Notice of Privacy Practices

Slate Physical Therapy, P.A. · Slate Physical Therapy East, P.C. · Slate Physical Therapy West, P.C.

THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.

Your Information. Your Rights. Our Responsibilities.

This notice takes effect on October 21, 2026.

Who this notice covers

Three physical therapy practices share this notice:

Slate Physical Therapy, P.A., a Florida professional association, registered in Massachusetts as Slate Physical Therapy Group, P.C. It treats patients who are in Florida or any other state except California, New Jersey and New York.
Slate Physical Therapy East, P.C., a New Jersey professional corporation. It treats patients who are in New Jersey or New York.
Slate Physical Therapy West, P.C., a California professional corporation. It treats patients who are in California.

The practice that treats you depends on where you are during your sessions. It is named at the top of your intake forms, on your receipts and in your patient portal, and it is the practice responsible for your care.

The three practices have agreed in writing to act as one organization under the federal health privacy law (HIPAA). The law calls this an “affiliated covered entity”. So they use this one notice, one set of privacy rules and one privacy contact, and they share your information with each other only as needed to treat you, to get paid for your care and to run the practices. For example, Slate Physical Therapy, P.A. takes payments for Slate Physical Therapy East, P.C. and Slate Physical Therapy West, P.C. as their billing agent. Each practice remains a separate company.

Clinical Athlete is a brand owned by Clinical Athlete LLC, which does not provide your physical therapy. This notice covers only the three practices named above, and “we”, “us” and “our” in it mean those practices.

Questions about this notice or your privacy

Contact our Privacy Officer at 667-239-5010 or slate@clinicalathlete.com, or write to 390 NE 191st St STE 17221, Miami, FL 33179. You can also message us in the Relay app.

Your Rights

You have the right to:

Get a copy of your paper or electronic medical record
Correct your paper or electronic medical record
Request confidential communication
Ask us to limit the information we share
Get a list of those with whom we’ve shared your information
Get a copy of this privacy notice
Choose someone to act for you
File a complaint if you believe your privacy rights have been violated

Your Choices

You have some choices in the way that we use and share information as we:

Tell family and friends about your condition
Provide disaster relief
Share information with a coach, athletic trainer, team or school
Market our services and sell your information
Raise funds

Our Uses and Disclosures

We may use and share your information as we:

Treat you
Run our organization
Bill for your services
Help with public health and safety issues
Do research
Comply with the law
Respond to organ and tissue donation requests
Work with a medical examiner or funeral director
Address workers’ compensation, law enforcement, and other government requests
Respond to lawsuits and legal actions

Your Rights

When it comes to your health information, you have certain rights. This section explains your rights and some of our responsibilities to help you.

Get an electronic or paper copy of your medical record

You can ask to see or get an electronic or paper copy of your medical record and other health information we have about you. Ask us how to do this: message us in the Relay app or contact our privacy contact. You do not need to sign a release form or give a reason to get your own records.
We will provide a copy or a summary of your health information, usually within 30 days of your request. We may charge a reasonable, cost-based fee. Some states set shorter deadlines; see “State laws that give you more protection” below. We never refuse or delay your records because of an unpaid bill.

Ask us to correct your medical record

You can ask us to correct health information about you that you think is incorrect or incomplete. Ask us how to do this.
We may say “no” to your request, but we’ll tell you why in writing within 60 days.

Request confidential communications

You can ask us to contact you in a specific way (for example, home, office, or cell phone) or to send mail to a different address.
We will say “yes” to all reasonable requests.
Your choices about texts, email and voicemail are on our Text, Email and Voicemail Choices form, and you can change them at any time.

You can ask us not to use or share certain health information for treatment, payment, or our operations. We are not required to agree to your request, and we may say “no,” for example, if it could affect your care. If we agree to your request, we may still share this information in the event that you need emergency treatment.
If you pay for a service or health care item out-of-pocket in full, you can ask us not to share that information for the purpose of payment or our operations with your health insurer. We will say “yes” unless a law requires us to share that information.
You pay us directly for your care, so we do not send information about your care to a health insurer or other health plan unless you ask us to in writing. If you want your plan to have it, you can ask us for a superbill (a detailed receipt a plan may need) and send it yourself.

