Notice of Privacy Practices
Advanced Foot and Ankle of Virginia, PLLC
Office of Dr. Ryan Vazales
9220 Forest Hill Avenue, Suite A-3
Richmond, Virginia 23235
Effective Date: October 22, 2026
Your Information. Your Rights. Our Responsibilities.
This notice describes how medical information about you may be used and disclosed, how we protect your information, and how you can access it. Please review it carefully.
Advanced Foot and Ankle of Virginia, PLLC (AFAV) is committed to protecting the privacy and security of your health information in accordance with the Health Insurance Portability and Accountability Act (HIPAA) and other applicable laws.
1. Your Privacy Rights
You have the following rights regarding your protected health information.
Access Your Medical Records
You may request to inspect or receive an electronic or paper copy of your medical records. We generally respond within 30 days and may charge a reasonable, cost-based fee as permitted by law.
Request Corrections
If you believe information in your medical record is incorrect or incomplete, you may request an amendment. If we deny your request, we will explain our decision in writing, generally within 60 days.
Request Confidential Communications
You may request that we contact you using a specific telephone number, mailing address, or other reasonable communication method.
Request Restrictions
You may ask us to limit certain uses or disclosures of your information. We are not required to agree to every request.
If you pay in full out of pocket for a service, you may request that we not disclose information about that service to your health insurance plan for payment or healthcare operations, unless disclosure is required by law.
Request an Accounting of Disclosures
You may request a list of certain disclosures of your health information made during the preceding six years. One accounting within a 12-month period is generally provided without charge.
Receive a Copy of This Notice
You may request a paper copy of this notice at any time, even if you previously agreed to receive it electronically.
Designate a Personal Representative
A person legally authorized to act on your behalf may exercise your privacy rights, subject to verification of their authority.
File a Complaint
You may file a complaint with our Privacy Officer or the U.S. Department of Health and Human Services if you believe your privacy rights have been violated. We will not retaliate against you for filing a complaint.
2. Your Choices
You have choices regarding certain uses and disclosures of your health information.
You may tell us your preferences regarding sharing information with family members, friends, or others involved in your care or payment for your care.
If you are unable to communicate your preferences, we may share relevant information when permitted by law and when we determine it is in your best interest.
We generally must obtain your written authorization before using or disclosing your information for marketing purposes, selling your protected health information, or disclosing most psychotherapy notes.
You may revoke an authorization in writing at any time, except to the extent we have already acted in reliance on it.
3. How We Use and Disclose Health Information
We may use or disclose your protected health information for the following purposes.
Treatment
We may use and share your health information with physicians, specialists, laboratories, imaging facilities, pharmacies, and other healthcare professionals involved in your care.
For example, Dr. Vazales may share relevant medical information with another specialist when coordinating treatment for a foot or ankle condition.
Payment
We may use and disclose information to bill patients, submit insurance claims, verify benefits, obtain payment, and resolve billing questions.
Healthcare Operations
We may use health information to manage our practice, coordinate patient services, evaluate quality of care, conduct administrative activities, and improve our operations.
Appointment Reminders and Communications
We may contact you regarding appointments, scheduling changes, treatment-related information, and other permitted healthcare communications.
Communications may occur by telephone, voicemail, mail, or electronic messaging, consistent with applicable law and your communication preferences.
Other Permitted or Required Disclosures
We may disclose health information when permitted or required by law, including for:
We will comply with applicable legal requirements and restrictions before making these disclosures.
4. Additional Protections for Certain Substance Use Disorder Records
Certain substance use disorder treatment records are protected by additional federal confidentiality requirements under 42 CFR Part 2.
If AFAV receives or maintains records subject to these requirements, we will apply the additional protections required by law.
Such records generally cannot be used or disclosed in civil, criminal, administrative, or legislative investigations or proceedings against you without your specific written consent or an appropriate court order accompanied by a subpoena or other required legal process.
Additional restrictions may apply to the use, disclosure, and redisclosure of these records.
5. Electronic Communications and AI Receptionist
Advanced Foot and Ankle of Virginia may use electronic health records, telephone systems, secure patient communication platforms, and an AI-powered virtual receptionist to support administrative operations and patient communications.
These technologies may assist with appointment requests, general practice information, call routing, and patient messages.
Our AI receptionist does not provide medical diagnoses or treatment recommendations.
We use administrative, technical, and physical safeguards designed to protect patient information. When third-party service providers create, receive, maintain, or transmit protected health information on our behalf, we require appropriate contractual protections, including Business Associate Agreements when required by HIPAA.
Patients may request reasonable alternative methods of communication.
6. Our Privacy Responsibilities
Advanced Foot and Ankle of Virginia is required by law to:
We will not use or disclose your health information in ways not permitted by this notice or applicable law without obtaining your authorization.
7. Changes to This Notice
We reserve the right to change our privacy practices and the terms of this notice as permitted by law.
Any revised notice may apply to all protected health information we maintain, including information collected before the revision.
The current notice will be available at our office, upon request, and on our website.
8. Questions or Complaints
If you have questions about this notice, wish to exercise your privacy rights, or believe your information has been handled improperly, please contact:
HIPAA Privacy Officer
Advanced Foot and Ankle of Virginia, PLLC
9220 Forest Hill Avenue, Suite A-3
Richmond, VA 23235
Telephone: (804) 390-9878
You may also file a complaint with:
U.S. Department of Health and Human Services
Office for Civil Rights
200 Independence Avenue SW
Washington, DC 20201
Telephone: 1-877-696-6775
Website: https://www.hhs.gov/hipaa/filing-a-complaint/
Advanced Foot and Ankle of Virginia will not retaliate against any patient for exercising their privacy rights or filing a complaint.
Advanced Foot and Ankle of Virginia
9220 Forest Hill Avenue, Suite A-3, Richmond, Virginia 23235
Copyright © 2026 Advanced Foot and Ankle of Virginia - All Rights Reserved.
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