ordinary email. Use VECTOR's designated secure patient process for clinical communications.

YOUR RIGHTS

When it comes to your health information, you have the following rights. Contact the Privacy Officer to exercise a right or ask how to submit a request.

Get an electronic or paper copy of your medical record

You may ask to inspect or receive an electronic or paper copy of your medical record and other health information we maintain about you.

 

We will provide access within the time required by applicable law. For a written request governed by Tennessee law, we generally will furnish a copy or summary within 10 working days after receiving the request. We may charge only a fee permitted by applicable law.

Ask us to correct your medical record

You may ask us to correct health information that you believe is incorrect or incomplete. We may deny the request in certain circumstances, but if we do, we will explain why in writing within the time required by law.

Request confidential communications

You may ask us to contact you in a specific way, such as at a particular phone number, or to send mail to a different address. We will accommodate reasonable requests.

Ask us to limit what we use or share

You may ask us not to use or share certain health information for treatment, payment, or healthcare operations. We generally are not required to agree. If we agree, we may still use or disclose the information when needed for emergency treatment or when otherwise permitted or required by law.

 

If you pay out of pocket in full for a healthcare item or service, you may ask us not to disclose information about that item or service to your health plan for payment or healthcare operations. We will agree unless the disclosure is required by law.

Get a list of certain disclosures

You may request an accounting of certain disclosures made during the six years before your request. The accounting will not include certain disclosures, including many disclosures for treatment, payment, and healthcare operations, and disclosures you asked us to make.

 

We will provide one accounting in a 12-month period without charge. We may charge a reasonable, cost-based fee for another accounting within the same 12-month period after telling you the cost and giving you an opportunity to withdraw or change the request.

Get a copy of this Notice

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

Choose someone to act for you

A person with legal authority to act for you, such as a healthcare agent, parent, or legal guardian, may exercise your rights and make choices about your health information to the extent permitted by law. We may verify that person's identity and authority before acting.

File a complaint

You may complain to VECTOR if you believe your privacy rights have been violated. Contact the Privacy Officer using the information above.

 

You may also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights by mailing 200 Independence Avenue, S.W., Washington, D.C. 20201; calling 1-877-696-6775; or visiting https://www.hhs.gov/hipaa/filing-a-complaint/.

 

We will not retaliate against you for filing a complaint.

YOUR CHOICES

For certain health information, you may tell us your preferences about what we share. Tell us what you want us to do, and we will follow your instructions when the law allows.

  • You may tell us whether to share information with family, close friends, or others involved in your care or payment for your care.

  • You may tell us whether to share information in a disaster-relief situation.

If you cannot tell us your preference, such as when you are unconscious, we may share information when we believe it is in your best interest and the law permits it. We may also share information when necessary to lessen a serious and imminent threat to health or safety.

USES AND DISCLOSURES REQUIRING WRITTEN PERMISSION

We will obtain your written authorization before using or disclosing your health information when authorization is required by law, including for the following:

  • Most uses and disclosures for marketing purposes;

  • The sale of your health information; and

  • Most uses and disclosures of psychotherapy notes, if applicable.

Other uses and disclosures not described in this Notice will be made only with your written authorization unless otherwise permitted or required by law. You may revoke an authorization in writing at any time, except to the extent we already relied on it.

MARKETING, SALE, AND FUNDRAISING

VECTOR does not sell your health information. VECTOR does not currently use protected health information for fundraising communications. If our practices change, we will provide the authorization, notice, and opportunity to opt out required by law.

HOW WE TYPICALLY USE OR SHARE YOUR INFORMATION

Treat you

We may use your health information and share it with other healthcare professionals who are treating you. Example: We may share relevant information with a laboratory or specialist involved in your care.

Run our organization

We may use and share your health information to operate the practice, coordinate services, improve quality, train staff, conduct compliance activities, and contact you when necessary. Example: We may review information to evaluate and improve care.

Obtain or process payment

We may use and share health information for permitted payment activities, including processing your direct payment and coordinating charges for outside services. VECTOR is a direct-pay practice and does not bill commercial insurance or Medicare for its services.

OTHER USES AND DISCLOSURES PERMITTED OR REQUIRED BY LAW

We may use or disclose health information in other circumstances permitted or required by law. We must meet the legal conditions that apply before making the disclosure. These circumstances may include:

  • Public-health and safety activities, such as preventing disease, reporting adverse reactions or product problems, reporting suspected abuse or neglect, or preventing or reducing a serious threat to health or safety;

  • Health research that satisfies applicable legal requirements;

  • Compliance with federal or state law, including review by the U.S. Department of Health and Human Services concerning our compliance with federal privacy law;

  • Organ and tissue donation activities;

  • Disclosures to a coroner, medical examiner, or funeral director when permitted by law;

  • Workers' compensation matters;

  • Law-enforcement purposes and health-oversight activities authorized by law;

  • Special government functions, including military, national-security, and protective services; and

  • Court or administrative orders, subpoenas, and other legal proceedings when permitted or required by law.

Information disclosed as HIPAA permits may be redisclosed by the recipient and may no longer be protected by the HIPAA Privacy Rule. More protective federal or state law may continue to restrict the information.

MORE PROTECTIVE LAWS AND SUBSTANCE-USE-DISORDER RECORDS

We comply with federal and Tennessee laws that provide greater privacy protection or place additional conditions on particular information. When a more protective law applies, we will use or disclose that information only as the more protective law permits.

 

To the extent VECTOR receives or maintains substance-use-disorder patient records protected by 42 CFR part 2 (“Part 2 records”), additional federal confidentiality protections apply. Part 2 records, and testimony describing their contents, will not be used or disclosed in a civil, criminal, administrative, or legislative proceeding against you unless authorized by your specific written consent or by a qualifying court order entered after the notice and opportunity to be heard required by law. A court order must be accompanied by a subpoena or other legal requirement compelling disclosure before the records are used or disclosed.

 

If you provide a single consent for future use or disclosure of Part 2 records for treatment, payment, and healthcare operations, a Part 2 program, HIPAA covered entity, or business associate that receives the records may further use or disclose them as HIPAA permits. Other uses and disclosures of Part 2 records will be made only as applicable law permits.

OUR RESPONSIBILITIES

  • We are required by law to maintain the privacy and security of your protected health information.

  • We will notify affected individuals as required by law following a breach of unsecured protected health information.

  • We must follow the duties and privacy practices described in the Notice currently in effect.

  • We will not use or share your information other than as described in this Notice unless you authorize us in writing or another use or disclosure is permitted or required by law.

CHANGES TO THIS NOTICE

We may change the terms of this Notice. The changed terms may apply to all protected health information we maintain, including information created or received before the change. The current Notice will be available upon request, at our office, and on our website.

QUESTIONS AND COMPLAINTS

For questions, privacy-rights requests, or complaints concerning VECTOR's privacy practices, contact the Privacy Officer at (865) 481-5001 or admin@vectormedicalconcierge.com, or write to the address shown above. We will not retaliate against you for making a request or filing a complaint.

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