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notice of privacy practices under hipaa



At Mate Fertility (hereinafter referred to as “Practice”), we respect the privacy and confidentiality of your health information. This Notice of Privacy Practices (“Notice”) describes how we may obtain, use and disclose your health information, and your rights concerning your health information. The Notice applies to your health information created, and/or maintained at our Practice, including any information that we receive from other health care providers or facilities. Your health information includes individually identifiable information that relates to your past, present or future health, treatment or payment for health care services.


We are required by law to maintain the privacy of your health information, to provide you with notice of our legal duties and privacy practices with respect to your health information, and to comply with the terms of our Notice currently in effect.


The privacy practices described in this Notice will be followed by (i) any health care professional who is authorized to enter information into your Practice medical record; (ii) all departments and units of the Practice; (iii) all employees, staff and other Practice personnel; and (iv) our associates. All such parties may share your health information with each other for treatment, payment or operation purposes as described in this Notice. Other health care providers that are not affiliated with us may have different policies or notices regarding their use and disclosure of your health information created or received in their practice or facility.


The categories listed below describe the different ways that we may use and disclose your health information. The examples included with each category below do not list every type of use or disclosure that may fall within that category. However, all of the ways we are allowed to use and disclose your health information will fall within one of the categories below.


Upon your first visit to the Practice you will be asked to consent in writing to uses and disclosures for treatment, payment and health care operations purposes. As such uses and disclosures are essential to render your treatment, secure payment and operate our Practice, this consent is required of all of our patients and we may condition the provision of non-emergency treatment upon on your provision of such a written consent to us.

For Treatment: We may obtain, use and disclose your health information to provide you with treatment or services and to coordinate your continuing care. We may disclose health information about you to doctors, nurses, technicians, medical students, or other Practice personnel who are involved in taking care of you both within our offices and with other health care providers involved in your care. For example, a professional in our office may need to consult with a professional from another practice who has treated you for a condition that is relevant to your current condition. The Practice may also share health information about you with other parties to coordinate the treatment you need, such as prescriptions, lab work and x-rays.

For Payment. We may use and disclose your health information so that the treatment you receive at the Practice may be billed to, and payment may be collected from, you, an insurance company or a third party. For example, we may need to give your insurer information about a test you received at the Practice so your insurer will pay us or reimburse you for the test. We may also tell your health plan about a treatment you are going to receive to obtain prior approval or to determine whether your plan will cover the treatment.

For Health Care Operations. We may use and disclose health information about you, as necessary, for Practice operations. For example, we may use health information to review our treatment and services and to evaluate the performance of our staff in caring for you and for other quality improvement and professional review purposes.

Parties That Assist Us. In connection with treatment, payment and health care operations, we may share your health information with our “business associates” that perform activities for us on our behalf, such as billing agents, management consultants and attorneys. We will obtain assurances from our business associates that they will appropriately safeguard your information.

Appointment Reminders. We may use and disclose health information about you to remind you about an appointment for treatment at the Practice.

Treatment Alternatives. We may use and disclose health information about you to tell you about or recommend possible treatment options that may be of interest to you.

Health-Related Benefits and Services. We may use and disclose health information about you to tell you about health-related benefits or services that may be of interest to you.


Individuals Involved in Your Care or Payment for Your Care.  We may disclose health information about you to a family member, relative or friend, or anyone else you identify, as follows: (i) when you are present prior to the use or disclosure and you do not object; or (ii) when you are not present (or you are incapacitated), provided that we determine it is in your best interests to make such disclosure. Such disclosures will only include health information that is directly relevant to the person’s involvement in your health care or payment related to your health care

Disaster Relief. We may disclose health information about you to an entity assisting in a disaster relief effort.

