Notice of Privacy and Patient Health Record Practices
About this notice
Janna Block Wellness LLC, doing business as Women's Hormone Health & Wellness (WHHW), is a Minnesota health-care provider. This notice explains WHHW's practices and patient rights concerning clinical health records. It is separate from WHHW's Website Privacy Policy, Website Terms & Conditions and Medical Disclaimer.
Based on current operations, WHHW does not electronically conduct a HIPAA-standard payer transaction and is not currently a federal HIPAA covered entity. WHHW is subject to the Minnesota Health Records Act and other applicable privacy, professional and data-protection laws. WHHW voluntarily uses privacy and security safeguards informed by HIPAA; this does not change its federal classification.
1. Records covered by this notice
This notice applies to clinical records created, received or maintained by WHHW, including intake information, medical and medication histories, review-of-systems information, clinical notes, laboratory information, prescriptions, treatment plans, clinical messages, authorizations, payment-related health information and records received from or sent to another provider.
2. Clinical systems, AI assistance and recordings
Practice Better is WHHW's designated patient portal and clinical record system. WHHW may use Practice Better or another approved, configured system for clinical messaging and Zoom for telehealth. Deactivating an inactive patient's portal account does not by itself delete the clinical record.
With the patient's separate informed consent, WHHW may use Heidi AI to capture visit audio, create a transcript and assist with a draft clinical note. For telehealth, WHHW may use Fathom to record and transcribe the visit. Patients are notified when recording or transcription is active. AI output may contain errors; Janna reviews the clinical documentation and remains responsible for clinical judgment.
Source audio, recordings and transcripts may be stored in the applicable vendor system under WHHW's configured account settings, vendor terms and adopted retention practice. The clinical note may remain part of the clinical record even after source audio or a transcript is deleted. The separate consent describes the patient's choices and prospective withdrawal rights.
3. General rule for releasing records
WHHW generally will not release a patient's health records to another person without a signed and dated authorization from the patient or legally authorized representative, a valid representation from another provider that it holds the required authorization, or a specific legal basis permitting or requiring the disclosure. Website use, payment and program enrollment do not provide blanket authorization to release records.
A spouse, relative, caregiver, friend or person paying for an adult patient's care is not automatically entitled to records or clinical information. WHHW requires a valid written authorization or another recognized legal basis.
4. Disclosures that may occur without separate written consent
Minnesota law permits or requires certain disclosures without a separate patient authorization. When an exception applies, WHHW limits the disclosure to the records and recipient authorized by law and documents the disclosure when required. Examples include:
| Legal circumstance | Records and recipients |
|---|---|
| Medical emergency | Information reasonably needed for emergency care may be disclosed when the patient's condition or the emergency prevents WHHW from obtaining consent. |
| Specific legal authority | Records may be disclosed to the governmental, public-health, licensing, oversight, court, law-enforcement or other recipient identified by a specific law or valid legal process. |
| Provider representation | Records may be furnished to another provider that validly represents it holds the patient's signed and dated consent, subject to Minnesota documentation rules. |
This is a summary, not an expansion of the statutory exceptions. WHHW does not use a general federal HIPAA treatment, payment and health-care-operations permission to bypass a Minnesota authorization requirement.
5. Patient authorizations
When authorization is required, WHHW uses a separate signed and dated form identifying the patient, the records, the recipient, the permitted scope or purpose, and the expiration or duration. Unless a different period is stated or Minnesota law provides otherwise, a Minnesota consent is generally valid for one year. A patient may revoke an authorization in writing when permitted by law; revocation is prospective and does not undo action already taken in reasonable reliance on a valid authorization.
6. Access to and copies of records
A patient may submit a written request for access to or copies of the patient's health records. WHHW may verify identity and legal authority. Use the secure patient portal when available, or mail a signed request to WHHW, Attn: Privacy Officer, at the address below. Patients may call or email to request the current secure form or instructions; do not attach sensitive records to ordinary email unless WHHW specifically directs use of an approved method.
Subject to applicable exceptions, WHHW will provide the complete and current information required by Minnesota law within 30 calendar days after receiving the required written request. WHHW will not charge for a copy requested to review current medical care. For other copies, WHHW will not charge more than applicable law permits and will apply any lower legal or contractual limit.
7. Retention, deactivation and correction
WHHW retains clinical records for the period required by applicable law, professional obligations, business needs and WHHW's adopted retention schedule. Current Practice Better records remain in the clinical system when an account is deactivated. Source recordings and transcripts may follow different vendor-configured retention periods from the final clinical note. A patient may ask WHHW to review information believed to be inaccurate; WHHW will handle the request under applicable record and professional requirements.
8. Safeguards and vendors
WHHW uses administrative, physical, technical and organizational safeguards intended to protect records, including access controls, identity verification, confidentiality practices, secure disposal, incident response and vendor review. No system or transmission is completely secure. Vendor privacy or security agreements, including a BAA when used as an added contractual safeguard, do not by themselves change WHHW's federal classification.
9. Security incidents
WHHW investigates suspected unauthorized access, acquisition, use or disclosure and provides notices required by applicable law. The applicable duties depend on the information, systems and law involved; not every incident is a federal HIPAA breach or reportable to HHS.
10. Privacy Officer and questions
Janna Block is WHHW's current Privacy Officer. WHHW may designate a successor in writing and will update the current notice and contact information. Questions, record requests and privacy concerns may be directed to:
Janna Block, Privacy Officer
Janna Block Wellness LLC d/b/a Women's Hormone Health & Wellness
15 NE 5th St
Grand Rapids, MN 55744
Email: [email protected]
Telephone: (218) 245-4921
11. Changes and effective date
WHHW may revise this notice when law, services, systems or practices change. Each approved version will have an effective date and version identifier. WHHW will preserve prior approved versions and the evidence of the notice delivered to each patient under its records and compliance procedures.