THIS NOTICE DESCRIBES HOW HEALTH INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED, HOW YOU CAN GET ACCESS TO THIS INFORMATION, AND YOUR RIGHTS REGARDING YOUR HEALTH INFORMATION. PLEASE REVIEW IT CAREFULLY.

Wise Aesthetics Group, Inc. d/b/a Wise Aesthetics (“Wise Aesthetics,” “Wise,” “we,” “us,” or “our”) is committed to protecting the privacy and confidentiality of your health information.

Wise Aesthetics is a self-pay medical aesthetics practice. We do not bill commercial insurance, Medicare, Medicaid, or other health plans for our services. Because Wise does not bill insurance, our payment-related uses and disclosures are generally limited to self-pay transactions, payment processing, financing, receipts, refunds, chargebacks, accounting, and similar business activities.

To the extent Wise Aesthetics is subject to HIPAA or a particular record, communication, or transaction is subject to HIPAA, this Notice is intended to describe our HIPAA privacy practices and your HIPAA rights. Regardless of whether HIPAA applies to a particular record or interaction, Wise Aesthetics treats patient health information, clinical records, treatment photographs, consent forms, treatment notes, and related health information as confidential and protects that information according to applicable law and our internal privacy practices.

This Notice applies to health information created, received, maintained, or transmitted by Wise Aesthetics in connection with the medical aesthetics care and related services we provide. This Notice applies to Wise Aesthetics, our employees, workforce members, providers, supervising and medical director physicians, advanced practice providers, nurses, clinical staff, administrative staff, contractors, and other persons or entities who participate in your care or assist us with treatment, payment, or health care operations.

Wise Aesthetics maintains a separate Website Privacy Policy that applies to website visits, cookies, analytics, advertising, online forms, and other non-clinical digital interactions. This Notice governs patient health information. If there is a conflict between this Notice and our Website Privacy Policy regarding health information or protected health information, this Notice controls.

Our Legal Duties

To the extent required by HIPAA and other applicable laws, we are required to:

Maintain the privacy and security of protected health information;
Provide you with this Notice of our legal duties and privacy practices;
Follow the terms of the Notice currently in effect;
Notify you if a breach occurs that may have compromised the privacy or security of unsecured protected health information;
Honor patient rights required by HIPAA and applicable Indiana law;
Follow any more stringent state or federal privacy protections that apply to certain categories of health information.

Even where HIPAA does not apply to a particular record or interaction, Wise Aesthetics maintains confidentiality practices designed to protect patient health information.

We may revise this Notice from time to time. We reserve the right to make the revised Notice effective for health information we already maintain, as well as health information we receive in the future. If we materially revise this Notice, we will post the updated Notice at our practice and on our website and will provide a paper copy upon request.

What Health Information This Notice Covers

This Notice applies to health information that identifies you and relates to your health, treatment, payment for care, or services provided by Wise Aesthetics.

This may include, for example:

Medical history;
Health questionnaires;
Treatment notes;
Consultation records;
Consent forms;
Medication information;
Allergies;
Contraindications;
Treatment plans;
Clinical photographs;
before-and-after photographs maintained as part of your medical record;
appointment and treatment details;
billing and payment information related to care;
communications with our team about your care or treatment;
documentation related to adverse events, complications, or follow-up care.

Your original health record is the property of Wise Aesthetics. The information in the record belongs to you, and you have rights to access and request copies of your health information as described below.

How We May Use and Disclose Your Health Information

The following sections describe ways we may use and disclose health information without your written authorization. Not every use or disclosure is listed, but the categories describe the main ways we are permitted or required to use and disclose health information.

Treatment

We may use and disclose your health information to provide, coordinate, or manage your care.