Research and Quality Control. Upon becoming a patient, you are giving Mate Fertility permission to disclose your protected health information for research and internal quality control purposes, as long as such disclosure does not reveal your identity and or breach the confidentiality of that information. For example, a project may involve comparing the health of patients who received one treatment to others who received another treatment. Before we use or disclose your Health Information for a research project, the project will in most cases go through a special approval process, called an Institutional Review Board (IRB). Even without special approval, we may permit researchers, however, to look at records to help them identify patients who may be included in their research project or for other similar purposes.

Please note that health information also may include information obtained from research that involves discarded fluids (like blood or follicular fluids), cells (like blood cells or cells surrounding eggs at the time of egg retrieval) or tissues after pathological examination (like diagnostic biopsies) from your body.

You should also be aware that any such research may lead to the awarding of patents to Mate Fertility and/or affiliated parties. Research may, furthermore, lead to potential commercial explorations. You, however, will have neither ownership rights to patents nor financial rights to revenues generated from any commercial products developed from such research.

We want to make certain that you are properly informed how this information will be used in research and/or quality control, assuring continuous confidentiality.

  1. “All medical information in your medical record at Mate Fertility may be subject to review as part of a research study. This means that members research team at Mate Fertility, conducting a study, may have access to your protected health information, even if they have not been part of the clinical team, providing medical care to you. Your information may also be reviewed by members of the Institutional Review Board (IRB), which is a community board, charged with assuring that all research at Mate Fertility is conducted in accordance with generally accepted rules that protect human rights of research participants. Your information may also be shared with potential sponsors of research, conducted at Mate Fertility, and their agents, the U.S. Food and Drug Administration (FDA) and/or the U.S. Office for Human Research Protection of the U.S. Department of Health and Human Services. Finally, your data may also be shared with colleagues at other medical centers, participating and/or collaborating in research.”
  2. “Your health information will be kept for at least 10 years, but possibly indefinitely, and your authorization, therefore, does not expire. You, however, can cancel your authorization at any time, though already authorized and used data cannot be withdrawn.”
  3. “You may ask to see your health information used for this study, but you may have to wait until the end of the study since many study protocols do not allow interim analysis of study data.”
  4. “While we make every possible effort to maintain confidentiality of your medical information and of your identity, we cannot offer an absolute guarantee that we will be successful. All individuals, given access to this information during the study are expected to protect the privacy of your medical information.”

Please note that:

  • You do not have to consent to participate in Mate Fertility’s research, but if you do not, you will not be able to participate in certain treatments, which are still considered experimental. Since Mate Fertility is constantly trying to advance treatments in infertility, some treatments used at Mate Fertility may, therefore, not be available to you.
  • You may change your mind and revoke (take back) your Authorization to participate in research at any time. To revoke this authorization, you must write to Mate Fertility (attention CEO and ART director). If you do revoke this Authorization, you, however, may no longer be allowed to participate in research and in certain treatments you may have been involved in before. Even if you revoke this Authorization, the information already obtained may remain part of the research, however.
  • While the research is in progress, you may not be given access to see your health information that is created or collected in the course of the research, unless it can materially affect your health. After the research is finished you may see this information. (Note- if an IRB determines that suspension of participants’ access to information is appropriate this statement must be included in the informed consent of the authorization).
  • Upon request, you will be given a copy of this authorization after you have signed it.

Marketing. We may use or disclosure your health information, as necessary, to provide you with information about treatment alternatives or other health–related products or services provided by the Practice or to direct or recommend other therapies, providers or settings of care. We may use or disclose your health information in the course of a face to face communication made to you or to provide you with a promotional gift of nominal value.

As Required By Law. We may use or disclose health information about you as required by federal, state or local law.

To Avert a Serious Threat to Health or Safety. We may use and disclose health information about you when we believe it is necessary to prevent a serious threat to your health and safety or the health and safety of the public or another person.  Any disclosure, however, would only be to someone able to help limit or prevent the threat.

