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HIPAA Policy & Private Practices at Medical Access Urgent Care in Germantown, MD, Woodbridge, VA, & Alexandria, VA

HIPAA, known as “The Privacy Rule” gives you ownership over your health information and sets rules and limits as to who can look at and receive your health information. Under this rule, patient health information such as your symptoms, test results, diagnosis, treatment and any related medical information is protected. This health information also covers your payment, billing, and insurance information. Your information is protected whether it is electronic, written, or oral.

We only use your health information to provide diagnosis and treatment, to obtain payment and for administrative purposes such as quality studies.

Diagnosis and Treatment

We will use your health information to provide you medical treatment. As part of our process, we may share your information with other physicians or health care providers who we refer you to for treatment or service, to laboratories who perform testing, to radiologists who read your X-rays, to pharmacists who fill your prescription, or to a family member who has written permission to obtain your health care information. Everyone who we share your information with is involved in your care and they too are required to keep your information confidential.


We will use your health information to get payment. Typically, information is shared with insurance companies to obtain authorizations for treatment and to be reimbursed for the medical care we provide.

Daily Operations

At the front desk you will be asked to sign-in or the reason for your visit. We try to be as discrete as possible and we suggest that you do the same. We have instituted procedures to help safeguard your and other patients information while checking-in. For example, we may show you a form and ask if the information is correct or call you up by your first name only. We expect if you or other patients inadvertently learn any protected information that you keep the information confidential.

One of the forms that you may complete will ask how you want us to contact you and what information we may leave. We’ll use this information to help us contact you when following-up with lab tests, X-ray results, or to schedule an appointment. Thus, you may get a message that GPCA called, but no other details unless you indicate on the form to provide more details.

We may also share your information with our Business Associates who help us with routine operational functions such as billing or collections. These Associates have signed a Confidentiality Agreement upon their employment and are also responsible for protecting your confidential information. Medical Access provides training for all staff on the importance of patient confidentially.

Special Circumstances
Medical Access may be required by law to report gunshot wounds or suspected abuse and neglect. Public authorities may also request that we provide information for statistics, or diseases: an example of a reported disease is if a person comes to us for a treatment for rabies. We may also be required to disclose information in the case of a subpoena or court order if requested by law enforcement.

We may also release information for Worker’s Compensation cases, automobile accidents or to certain entities in the case of death.

In some cases, such as if your attorney requests information, we will ask you to sign an authorization for release of information.

What are your rights?

  • You have a right to see and get a copy of your health records. We reserve the right to charge you for copying the records and if you want them sent to another physician. You will need to complete and sign a medical release form.
  • You have a right to have corrections added to your health information.
  • You have a right to get a copy of this notice that indicates how we use your health information.
  • You may decide if you want to give your permission before your health information can be used or shared for certain purposes, such as marketing.
  • You may request a report on when and where your health information was shared for certain purposes.
  • If you believe your rights are being denied or your health information isn’t being protected, you may contact the person listed below or send a written complaint to the US Government.

If you have questions or concerns, please contact:
Dr Manbir Takhar, Medical Director
12321 Middlebrook Road
Germantown, MD 20874
Tel: (301) 428-1070
Fax: 301.428.3192

For more information on the government’s policy on health information privacy, click here.