For example, we may use or disclose your health information to:

Evaluate whether you are a candidate for treatment;
Create and update your treatment plan;
Document your consultation, procedure, response, and follow-up;
Share information among providers, nurses, clinical staff, and supervising or medical director physicians involved in your care;
Communicate with another health care provider involved in your care;
Send prescriptions, lab orders, or clinical information when medically appropriate;
Review prior treatment history, allergies, contraindications, complications, or adverse events;
Document and evaluate clinical photographs as part of your medical record;
Coordinate follow-up care, post-treatment instructions, or complication management.

Payment

Wise Aesthetics is a self-pay practice and does not bill commercial insurance, Medicare, Medicaid, or other health plans for our services.

We may use and disclose your health information as needed to obtain payment for care and related services. For example, we may use or disclose limited information to:

Prepare invoices, receipts, or account records;
Process credit card, ACH, financing, membership, plan, or other payment transactions;
Respond to payment questions, refunds, disputes, chargebacks, or account inquiries;
Work with payment processors, financing providers, accounting professionals, billing support vendors, or collection services, where applicable;
Maintain financial and business records required by law;
Confirm that payment was received for a treatment, product, plan, or service.

Because Wise Aesthetics does not bill insurance, we generally do not disclose your health information to health plans for payment. If Wise Aesthetics ever changes its payment practices or is required by law to communicate with a health plan, workers’ compensation program, government payer, or similar payer, we may use or disclose health information as permitted or required for that purpose.

If HIPAA applies and you pay out of pocket and in full for a health care item or service, you may request that we not disclose information about that item or service to your health plan for payment or health care operations. Because Wise does not bill insurance, this type of disclosure is not part of our ordinary practice. If the situation ever arises, we will honor a valid request unless disclosure is required by law.

Health Care Operations

We may use and disclose your health information for our health care operations.

For example, we may use or disclose health information to:

Evaluate and improve the quality of care we provide;
Conduct staff training and provider education;
Review treatment outcomes;
Conduct peer review or clinical quality review;
Maintain and improve clinical protocols;
Document compliance with applicable standards;
Manage our practice;
Conduct billing, auditing, compliance, legal, and administrative activities;
Manage our electronic health record and patient communication systems;
Review clinical photographs internally for quality, continuity of care, education, or provider training;
Evaluate patient satisfaction and improve the patient experience.

Appointment Reminders and Health-Related Communications

We may use and disclose your health information to contact you about:

Appointment reminders;
Pre-treatment or post-treatment instructions;
Follow-up care;
treatment alternatives;
health-related benefits, services, or products that may be of interest to you;
memberships, aesthetic care plans, or maintenance options related to your care;
scheduling, forms, consent documents, or other care-related matters.

These communications may occur by phone, voicemail, text message, email, patient communication platform, mail, or other contact information you provide, subject to your communication preferences and applicable law.

You may request that we communicate with you in a particular way or at a particular location, as described in the “Right to Request Confidential Communications” section below.

Business Associates and Service Providers

We may disclose health information to business associates or service providers who perform services for us or on our behalf.

These may include, for example:

Electronic health record vendors;
scheduling platforms;
patient communication platforms;
payment processors;
financing providers;
e-signature vendors;
IT support providers;
secure cloud storage providers;
billing or accounting providers;
legal, compliance, or consulting professionals;
other vendors who need access to health information to perform services for Wise Aesthetics.

When HIPAA requires a Business Associate Agreement, we require business associates to safeguard protected health information under a written agreement. For vendors not subject to HIPAA business associate requirements, we use reasonable contractual, operational, and security safeguards appropriate to the nature of the information and service.

Individuals Involved in Your Care or Payment for Your Care

Unless you object, we may disclose health information to a family member, relative, close friend, caregiver, personal representative, or other person you identify who is involved in your care or payment for your care.

We will limit the disclosure to information directly relevant to that person’s involvement.

If you are not present or are unable to agree or object, we may use professional judgment to determine whether disclosure is in your best interest.

Personal Representatives, Parents, and Guardians

We may disclose health information to a person legally authorized to act on your behalf, such as a personal representative, legal guardian, health care representative, or other authorized person, subject to applicable law.

