Fitnera Clinic — Notice of Privacy Practices
Fitnera Clinic, operated by Xoomera Services LLC
8301 State Line Rd., Ste. 220 #2829, Kansas City, Missouri 64114
Phone: 636-251-9505 | Email: contact@fitnera.com | Website: fitnera.com
Effective Date: September 30, 2026
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.
1. About This Notice
Fitnera Clinic (“Fitnera,” “we,” “us,” or “our”) is a physician-led telemedicine practice that provides medical weight-management and convenient care services to adults located in Missouri and Illinois.
This Notice explains how we may use and share your protected health information (“health information”), your rights regarding that information, and our legal duties to protect it. Health information includes information that identifies you and relates to your past, present, or future physical or mental health, the care we provide, or payment for that care. Examples include intake forms, medical history, weight and body measurements, vital signs you report, laboratory results, diagnoses, prescriptions, telehealth visit records, messages, and billing records.
This Notice applies to Fitnera Clinic and its physicians, staff, and contractors who work on our behalf, whether care is delivered by video, phone, secure messaging, or patient portal.
2. Our Responsibilities
We are required by law to:
Maintain the privacy and security of your health information.
Give you this Notice of our legal duties and privacy practices.
Follow the terms of the Notice currently in effect.
Notify you promptly if a breach occurs that may have compromised the privacy or security of your unsecured health information.
We will not use or share your health information other than as described in this Notice unless you give us written permission. If you give us permission, you may revoke it in writing at any time. Revocation will not affect uses or disclosures already made in reliance on your permission.
3. How We Use and Share Your Health Information Treatment
We may use and share your health information to provide, coordinate, or manage your care. For example, we may:
Send prescriptions electronically to your chosen pharmacy, including retail, mail-order, or licensed compounding pharmacies when clinically appropriate.
Order laboratory tests and receive results.
Review your medication history through electronic prescribing networks.
Communicate with your primary care physician, specialists, or other providers involved in your care.
Refer you to in-person, urgent, or emergency care when telehealth is not appropriate.
Payment
We may use and share your health information to bill and collect payment for services. Fitnera is primarily a self-pay practice. For example, we may share limited information with payment processors to complete your payment, or prepare a receipt or itemized statement you request for a health savings account (HSA), flexible spending account (FSA), or insurance reimbursement. If you ask us to help obtain prior authorization or coverage for a medication, we may share information with your health plan or pharmacy benefit manager for that purpose.
Health Care Operations
We may use and share your health information to run our practice, improve your care, and contact you when necessary. For example, we may use it for quality review, patient-safety activities, staff training, compliance audits, legal and accounting services, professional liability insurance and risk management, and business planning.
Business Associates
We work with outside companies that perform services for us, such as electronic health record, telehealth video, patient portal, scheduling, e-prescribing, laboratory, secure messaging, payment, IT, and document-storage vendors. When these companies need health information to perform their services, we require them by written agreement to protect it as required by HIPAA.
Appointment Reminders and Health-Related Communications
We may contact you by phone, text message, email, or patient portal to confirm appointments, send reminders, share test results, provide follow-up instructions, or tell you about treatment options and health-related services we offer that may interest you. You may ask us to contact you in a different way or at a different location (see “Your Rights”). Standard email and text messages may not be fully secure. If you ask us to communicate by unencrypted email or text, we will honor your request after informing you of the risks.
4. 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 below, tell us and we will follow your instructions.
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 or in an emergency, we may share your information if we believe it is in your best interest. We may also share information when needed to lessen a serious and imminent threat to health or safety.
We never share your information for these purposes unless you give us written permission:
Marketing purposes.
Sale of your health information.
Most sharing of psychotherapy notes.
Fundraising: Fitnera does not conduct fundraising. If this changes, we will give you a clear opportunity to opt out of fundraising communications.
5. Other Ways We May Use or Share Your Health Information
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 must meet many conditions in the law before we can share your information for these purposes.
As required by law: When federal, state, or local law requires it, including when the U.S. Department of Health and Human Services requests it to confirm our compliance with federal privacy law.
Public health and safety: Preventing disease; reporting adverse reactions to medications; reporting product recalls; reporting suspected abuse, neglect, or domestic violence; and preventing or reducing a serious threat to anyone’s health or safety.
Prescription drug monitoring: Reporting to, or checking, state prescription drug monitoring programs as required or permitted by law, including for certain controlled-substance weight-management medications.
Health oversight: Activities authorized by law, such as audits, investigations, inspections, and licensure actions.
Research: Health research, only as permitted by law and subject to required privacy protections.