Get a list of those with whom we've shared information

You can ask for a list (accounting) of the times we’ve shared your health information for six years prior to the date you ask, who we shared it with, and why.
We will include all the disclosures except for those about treatment, payment, and health care operations, and certain other disclosures (such as any you asked us to make). We’ll provide one accounting a year for free but will charge a reasonable, cost-based fee if you ask for another one within 12 months.

Get a copy of this privacy notice

You can ask for a paper copy of this notice at any time, even if you have agreed to receive the notice electronically. We will provide you with a paper copy promptly.

Choose someone to act for you

If someone has authority to act as your personal representative, such as if someone has your medical power of attorney or if someone is your legal guardian, that person can exercise your rights and make choices about your health information.
If you are under 18, a parent or guardian usually acts for you, as the law of the state where you are allows.
We will make sure the person has this authority and can act for you before we take any action.

File a complaint if you feel your rights are violated

You can complain if you feel we have violated your rights by contacting our privacy contact, using the details near the start of this notice.
You can file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights by sending a letter to 200 Independence Avenue, S.W., Washington, D.C. 20201, calling 1-877-696-6775, or visiting https://www.hhs.gov/hipaa/filing-a-complaint/index.html.
We will not retaliate against you for filing a complaint.

Your Choices

For certain health information, you can tell us your choices about what we share. If you have a clear preference for how we share your information in the situations described below, talk to us. Tell us what you want us to do, and we will follow your instructions.

In these cases, you have both the right and choice to tell us to:

Share information with your family, close friends, or others involved in your care or payment for your care
Share information in a disaster relief situation

If you are not able to tell us your preference, for example if you are unconscious, we may go ahead and share your information if we believe it is in your best interest. We may also share your information when needed to lessen a serious and imminent threat to health or safety.

Coaches, athletic trainers, teams and schools. We share information about your care with a coach, athletic trainer, team or school only if you ask us to, and we send them records only after you sign our Permission to Release My Health Records form.

In these cases we never share your information unless you give us written permission:

Marketing purposes
Sale of your information
Most sharing of psychotherapy notes (a mental health professional’s separate notes of counseling sessions; our physical therapists do not keep them)

News and offers. We email you news and offers about our own physical therapy services only if you give us your written permission, using the optional box on our Text, Email and Voicemail Choices form or when you book. You can unsubscribe at any time. We never sell your information, and we never give it to Clinical Athlete’s education business (its courses and content for professionals) or to advertising platforms.

Photos, videos and testimonials. We never publish your photos, videos or story, or share them for anyone to publish, unless you sign our separate Permission to Share Your Photos, Videos and Story.

In the case of fundraising:

We do not contact patients to raise funds. If we ever do, you can tell us not to contact you again.

Our Uses and Disclosures

How do we typically use or share your health information? We typically use or share your health information in the following ways.

Treat you

We can use your health information and share it with other professionals who are treating you.

Example: Your physical therapist sends your evaluation to the doctor you named on your intake forms, if you said yes to that.

Run our organization

We can use and share your health information to run our practice, improve your care, and contact you when necessary.

Example: We use health information about you to manage your treatment and services, and to send you appointment reminders in the ways you chose.

If you agree to AI note-taking or to having a session recorded, the transcript or recording becomes part of your health record, is used for your care and so the supervising physical therapists in our practices can review the quality of your care, and you have the same rights to it as to the rest of your record.

Some of this work is done for us by other companies, such as our electronic health record and scheduling system, our video-visit service, our patient app, our booking system, our phone and texting service, and our management company, which runs the business side of the practices. We give them only the information they need for that work, and federal law requires each of them to sign a written agreement to protect it (a “business associate agreement”).

We may remove everything that identifies you from information about your care, so that it can no longer be linked to you, and use the result to improve our services.

Bill for your services

We can use and share your health information to bill you and get payment for your care.

Example: We use your name, the dates of your care and the amount due to charge the payment card you gave us and to send you receipts.

We are allowed or required to share your information in other ways – usually in ways that contribute to the public good, such as public health and research. We have to meet many conditions in the law before we can share your information for these purposes.

Help with public health and safety issues

We can share health information about you for certain situations such as:

Preventing disease
Helping with product recalls
Reporting adverse reactions to medications
Reporting suspected abuse, neglect, or domestic violence
Preventing or reducing a serious threat to anyone’s health or safety

Do research

We can use or share your information for health research. We do not give information that identifies you to outside researchers unless you give us your written permission.

Comply with the law

We will share information about you if state or federal laws require it, including with the Department of Health and Human Services if it wants to see that we’re complying with federal privacy law.