For minors, parents or legal guardians may generally have access to the minor’s health information, except where federal or Indiana law gives the minor privacy rights, limits parental access, or where a court order or other legal restriction applies.

Clinical Photography, Before-and-After Images, and Results Documentation

Wise Aesthetics may take clinical photographs, videos, or images as part of your medical record. We may use those images for treatment, documentation, quality review, health care operations, provider training, and continuity of care.

We will not use your identifiable photographs, before-and-after images, videos, testimonial content, or other identifiable clinical information for public marketing, advertising, social media, website content, promotional materials, or external publication without your written authorization or consent as required by law.

You may revoke a written authorization for future use, except to the extent we have already relied on it.

Public Reviews and Testimonials

If you choose to post a public review, testimonial, social media comment, photograph, or other public statement about Wise Aesthetics, you should understand that you are making that information public.

Wise Aesthetics will not disclose health information in response to a public review without your written authorization. We may respond in a general, non-identifying way.

Required by Law

We may use or disclose health information when required to do so by federal, state, or local law.

For example, we may disclose health information when required by reporting laws, court orders, subpoenas, licensing rules, public health laws, or other legal obligations.

Public Health Activities

We may disclose health information for public health activities permitted or required by law, such as:

Reporting certain diseases, conditions, or injuries;
reporting adverse events;
reporting product defects or problems;
assisting with recalls or safety alerts;
reporting information to public health authorities;
reporting communicable disease information where required by law.

Food and Drug Administration and Product Safety

We may disclose health information to the U.S. Food and Drug Administration, device or drug manufacturers, product manufacturers, or other persons or entities subject to FDA jurisdiction when permitted or required for purposes such as:

Adverse event reporting;
product defect reporting;
product tracking;
recalls, repairs, or replacements;
post-market surveillance;
quality or safety investigations.

Abuse, Neglect, or Domestic Violence

We may disclose health information to appropriate authorities if we believe the disclosure is necessary to report abuse, neglect, or domestic violence, or where such reporting is required or permitted by law.

Health Oversight Activities

We may disclose health information to health oversight agencies for activities authorized by law, such as:

Audits;
investigations;
inspections;
licensure;
disciplinary actions;
compliance reviews;
medical spa registration or oversight;
other oversight activities.

These agencies may include professional licensing boards, state or federal health agencies, and other regulators.

Judicial and Administrative Proceedings

We may disclose health information in response to a court or administrative order. We may also disclose health information in response to a subpoena, discovery request, or other lawful process if the requirements of applicable law are met.

Law Enforcement

We may disclose health information to law enforcement officials when permitted or required by law, such as:

In response to a court order, warrant, subpoena, or summons;
to identify or locate a suspect, fugitive, material witness, or missing person;
about a victim of a crime, under certain circumstances;
about a death we believe may have resulted from criminal conduct;
about criminal conduct on our premises;
in emergency circumstances, to report a crime, the location of a crime or victims, or the identity, description, or location of a person involved in a crime.

Serious Threat to Health or Safety

We may use or disclose health information when we believe in good faith that it is necessary to prevent or lessen a serious and imminent threat to the health or safety of a person or the public, consistent with applicable law and professional standards.

Workers’ Compensation

Wise Aesthetics does not bill insurance for routine services. However, if a workers’ compensation matter or similar legal program applies, we may disclose health information as authorized by and to the extent necessary to comply with workers’ compensation laws or similar programs.

Research

We may use or disclose health information for research only when permitted by law. This may include research approved by an Institutional Review Board or privacy board, research using de-identified information, research using a limited data set with appropriate safeguards, or research otherwise permitted under HIPAA and applicable law.

Wise Aesthetics does not use identifiable patient information for external research publications without required approvals and authorizations.

Coroners, Medical Examiners, and Funeral Directors

We may disclose health information to coroners, medical examiners, and funeral directors as necessary for them to perform their duties and as permitted by law.

