Privacy Policy
Adler Therapy Group
Effective Date: 9/23/2026
Last Updated: 9/23/2026
1. Introduction
At Adler Therapy Group (“Clinic,” “we,” “our,” or “us”), we are committed to protecting the privacy and security of our patients’ personal, medical, and insurance information. This Privacy Policy describes how we collect, use, disclose, store, and protect information obtained through our physical therapy services, patient portal, website, telephone communications, and other interactions.
By using our services, website, or patient portal, you acknowledge and agree to the practices described in this Privacy Policy.
2. Information We Collect
We may collect the following categories of information:
A. Personal Information
- Full name
- Date of birth
- Home address
- Email address
- Telephone number
- Emergency contact information
- Driver’s license or government-issued identification
- Employment information (when relevant to treatment or billing)
B. Medical Information
- Medical history
- Physical therapy evaluations and treatment records
- Physician referrals and prescriptions
- Diagnostic reports
- Progress notes
- Treatment plans
- Health conditions and injuries
- Medications
- Test results
- Functional assessments
C. Insurance Information
- Health insurance provider information
- Policy numbers
- Group numbers
- Subscriber information
- Claims history
- Prior authorization information
- Billing and payment records
D. Financial Information
- Payment card information
- Payment history
- Outstanding balances
- Financing information, if applicable
E. Website and Technical Information
When visiting our website, we may automatically collect:
- IP address
- Device information
- Browser type
- Operating system
- Pages visited
- Time spent on pages
- Referral websites
- Cookies and similar tracking technologies
3. How We Use Your Information
We use your information for the following purposes:
Healthcare Services
- Provide physical therapy evaluation and treatment
- Develop treatment plans
- Coordinate care with healthcare providers
- Monitor patient progress
- Schedule appointments
Insurance and Billing
- Verify insurance eligibility
- Submit insurance claims
- Obtain authorizations
- Process payments
- Manage billing activities
- Collect outstanding balances
Operations and Administration
- Maintain patient records
- Improve clinical services
- Conduct quality assurance activities
- Respond to patient inquiries
- Comply with legal obligations
Communications
- Appointment reminders
- Treatment-related communications
- Billing notifications
- Patient satisfaction surveys
- Operational updates
4. HIPAA Compliance
The Clinic complies with the requirements of the Health Insurance Portability and Accountability Act (HIPAA) and other applicable federal and state privacy laws.
Protected Health Information (“PHI”) includes information that identifies you and relates to:
- Your physical or mental health condition
- Healthcare services provided to you
- Payment for healthcare services
PHI is protected by administrative, technical, and physical safeguards designed to prevent unauthorized access, use, or disclosure.
5. When We May Share Information
We do not sell patient information.
We may disclose information under the following circumstances:
Healthcare Providers
To:
- Referring physicians
- Specialists
- Primary care providers
- Other healthcare professionals involved in your care
Insurance Companies
To:
- Verify coverage
- Process claims
- Obtain authorizations
- Resolve claim disputes
Business Associates
We may share information with service providers who assist us in:
- Electronic medical records
- Billing services
- IT support
- Secure data storage
- Appointment scheduling
These vendors are required to maintain appropriate confidentiality and security protections.
Legal Requirements
We may disclose information when required by:
- Federal law
- State law
- Court orders
- Subpoenas
- Government investigations
- Public health reporting requirements
Protection of Rights and Safety
Information may be disclosed to:
- Prevent serious threats to health or safety
- Report abuse, neglect, or domestic violence as legally required
- Comply with law enforcement requests when authorized by law
6. Patient Rights
Patients may have the following rights under applicable privacy laws:
Right to Access
You may request copies of your medical records and other information maintained by the Clinic.
Right to Amend
You may request corrections to inaccurate or incomplete information.
Right to Restrict Certain Uses
You may request limitations on certain uses or disclosures of your information.
Right to Confidential Communications
You may request communications through alternative means or locations.
Right to Receive an Accounting of Disclosures
You may request a record of certain disclosures of your PHI.
Right to File a Complaint
You may file a privacy complaint without fear of retaliation.
Complaints may be submitted to:
Privacy Officer
Adler Therapy Group
5604 Virginia Beach Blvd., Suite 101, Virginia Beach, VA 23462
Phone: (757) 455-5000
Email Address: info@adlertherapygroup.com
7. Data Security
We implement reasonable administrative, technical, and physical safeguards to protect information against:
- Unauthorized access
- Unauthorized disclosure
- Alteration
- Destruction
- Loss
- Theft
Security measures may include:
- Secure electronic medical record systems
- Encryption of sensitive data
- Password-protected systems
- Access controls and role-based permissions
- Employee privacy training
- Secure document disposal procedures
- Regular security assessments
No system can guarantee absolute security; however, we strive to maintain commercially reasonable safeguards.
8. Patient Portal and Electronic Communications
If the Clinic provides an online patient portal:
- Patients are responsible for safeguarding username and password credentials.
- Electronic communications may carry inherent security risks.
- Patients should avoid transmitting highly sensitive information through unsecured email.
The Clinic may communicate electronically regarding:
- Appointments
- Treatment updates
- Billing matters
- Administrative notices
9. Cookies and Website Analytics
Our website may use cookies and analytics tools to:
- Improve website functionality
- Analyze website performance
- Enhance user experience
- Monitor site usage trends
Users may control cookie settings through their browser preferences.
10. Data Retention
Patient information and medical records are retained in accordance with applicable federal and state laws, professional standards, payer requirements, and business obligations.
When records are no longer required, they are securely destroyed or permanently de-identified.
11. Third-Party Websites
Our website may contain links to third-party websites. We are not responsible for the privacy practices, policies, or content of external websites.
Users should review the privacy policies of those websites before providing personal information.
12. Children’s Privacy
The Clinic may collect information related to minors receiving treatment. Such information is generally collected through a parent, guardian, or legally authorized representative and handled in accordance with applicable laws.
13. State Privacy Rights
Residents of certain states may have additional privacy rights under applicable state laws. The Clinic will comply with all privacy requirements applicable in the jurisdictions where it operates.
14. Changes to This Privacy Policy
We reserve the right to update this Privacy Policy at any time. Any changes will be posted on our website and made available upon request. The effective date above will reflect the most recent revision.
15. Contact Information
If you have questions about this Privacy Policy or our privacy practices, please contact:
Privacy Officer
Adler Therapy Group
5604 Virginia Beach Blvd., Suite 101, Virginia Beach, VA 23462
Phone: (757) 455-5000
Email Address: info@adlertherapygroup.com
Website: https//adlertherapygroup.com