Lawsuits and legal actions: In response to a court or administrative order, or in response to a subpoena or other lawful process, as permitted by law.
Law enforcement: For law-enforcement purposes or with a law-enforcement official, as permitted by law.
Coroners, medical examiners, and funeral directors: As needed for them to carry out their duties.
Organ and tissue donation: With organ procurement organizations, as permitted by law.
Workers’ compensation: For workers’ compensation claims or similar programs.
Specialized government functions: For military, national security, and presidential protective services, as permitted by law.
6. Special Protections Under State and Federal Law
Some types of health information have additional protections under Missouri law, Illinois law, or federal law. These may include information about HIV/AIDS and HIV testing, sexually transmitted infections, genetic testing, mental health or developmental disability services, and substance use disorder treatment. When a state or federal law gives your information more protection than HIPAA, we will follow the more protective law. This may include obtaining your specific written consent before sharing the information.
Substance use disorder treatment records: Fitnera is not a federally assisted substance use disorder treatment program. If we receive records protected by federal law at 42 C.F.R. Part 2 about you, those records, or testimony describing their content, will not be used or disclosed in civil, criminal, administrative, or legislative proceedings against you unless you give written consent or a court order is issued after you have received notice and an opportunity to be heard, as required by law. We will handle any such records according to 42 C.F.R. Part 2 and HIPAA.
7. Your Rights
When it comes to your health information, you have certain rights. To exercise any of these rights, contact our Privacy Officer using the information at the end of this Notice. We may ask you to make certain requests in writing.
Get a copy of your health and billing records
You can ask to see or get a copy, in paper or electronic form, of your medical record and other health information we maintain about you. We will provide a copy or a summary, usually within 30 days of your request. We may charge a reasonable, cost-based fee as permitted by law. In limited situations we may deny your request. If we do, we will explain why in writing and tell you whether you can have the denial reviewed.
Ask us to correct your records
You can ask us to correct health information you think is incorrect or incomplete. We may say “no” to your request, but we will tell you why in writing within 60 days.
Request confidential communications
You can ask us to contact you in a specific way, such as by a particular phone number or email address, or to send mail to a different address. We will agree to all reasonable requests.
Ask us to limit what we use or share
You can ask us not to use or share certain health information for treatment, payment, or our operations. We are not required to agree, and we may say “no” if it would affect your care. If you pay for a service or health care item out of pocket in full, you can ask us not to share that information with your health insurer for payment or health care operations. We will say “yes” unless a law requires us to share that information.
Get a list of those with whom we have shared information
You can ask for a list (accounting) of the times we have shared your health information during the six years before your request, who we shared it with, and why. The list will include all disclosures except those for treatment, payment, and health care operations, and certain other disclosures, such as any you asked us to make. We will provide one accounting a year free of charge but may charge a reasonable, cost-based fee if you ask for another within 12 months.
Get a copy of this Notice
You can ask for a paper copy of this Notice at any time, even if you agreed to receive it electronically. We will provide a paper copy promptly.
Choose someone to act for you
If you have given someone medical power of attorney, or if someone is your legal guardian, that person can exercise your rights and make choices about your health information. We will confirm that the person has this authority before we take any action.
File a complaint if you feel your rights are violated
If you believe your privacy rights have been violated, you may file a complaint with us by contacting our Privacy Officer.
You may also file a complaint with the U.S. Department of Health and Human Services, Office for Civil Rights:
U.S. Department of Health and Human Services
Office for Civil Rights
200 Independence Avenue, S.W.
Washington, D.C. 20201
Phone: 1-877-696-6775
Online: www.hhs.gov/ocr/complaints
We will not retaliate against you for filing a complaint.
8. Our Website and Online Tools
Our public website is separate from our clinical systems. Please do not submit health information through general website contact forms. Use the secure patient portal or other secure communication methods we provide. We do not use or share your health information for advertising, or through website tracking technologies, without your written authorization. For information about how our website collects visitor information, please see our Website Privacy Policy at fitnera.com.
9. Changes to This Notice
We may change the terms of this Notice, and the changes will apply to all health information we have about you. The new Notice will be available upon request, on our website, and in our patient portal. The effective date will appear at the top of the Notice.
10. Contact Information
For questions about this Notice, to exercise your rights, or to file a complaint with us, contact:
Privacy Officer
Satya A. Patel, MD, MPH
Fitnera Clinic, operated by Xoomera Services LLC
8301 State Line Rd., Ste. 220 #2829
Kansas City, Missouri 64114
Phone: 636-251-9505
Email: contact@fitnera.com