Organ and Tissue Donation

If applicable, we may disclose health information to organizations involved in organ, eye, or tissue donation and transplantation as permitted by law.

Military, Veterans, National Security, and Protective Services

If applicable, we may disclose health information for military, veterans, national security, intelligence, or protective services activities as authorized by law.

Correctional Institutions and Law Enforcement Custody

If you are an inmate of a correctional institution or in law enforcement custody, we may disclose health information to the correctional institution or law enforcement official as permitted or required by law.

Disaster Relief

We may disclose health information to disaster relief organizations to coordinate care or notify family or friends of your location or condition in a disaster. We will provide you an opportunity to agree or object when practical.

De-Identified or Limited Information

We may use health information to create de-identified information, which does not identify you and is not subject to HIPAA once properly de-identified. We may also use or disclose limited data sets as permitted by HIPAA, subject to required safeguards.

Uses and Disclosures That Require Your Written Authorization

Except as described in this Notice or as otherwise permitted or required by law, we will not use or disclose your health information without your written authorization.

The following uses and disclosures require your written authorization when required by HIPAA or other applicable law:

Most uses and disclosures of psychotherapy notes, if any;
most uses and disclosures of health information for marketing purposes;
disclosures that constitute a sale of protected health information;
public use of identifiable photographs, videos, before-and-after images, testimonials, or clinical information for marketing, advertising, website content, social media, or promotional purposes;
other uses and disclosures not described in this Notice or otherwise permitted by law.

You may revoke a written authorization at any time by submitting a written request to us, except to the extent we have already taken action in reliance on the authorization.

Wise Aesthetics does not sell protected health information.

Wise Aesthetics does not use protected health information for third-party paid advertising or targeted advertising without authorization where authorization is required.

Sensitive Information and More Stringent Protections

Some types of health information may receive additional protections under federal or Indiana law. Where a law provides greater privacy protection than HIPAA or our general privacy practices, we will follow the more protective law.

This may include, where applicable:

Mental health records;
substance use disorder treatment records;
HIV, sexually transmitted infection, or communicable disease information;
genetic information;
reproductive health information;
minor consent records;
records subject to a court order or special confidentiality restriction.

Wise Aesthetics is not a substance use disorder treatment program. However, if we receive records protected by federal substance use disorder confidentiality laws, we will handle those records according to applicable law.

Your Rights Regarding Your Health Information

You have the following rights regarding your health information. Some rights are required by HIPAA to the extent HIPAA applies. Other rights may arise under Indiana law or our internal privacy practices.

To exercise these rights, submit a written request to the Privacy Officer using the contact information at the end of this Notice.

Right to a Paper Copy of This Notice

You have the right to receive a paper copy of this Notice at any time, even if you previously agreed to receive it electronically.

Right to Inspect and Receive a Copy of Your Health Information

You have the right to inspect and receive a copy of health information we maintain about you in a designated record set, subject to limited exceptions.

You may request that we provide the copy in a specific form or format, including electronic format if we maintain the information electronically and it is readily producible in that format. You may also request that we transmit a copy directly to another person or entity you designate in writing.

We will respond within the time required by HIPAA, where applicable, and Indiana law. We may charge a reasonable, cost-based fee as permitted by law.

Right to Request an Amendment

If you believe health information we maintain about you is incorrect or incomplete, you may request that we amend it.

We may deny your request in certain circumstances, including if we did not create the information or if we determine the record is accurate and complete. If we deny your request, we will explain the reason in writing and describe any rights you may have to submit a written statement of disagreement.

Right to an Accounting of Disclosures

To the extent required by HIPAA or other applicable law, you have the right to request an accounting of certain disclosures of your health information.

The accounting will not include every disclosure. For example, it may not include disclosures for treatment, payment, health care operations, disclosures made to you, disclosures made with your authorization, or other disclosures excluded by law.

Your request must state the time period for the accounting, which may not be longer than the period allowed by law.