Personal Representatives. Under State law, the rights over health information uses and disclosures for patients not competent to make informed health care decisions rests with either a health care agent appointed by the patient, a court-appointed guardian, or a parent or other legal guardian in the case of a minor who is not emancipated or mature enough to make informed health care decisions. In the case of a deceased patient the authority over the use and disclosures of that patient’s health information rests with the duly appointed executor or administrator of the patient’s estate. Such individuals, as personal representatives of the patient, will be given full access to all of that patient’s health information, unless we determine it is not in the best interest of the patient upon a reasonable belief the personal representative may be engaging in abuse or neglect or could endanger the patient.

Minors. If you are minor and we are treating you as an emancipated or mature minor without parental consent as allowed under State law, your treating physician is required to notify your parent or legal guardian of any serious medical condition that you are believed to have but you shall be informed of such parental notification.

Victims of Abuse, Neglect or Domestic Violence. We may disclose your health information to the appropriate government authorities if we believe you have been the victim of child, elderly or disabled person abuse, neglect, or domestic violence, in accordance with applicable State law.

Coroners, Medical Examiners, Funeral Directors, Organ and Tissue Donation. We may release your health information to a coroner, medical examiner, funeral director and, if you are an organ donor, to an organization involved in the donation of organs and tissue.

Specialized Government Functions. If you are a member of the armed forces, we may use and disclose your health information as required by military command authorities. We may also release health information about foreign military personnel to the appropriate foreign military authority. We may release health information about you to authorized federal officials for intelligence, counterintelligence, and other national security activities authorized by law, or so they may provide protection to the President, other authorized persons, foreign heads of state, or to conduct special investigations.

Workers’ Compensation. We may use or disclose your health information to comply with laws relating to workers’ compensation or similar programs, however, we will not report workplace injuries or other matters to your employer without your written authorization.

Public Health Activities. We may disclose health information about you for a variety of public health activities, such as preventing  or controlling disease, injury or disability; reporting births, high risk infants and deaths; reporting reactions to medications or problems with products, or reporting wounds, burns, other injuries to local police and state public health and safety agencies.

Health Oversight Activities. We may disclose health information about you to a health oversight agency for certain legally authorized activities, such as, audits, investigations, inspections, response to complaints, or licensure and disciplinary actions and certification surveys to monitor the health care system, government health programs and compliance with applicable state and federal laws and regulations.

Lawsuits and Other Legal Proceedings. We may disclose your health information in response to a court or administrative order or summons.  In the event we are served with a subpoena, or other discovery request for your health information, we will either contact you to seek your written authorization or will otherwise object to such a production request in accordance with state law and not release any of your health information unless otherwise ordered to do so by a court with proper jurisdiction.

Law Enforcement. We may disclose health information about you to a law enforcement official in certain limited circumstances, such as, in response to a court order, warrant, administrative request, investigative demand or other legally authorized procedure; as required by law, or to address an imminent and serious danger. In addition, any licensed mental health professionals affiliated with us in certain circumstances must disclose explicit threats to kill or inflict serious bodily injury upon a reasonable identified victim(s).

Required Disclosures. We are required to disclose your health information to the United States Department of Health and Human Services to review our compliance with federal law governing your privacy rights.


For disclosures concerning health information which is privileged or additionally protected under applicable federal or state law, such as HIV and genetic tests results or mental health communications, we generally may not disclose such information unless you give us written authorization or a court orders the disclosure.


We will obtain your written authorization prior to making any use or disclosure other than those described above. A written authorization is designed to inform you of a specific use or disclosure of your health information. You may revoke a written authorization previously given at any time but you must do so in writing. If you revoke your authorization, we will no longer use or disclose your health information for the purposes specified in that authorization except where we have already taken actions in reliance on your authorization.


The Practice protects oral, written, and electronic health information throughout its offices. We will not sell your health information to anyone. We have many internal policies and procedures designed to control and protect the internal privacy and security of your health information. These policies and procedures address, for example, use of health information by our employees. In addition, we train all of our employees about these policies and procedures. Our policies and procedures are periodically evaluated and updated for compliance with applicable law.