Respond to organ and tissue donation requests

We can share health information about you with organ procurement organizations.

Work with a medical examiner or funeral director

We can share health information with a coroner, medical examiner, or funeral director when an individual dies.

Address workers' compensation, law enforcement, and other government requests

We can use or share health information about you:

For workers’ compensation claims
For law enforcement purposes or with a law enforcement official
With health oversight agencies for activities authorized by law
For special government functions such as military, national security, and presidential protective services

Respond to lawsuits and legal actions

We can share health information about you in response to a court or administrative order, or in response to a subpoena.

State laws that give you more protection

Federal law allows the uses and sharing described above. Where the law of the state you are in when you receive care protects you more, we follow it. These sections apply according to where you are.

If you are in California

California’s medical privacy law generally does not let us share your medical information without your written authorization, except in the situations it lists, such as for your diagnosis or treatment, to get paid for your care, or when a court orders it. We do not use or share your medical information for any purpose not needed to provide your care, such as marketing, without your written authorization.
We do not share the results of an HIV test without your written authorization for each disclosure, except where California law allows it.
You can look at your records within 5 working days after we receive your written request, and we send copies within 15 days after your request.

If you are in New York

We share HIV-related information only with your specific written permission on a release that meets New York law, or where New York law otherwise allows it, and it goes with a written warning that New York law limits any further sharing.
We do not share the results of a genetic test that identifies you without your written consent, except where New York law allows it.
You can look at your records within 10 days after we receive your written request, and we send copies within a reasonable time.

If you are in New Jersey

We share records about HIV or AIDS only with your written informed consent, except where New Jersey law allows it.
We share genetic information about you only with your signed consent that meets New Jersey law, except where New Jersey law allows it.
We send one copy of your physical therapy record within 15 days of your written request.

If you are in Minnesota

Minnesota law requires your signed and dated consent before we release your health records to anyone, including for treatment and payment. The exceptions are: a medical emergency when we cannot get your consent; release to other providers within related health care organizations when needed for your current treatment; and release that Minnesota law specifically allows or requires.
A consent you sign lasts one year, unless it states a different period or Minnesota law sets one.
We provide your records within 30 days of your written request. There is no charge for copies you ask for to review your current care.

If you are in Nevada

Notice to Patients Regarding the Destruction of Health Care Records

Your health care records may be destroyed in accordance with NRS 629.051. That Nevada law requires Slate Physical Therapy, P.A. to keep your health care records for at least 5 years after they are made or received, or longer if federal law requires. After that period, your records may be destroyed, but never before you turn 23.

If you are in Texas

Your health information may be shared electronically. Except for treatment, payment, our operations, or where state or federal law allows or requires it, we will not share your health information electronically without your permission for each disclosure.
If you ask in writing for your electronic health record, we provide it in electronic form within 15 business days, unless you agree to another form.
To request your records: message us in the Relay app, email slate@clinicalathlete.com or call 667-239-5010.
Our licensing authority: Texas Board of Physical Therapy Examiners, 1801 Congress Avenue, Suite 10.900, Austin, Texas 78701, www.ptot.texas.gov, 512-305-6900 (complaints: 800-821-3205).
You can verify any Texas physical therapy license on the Texas Board of Physical Therapy Examiners’ online license verification system at ptot.texas.gov.
To file a privacy complaint with the Texas Attorney General’s Consumer Protection Division: www.texasattorneygeneral.gov/consumer-protection/health-care/patient-privacy, or online at consumerprotection.texasattorneygeneral.gov.

If you are in Florida

For Florida care, we obtain your written authorization for disclosures requiring it under Florida law; the exceptions described in this notice are limited accordingly.

Our Responsibilities

We are required by law to maintain the privacy and security of your protected health information.
We will let you know promptly if a breach occurs that may have compromised the privacy or security of your information.
We must follow the duties and privacy practices described in this notice and give you a copy of it.
We will not use or share your information other than as described in this notice unless you tell us we can in writing. If you tell us we can, you may change your mind at any time. Let us know in writing if you change your mind.

For more information see: www.hhs.gov/hipaa/for-individuals/notice-privacy-practices/index.html.

Changes to the Terms of this Notice

We can change the terms of this notice, and the changes will apply to all information we have about you. The new notice will be available upon request, in your patient portal, and on our website at https://clinicalathlete.com/notice-of-privacy-practices/.