Right to Request Restrictions

You have the right to request restrictions on certain uses or disclosures of your health information for treatment, payment, or health care operations. You may also request restrictions on disclosures to family members, friends, or others involved in your care or payment for your care.

We are not required to agree to most requested restrictions. If we agree, we will comply with the restriction except in certain circumstances, such as emergencies or where disclosure is required by law.

If HIPAA applies and you pay out of pocket and in full for a health care item or service, and you request that we not disclose information about that item or service to your health plan for payment or health care operations, we will honor that request unless disclosure is required by law. Because Wise Aesthetics does not bill insurance, disclosures to health plans for payment are not part of our ordinary practice.

Right to Request Confidential Communications

You have the right to request that we communicate with you in a certain way or at a certain location. For example, you may request that we contact you only at a specific phone number, email address, mailing address, or through a particular method.

We will accommodate reasonable requests.

Right to Be Notified of a Breach

To the extent required by HIPAA or other applicable law, you have the right to be notified if a breach of unsecured protected health information occurs and we determine that notification is required.

Right to Revoke Authorization

If you give us written authorization to use or disclose your health information, you may revoke that authorization in writing at any time, except to the extent we have already taken action in reliance on it.

Right to File a Complaint

You have the right to file a complaint if you believe your privacy rights have been violated.

You may file a complaint with Wise Aesthetics using the contact information below. You may also file a complaint with the U.S. Department of Health and Human Services, Office for Civil Rights, if HIPAA applies.

We will not retaliate against you for filing a complaint.

Communication Preferences

Wise Aesthetics may communicate with you by phone, voicemail, text message, email, mail, patient communication platform, or other methods you provide or authorize. Some communications may include limited health-related information, such as appointment reminders, follow-up instructions, treatment-related information, or payment-related reminders.

You may request confidential communications or alternative communication methods at any time. We will accommodate reasonable requests.

Please do not submit urgent medical concerns, emergencies, or detailed medical history through general website forms, public social media, or public review platforms. If you are experiencing a medical emergency, call 911.

Website Forms and Digital Communications

Information submitted through Wise Aesthetics website forms may become health information if it relates to your care, treatment inquiry, consultation request, medical history, or health-related information.

General website forms are intended for basic contact and scheduling information. Please avoid submitting detailed medical history, sensitive health information, or urgent clinical concerns through general website forms.

Our Website Privacy Policy describes how we handle non-clinical website information, cookies, analytics, advertising tools, and similar technologies. This Notice governs patient health information.

Marketing, Advertising, and Online Tracking

We may use non-health website and marketing information as described in our Website Privacy Policy.

We do not intentionally disclose protected health information to third-party advertising platforms for paid advertising or targeted advertising without authorization where authorization is required. We do not use clinical intake forms, patient portals, medical-history forms, or clinical-care workflows for third-party advertising tracking unless legally reviewed and permitted.

Most uses or disclosures of protected health information for marketing require your written authorization, except as permitted by law, such as face-to-face communications with you or promotional gifts of nominal value.

Fundraising

Wise Aesthetics does not use protected health information for fundraising communications.

Our Location and Contact Information

Wise Aesthetics Group, Inc. d/b/a Wise Aesthetics
2325 Pointe Parkway, Suite 110
Carmel, IN 46032
Phone: 317-569-6448
Email: legal@wise-aesthetics.com

Privacy Officer

For questions about this Notice, to exercise your rights, or to file a privacy complaint with Wise Aesthetics, contact:

Privacy Officer
Wise Aesthetics Group, Inc. d/b/a Wise Aesthetics
2325 Pointe Parkway, Suite 110
Carmel, IN 46032
Phone: 317-569-6448
Email: legal@wise-aesthetics.com

Complaints

If you believe your privacy rights have been violated, you may file a complaint with Wise Aesthetics using the contact information above.

You may also file a complaint with the U.S. Department of Health and Human Services, Office for Civil Rights, if HIPAA applies.