Although your medical records are the physical property of the Practice, you have the following rights regarding the health information we maintain about you:

Right to Inspect and Copy. You or your personal representative generally has the right to inspect and to obtain a copy of your documented health information used to make decisions about your care. To inspect or copy such records, a written request must be submitted to Mate Fertility, Inc 303 N Sweetzer Ave, Suite 201 Los Angeles, CA 90048. In certain instances, we may deny such a request, but you may request that the denial be reviewed. If you or your personal representative requests a copy of the information, we may charge a fee for the costs of copying, mailing or other supplies associated with your request.

Right to Amend. If you feel that health information, we have about you is incorrect or incomplete, you may ask us to amend the information while it is kept by or for us. To request an amendment, you must submit your request and your reason for the request in writing to our corporate location. We may deny your request for an amendment if it is not in writing or does not include a reason to support the request. In addition, we may deny your request if the information (a) was not created by us, unless you provide reasonable information that the originator of the information is no longer available to make the amendment; (b) is not part of the health information kept by or for us; (c) is not part of the health information you are permitted to inspect and copy; or, (d) is accurate and complete.

Right to an Accounting of Disclosures.  You have the right to request an “accounting” of certain disclosures of your health information. This is a listing of disclosures made by us or by others on our behalf, but does not include disclosures (a) for treatment, payment and health care operations; (b) made to you or family or friends you have designated; (c) made upon the authorization of you or your personal representative; (d) made before April 14, 2003; and (e) for other purposes, including national security purposes. To request this list of disclosures, you must submit your request in writing to our corporate location. Your request must state a time period that may not be longer than six years and may not include dates before April 14, 2003. Your request should indicate in what form you want the list (for example, on paper or electronically). The first accounting you request within a 12-month period will be free; for further requests, we may charge you our costs of providing the list. We will notify you of the cost involved and you may choose to withdraw or modify your request at that time before any costs are incurred.

Right to Request Restrictions. You have the right to request limitations on the health information we use or disclose about you for treatment, payment or health care operations. You also have the right to request a limit on the health information we disclose about you to family members or friends involved in your care. To request restrictions, you must make your request in writing to our corporate location. In your request, you must tell us (1) what information you want to limit, (2) whether you want to limit our use, disclosure or both, and (3) to whom you want the limits to apply, (for example no disclosure of a biopsy result to your spouse). We are not required to agree to your request. If we do agree, we will comply with your request unless the information is needed to provide you emergency treatment.

Right to Request Confidential Communications. You have the right to request that we communicate with you about your health matters in a certain way or at a certain location. For example, you can ask that we not leave appointment reminders on an answering machine. To request confidential communications, you must specify how or where you wish to be contacted and make your request in writing to our corporate location. We will not ask you the reason for your request. If your requests relates to any party responsible for the payment of your medical care we may require you to provide information as to how payment will be handled. We will accommodate all reasonable requests.

Right to a Paper Copy of this Notice. You have the right to a paper copy of this Notice even if you have agreed to receive this notice electronically. You may request a copy of this notice at any time from our corporate location. In addition, you may obtain a copy of this Notice at our website.

Change to this Notice. We reserve the right to change our privacy practices and make the revised practices effective for all health information we already have about you as well as any information we receive in the future. Should we make any important changes to our privacy practices, a revised Notice will be posted in the Practice and on our Web site and paper copies will be available at the Practice.

How to Exercise Your Rights. To exercise any of your Rights described in this Notice, please write or call:

Mate Fertility 855-508-6283

Please note all video conferencing (ie: Skype), and communication apps (ie: WeChat, Facebook, QQ, WhatsApp) are not HIPAA compliant forms of communication.  If you opt to communicate with any members of the Mate Fertility staff using such technology you are assuming any and all risks to your private health information.

Complaints. If you believe your privacy rights have been violated, you may file a complaint with us or with the Secretary of the United States Department of Health and Human Services. You may file a complaint with the Practice by writing to the Practice Privacy Officer at the address above. We will not retaliate against you for filing a complaint.

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