Privacy Policy

Dynamic Physical Therapy Services PC ("Dynamic PT," "we," "us," or "our") is committed to protecting the privacy and security of your personal and health information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our clinics, use our website at dynamicpts.com, or interact with us in any way.

We operate six physical therapy clinics across Queens and Long Island, including locations in Flushing, Glen Oaks, South Richmond Hill, South Ozone Park, Hicksville, and Massapequa, New York. This policy applies to all locations and all interactions with Dynamic PT.

By using our services, website, or providing us with your information, you agree to the terms of this Privacy Policy. If you do not agree, please refrain from using our services or website.

Information You Provide Directly

• Full name, date of birth, gender, and contact information (address, phone number, email address)
• Insurance information including carrier name, policy number, group number, and subscriber details
• Medical history, current medications, allergies, prior treatments, and surgical history
• Health complaints, symptoms, functional limitations, and treatment goals
• Emergency contact information
• Payment information including credit card details (processed securely through our payment processor)
• Information submitted through our website contact forms, appointment request forms, and patient feedback forms
• Physician referral and prescription information

Information Generated During Treatment

• Clinical evaluation findings, diagnoses, and treatment plans
• Session-by-session treatment notes, progress documentation, and discharge summaries
• Diagnostic test results including EMG/NCV, musculoskeletal ultrasound, SSEP, VEP, BAER, and VNG findings
• Photographs or video used for clinical assessment purposes (only with your written consent)
• Functional outcome measures and progress assessments

Information Collected Automatically via Our Website

• IP address, browser type, operating system, and device information
• Pages visited, time spent on pages, and navigation patterns
• Referring website address
• Cookie and similar tracking technology data (see Section 6)

We use the information we collect for the following purposes:

As a covered healthcare entity under HIPAA, we are required to maintain the privacy of your Protected Health Information (PHI) and to provide you with a Notice of Privacy Practices (NPP). Our full NPP is provided to all patients at their first visit and is available upon request at any of our locations.

• Right to Access: You have the right to inspect and obtain a copy of your medical records and other PHI that we maintain, with limited exceptions. We may charge a reasonable fee for copying.
• Right to Amend: If you believe that information in your record is incorrect or incomplete, you may request that we amend it. We may deny the request in certain circumstances.
• Right to an Accounting of Disclosures: You may request a list of certain disclosures we have made of your PHI for purposes other than treatment, payment, and healthcare operations.
• Right to Restrict: You may request restrictions on how we use or disclose your PHI for treatment, payment, or healthcare operations. We are not required to agree to such restrictions in most circumstances.
• Right to Confidential Communications: You may request that we communicate with you about PHI in a specific way or at a specific location (for example, only at work or only by mail).
• Right to a Paper Copy of the NPP: You may request a paper copy of our Notice of Privacy Practices at any time, even if you previously agreed to receive it electronically.

To exercise any of these rights, please contact our Privacy Officer by calling (718) 826-3200 or visiting any of our clinic locations. We will respond to your request within 30 days.

We do not sell, trade, or rent your personal or health information to third parties. We may share your information in the following circumstances:

Treatment-Related Disclosures

We may share your PHI with other healthcare providers involved in your care, including your referring physician, specialists, hospitals, or other physical therapists who need the information to provide treatment. This includes sending clinical reports, progress notes, and diagnostic findings to your doctor.

Payment & Insurance

We may share your PHI with your health insurance company, Medicare, Medicaid, Workers' Compensation carriers, No-Fault insurers, and other payers as necessary for billing and payment purposes.

Healthcare Operations

We may use and disclose your PHI for our internal healthcare operations, including quality assessment, staff training, and accreditation activities.

Business Associates

We work with certain third-party service providers ("Business Associates") who assist us in operating our practice - such as billing companies, electronic health record vendors, and IT service providers. These parties are contractually required to protect your information under HIPAA Business Associate Agreements.

Legal Requirements

We may disclose your information when required by law, including in response to lawfully issued subpoenas, court orders, or government investigations, or to report certain injuries, public health threats, or abuse as required by New York State law.

