To Know Oneself Optimized Wellness
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HIPAA Notice of Privacy Practices

Effective Date: April 10, 2026

Last Updated: April 10, 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.

Who We Are

This Notice of Privacy Practices (“Notice”) applies to the clinical operations of Dr. Warren Gilbert and associated clinical staff providing care at the To Know Oneself Reno clinic location. Clinical operations are conducted under the direction of Dr. Warren Gilbert in partnership with Locumtele, in full compliance with Nevada's Corporate Practice of Medicine laws.

To Know Oneself Optimized Wellness LLC operates as a Management Services Organization (MSO) providing non-clinical administrative support. The MSO may receive, process, or store protected health information (PHI) on behalf of the clinical practice pursuant to a Business Associate Agreement.

Our Legal Duty

We are required by law to maintain the privacy and security of your protected health information (PHI), provide you with this Notice of our legal duties and privacy practices regarding PHI, and follow the terms of the Notice currently in effect. We will notify you following a breach of your unsecured PHI.

How We May Use and Disclose Your Health Information

The following categories describe the ways we may use and disclose your PHI without your written authorization:

Treatment

We may use and disclose your PHI to provide, coordinate, and manage your healthcare. This includes sharing information with other healthcare providers involved in your care, such as referring physicians, lab partners, and licensed compounding pharmacies fulfilling your prescriptions.

Payment

We may use and disclose your PHI for billing and payment activities. This includes processing payments, sending invoices, and coordinating with payment processors. Our services are primarily cash-pay; if you request a superbill for insurance reimbursement, the information on that document constitutes a disclosure for payment purposes.

Healthcare Operations

We may use and disclose your PHI for operational activities including quality assessment, staff training, compliance audits, and business planning. This includes the use of de-identified data for internal analytics and service improvement.

Appointment Reminders and Health-Related Communications

We may contact you to provide appointment reminders, treatment follow-ups, and information about health-related services via phone, email, or text message. You may opt out of non-essential communications at any time.

As Required by Law

We may use or disclose your PHI when required by federal, state, or local law, including reporting to public health authorities, responding to court orders or subpoenas, and reporting to law enforcement under specific circumstances as permitted by HIPAA.

Business Associates

We may disclose your PHI to third-party vendors (“Business Associates”) who perform services on our behalf. These vendors are contractually required to protect your information under a Business Associate Agreement. Categories of Business Associates include:

  • CRM and patient communication platforms
  • AI-powered communications and scheduling tools
  • Electronic health record (EHR) systems
  • Laboratory and diagnostic testing partners
  • Licensed compounding pharmacy partners
  • Payment processing services
  • Cloud infrastructure and data hosting providers

Uses and Disclosures Requiring Your Written Authorization

We will obtain your written authorization before using or disclosing your PHI for purposes not described in this Notice, including:

  • Marketing purposes (other than face-to-face communications and promotional gifts of nominal value)
  • Sale of your PHI
  • Most uses of psychotherapy notes (if applicable)

You may revoke any authorization you have given us in writing at any time, except to the extent we have already acted in reliance on it.

Your Rights Regarding Your Health Information

Right to Access

You have the right to inspect and obtain a copy of your PHI maintained in our records. Requests must be submitted in writing. We may charge a reasonable fee for copies as permitted by law. We will respond within 30 days of receiving your request.

Right to Amend

You have the right to request an amendment to your PHI if you believe it is incorrect or incomplete. Requests must be submitted in writing with a reason for the amendment. We may deny the request under certain circumstances as permitted by HIPAA.

Right to an Accounting of Disclosures

You have the right to request a list of certain disclosures of your PHI that we have made. This does not include disclosures made for treatment, payment, healthcare operations, or disclosures you authorized.

Right to Request Restrictions

You have the right to request restrictions on how we use or disclose your PHI. We are not required to agree to your request, except that we must agree to restrict disclosures to a health plan for services you paid for in full out of pocket.

Right to Confidential Communications

You have the right to request that we communicate with you about your health information in a specific way or at a specific location. For example, you may request that we contact you only by email or only at a particular phone number.

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. Contact us to request a paper copy.

Right to File a Complaint

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

  • Office for Civil Rights: www.hhs.gov/ocr/privacy/hipaa/complaints or call 1-877-696-6775

Changes to This Notice

We reserve the right to change the terms of this Notice at any time. Changes will apply to all PHI we maintain. The revised Notice will be posted on this website and available at our clinic.

Contact Information

For questions about this Notice or to exercise your rights, contact our Privacy Officer: