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NOTICE OF PRIVACY PRACTICES

Last Updated: June 2, 2026

This Notice describes how medical information about you may be used and disclosed, and how you can access this information. Please review it carefully.

Our Commitment to Your Privacy

BatonCare is dedicated to protecting the privacy and confidentiality of your health information. We are required by the Health Insurance Portability and Accountability Act (HIPAA) to maintain the privacy of your Protected Health Information (PHI) maintained in your medical and billing records, provide you with this Notice, and follow the practices described here. Certain federal and state laws may provide Members with additional privacy protections and rights beyond those described in this Notice.

BatonCare provides non-clinical administrative, organizational, and informational services through its Member Portal and BatonCare Coordinators to help Members manage and understand their health information. BatonCare does not provide medical care, medical advice, diagnosis, or treatment, and no physician‑patient or provider‑patient relationship exists between BatonCare and any Member.

Licensed healthcare professionals affiliated with BatonCare serve only in administrative oversight and compliance roles. They do not provide clinical care to Members, and no physician-patient relationship is created through those activities.

Where applicable, BatonCare also complies with the federal confidentiality rules for substance use disorder information under 42 C.F.R. Part 2. Information protected by Part 2 will be used and disclosed only as permitted by law.

How We May Use and Disclose Health Information

We may use and disclose your PHI without your written authorization to provide BatonCare’s non-clinical personal health companion and healthcare operations services, and other purposes permitted or required by law, including the following:

  • Coordination With Your Healthcare Providers: To coordinate communications and administrative tasks with your healthcare providers in a non‑clinical capacity. For example, we may share information with physicians, nurses, or specialists involved in your care. BatonCare does not provide clinical coordination, clinical instructions, or clinical guidance to any healthcare provider.
  • Benefits Eligibility: To perform real-time electronic eligibility queries to your identified insurance carrier(s) to retrieve coverage and benefits information for your administrative reference. We do not bill insurance or submit claims.
  • Healthcare Operations: For quality improvement, compliance, training, and administration of our non-clinical services and Member Portal, including secure messaging with BatonCare Coordinators. BatonCare Coordinators do not provide clinical services, medical advice, diagnoses, treatment recommendations, or referrals.
  • Reminders and Service Information: To send you appointment reminders, service‑related communications, health event notifications, and hospital admission, discharge, and transfer (ADT) alerts, as well as information about BatonCare’s non‑clinical personal health companion services, including updates to the Member Portal and BatonCare Coordinators. We may receive notification information from healthcare facilities and send related alerts to you and, if you direct us, to your designated contacts. These alerts are informational only.
  • Individuals Involved in Your Care: With your consent or as otherwise permitted by law, we may share information with family members, friends, or others involved in your care or payment in a non‑clinical, administrative capacity.
  • Research: We may use or disclose PHI for research as permitted by law. When required, we will obtain your authorization.
  • AI-Supported Tools: We may use PHI in connection with AI-supported tools that help organize or summarize information for your personal reference and administrative convenience. These tools do not provide medical advice, diagnosis, or treatment. Any AI-generated summary is for informational and organizational purposes only, may contain errors or omissions, and does not replace the underlying medical record or other source record.
  • Personal Planning Documents: If you store Personal Planning Documents in the Member Portal and those documents contain PHI, that PHI is maintained subject to HIPAA and this Notice. Access is limited to you and any persons you authorize.
  • Member-Uploaded Content: If you upload documents or other content to the Member Portal, we may store and process that content to provide services to you.
  • Identity Verification: We may collect and use information, including biometric information, for enrollment, account recovery, and related security purposes.

If any of the health information BatonCare receives or maintain is protected under the federal confidentiality rules for substance use disorder (“SUD”) information at 42 C.F.R. Part 2, BatonCare will only redisclose such information with your written authorization or as otherwise permitted by 42 C.F.R. Part 2.

Disclosures You Direct or Authorize

The following uses and disclosures occur only if you direct us to make them or give us written authorization when required.

  • Member-Directed Sharing: At your direction, we may share your records or summaries with third parties you designate, including family members or healthcare providers.
  • Family Sharing (Shared Access): With your authorization, designated family members, friends, or other persons you choose may access information you make available through the Member Portal. You may revoke that access in writing at any time.

Special Situations

We may also disclose PHI in the following circumstances:

  • As Required by Law: When mandated by federal, state, or local law.
  • To Prevent Serious Threats: To avert a serious threat to health or safety.
  • Business Associates: We may disclose PHI to companies that perform services for us (e.g. secure cloud hosting, interoperability, AI-supported organizational tools, and identity verification services). These companies are required by law and contract to protect your information.
  • Data Breach Notification: To provide legally required notices of unauthorized access, use, or disclosure.
  • Identity Verification Information: We may use information collected for identity verification for enrollment, account recovery, and related security purposes.
  • Records Retrieval: At your direction, we may help obtain records from, and share records with, healthcare providers or other sources you identify. The availability and completeness of records may depend on third parties.
  • Organ and Tissue Donation: If required by law, to facilitate organ donation and transplantation processes.
  • Military and Veterans: As required by military command authorities.
  • Workers’ Compensation: For benefits related to work-related injuries or illness.
  • Public Health Activities: For reporting disease, injury, births, deaths, child abuse, or product recalls.
  • Health Oversight Activities: For audits, investigations, inspections, and licensure activities by agencies who monitor the healthcare system and compliance with laws.
  • Victims of Abuse or Neglect: To government authorities when required or authorized by law.
  • De-Identification: We may use PHI to create information that does not identify you, as permitted by law. De-identified information is no longer PHI.

Your Rights

You have the following rights regarding your PHI:

  • Access to Electronic Records: You may request electronic copies of your PHI or direct us to send them to another person.
  • Inspect and Copy: You may review and obtain copies of PHI we maintain about you, as permitted by law. If we maintain it electronically, you may request an electronic copy.
  • Amend: You may ask us to amend PHI we maintain about you if you believe it is incorrect or incomplete. We may deny your request if we disagree. We do not change medical records, test results, Personal Planning Documents, or other records created by third-party providers or other sources; requests to amend those records should be directed to the provider or source that created them.

If you believe an AI-generated Medical Records Summary contains an error or omission, you may report it through the Member Portal feedback mechanism or by contacting BatonCare directly. Reporting an issue with a summary does not amend the underlying medical record or other source record.

  • Accounting of Disclosures: You may request a list of certain disclosures we have made of your PHI.
  • Request Restrictions: You may ask us to limit how we use or disclose your PHI, but we are not required to agree except if you ask us not to share PHI with your health plan about an item or service for which you pay us in full out of pocket.
  • Confidential Communication: You may request that we contact you in a specific way (e.g., at work or by mail).
  • Paper Copy: You may request a paper copy of this Notice at any time.
  • Additional Rights for Information Protected Under 42 C.F.R. Part 2: If any of your health information is protected by the federal confidentiality rules for substance use disorder (“SUD”) information under 42 C.F.R. Part 2, you have additional rights. You have the right to provide or withhold written consent before BatonCare receives, uses, or discloses SUD information, except where permitted by law. You may revoke your consent at any time in writing, except to the extent BatonCare has already relied on it. You may also request restrictions on disclosures of SUD information to the extent permitted under Part 2. Information protected by Part 2 may not be redisclosed by BatonCare or by any recipient unless allowed by law.

Our Responsibilities

  • We are required by law to maintain the privacy and security of your PHI.
  • We will notify you promptly if a breach occurs that may compromise your information.
  • We must follow the terms of this Notice and cannot use or disclose your PHI in ways not covered here without your written authorization.
  • We will obtain your written authorization for uses and disclosures not otherwise described in this Notice when required by law.
  • We do not use your PHI for marketing purposes without your separate, express written consent. We do not sell, rent, or trade your PHI to any third party for commercial purposes.

Changes to This Notice

We reserve the right to change this Notice and make the new Notice apply to PHI we already have as well as any information we receive in the future. Updated versions will be posted in our offices and on our website at batoncare.com and within your Member Portal.

Contact Information

If you have questions or wish to exercise your rights, please contact:

Privacy Contact
BatonCare, LLC

980 North Federal Highway, Suite 110 #1068

Boca Raton, FL 33432

Phone (888) 303-7880

support@batoncare.com

If you believe your privacy rights have been violated, you may file a complaint with BatonCare or with the U.S. Department of Health and Human Services, Office for Civil Rights. You will not be penalized for filing a complaint.