Authorization Required

For any use or disclosure not described above - including sharing information with your family members, employers, or attorneys - we will obtain your written authorization first. You may revoke any authorization you have given at any time in writing.

Our website at dynamicpts.com uses cookies and similar tracking technologies to improve your experience and analyze how our site is used.

Types of Cookies We Use

• Essential Cookies: Required for the website to function properly. These cannot be disabled.
• Analytics Cookies: Help us understand how visitors interact with our website (e.g., Google Analytics). Data collected is aggregated and anonymized.
• Functional Cookies: Remember your preferences such as language settings or form data to improve your experience.

You can control or disable cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of our website.

Third-Party Links

Our website may contain links to third-party websites, including insurance company portals, review platforms, and healthcare directories. We are not responsible for the privacy practices of these third-party sites and encourage you to review their privacy policies.

We implement a comprehensive set of administrative, technical, and physical safeguards to protect your personal and health information from unauthorized access, use, disclosure, alteration, or destruction, consistent with HIPAA Security Rule requirements.

• Encrypted electronic health record (EHR) systems with role-based access controls
• Secure, password-protected workstations with automatic screen-lock features
• Regular staff training on HIPAA privacy and security requirements
• Physical security measures at all clinic locations including locked file storage
• Secure data backup and disaster recovery procedures
• SSL/TLS encryption for all data transmitted through our website
• Business Associate Agreements with all third-party vendors who access PHI

While we take every reasonable precaution to protect your information, no method of transmission over the internet or method of electronic storage is 100% secure. If you believe your information has been accessed without authorization, please contact us immediately at (718) 826-3200.

We retain your health records and personal information for as long as necessary to fulfill the purposes described in this policy and to comply with applicable legal requirements.

• Adult patient records: Retained for a minimum of 6 years from the date of last service, or 3 years after the patient reaches age 18, whichever is later, in accordance with New York State Education Law.
• Minor patient records: Retained until the patient reaches age 21, or for 6 years from the date of last service, whichever is longer.
• Billing and financial records: Retained for 7 years in accordance with Medicare and Medicaid requirements.
• Website and analytics data: Anonymized analytics data may be retained indefinitely for trend analysis.

When records are no longer needed, they are destroyed in a secure and confidential manner consistent with HIPAA requirements.

In addition to your HIPAA rights described in Section 4, you have the following rights with respect to your personal information:

• Right to Know: You have the right to know what personal information we have collected about you and how it is being used.
• Right to Correct: You have the right to request that we correct inaccurate personal information we hold about you.
• Right to Opt Out of Marketing: You may opt out of receiving marketing communications from us at any time by calling us or using the unsubscribe link in any marketing email we send.
• Right to Non-Discrimination: We will not discriminate against you for exercising any of your privacy rights.

To exercise any of these rights, please contact us using the information in Section 12 below. We will respond to your request within a reasonable timeframe, typically within 30 days.

Our services are available to patients of all ages, including minors. When a patient is under 18 years of age, we generally require consent from a parent or legal guardian for treatment. The parent or guardian will typically have the right to access the minor's health records.

There are limited exceptions under New York law where minors may consent to certain types of care without parental involvement (such as certain mental health, substance abuse, and reproductive health services). In these cases, we follow applicable New York State law regarding access to records.

Our website is not directed at children under the age of 13, and we do not knowingly collect personal information from children under 13 through our website without verifiable parental consent.

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or for other business reasons. When we make material changes, we will update the "Last Updated" date at the top of this policy and, where appropriate, notify you by posting a notice on our website or contacting you directly.

We encourage you to review this policy periodically to stay informed about how we are protecting your information. Your continued use of our services or website following the posting of changes constitutes your acceptance of the updated policy.

The most current version of this Privacy Policy is always available on our website at dynamicpts.com and upon request at any of our clinic locations.

If you have questions about this Privacy Policy, wish to exercise your privacy rights, or have concerns about how your information has been handled, please contact us using any of the following methods: