Patient Privacy Policy & Disclosure Statement
Effective Date: July 27, 2026
Last Updated: July 27, 2026
Green Ridge Physical Therapy ("us", "we", or "our") operates greenridgept.com and provides comprehensive clinical rehabilitation and wellness services (collectively referred to as the "Service").
This document outlines our rigorous standards regarding the collection, utilization, storage, and protection of your personal and health-related data. By utilizing our website, scheduling platforms, or clinical services, you explicitly consent to the data handling protocols described in this policy.
1. Executive Definitions
Service: The physical therapy treatments, clinical infrastructure, operations, and the digital website platform (greenridgept.com) managed by Green Ridge Physical Therapy.
Protected Health Information (PHI): Any individually identifiable health, medical, or clinical information protected under the federal Health Insurance Portability and Accountability Act (HIPAA) guidelines.
Personal Data: Basic civilian identifiers (e.g., name, phone number, physical address) that distinguish a unique, living individual.
Data Controller: Green Ridge Physical Therapy, which explicitly determines the purpose and lawful processing boundaries of your collected data.
Data Processor: Secure, HIPAA-compliant third-party vendors (such as electronic medical records, scheduling modules, or medical billing portals) that securely manage data on behalf of the Data Controller.
2. Information Collection Boundaries
We limit our data collection exclusively to variables required to administer, secure, and clear your medical care.
A. Clinical Data & Protected Health Information (PHI)
To process treatment regimens, intake documentation, and insurance reimbursement workflows, we request:
Full name, legal date of birth, biological sex, and emergency contacts.
Physical home address, billing address, zip code, primary email, and telephone number.
Government-issued identification, primary and secondary health insurance coverage documentation, and policy identification numbers.
Relevant clinical charts, referral documentation, diagnostic imaging results, medical history surveys, and physical evaluation notes.
B. Digital Telemetry & Technical Performance Data
When navigating our digital Service, server logs may record basic technical telemetry including your IP address, browser architecture, specific pages accessed, time spent on the platform, and localized time stamps.
C. Zero-Cookie Tracking Affirmation
Green Ridge Physical Therapy maintains a strict stance on web privacy. We do not deploy tracking cookies, advertising pixels, or third-party web analytics tools (such as Google Analytics) on our website.
3. Absolute Marketing Exemption Notice
Green Ridge Physical Therapy enforces a strict policy against commercializing information. We do not sell, rent, license, trade, or distribute your Personal Data or Protected Health Information (PHI) to any third parties for marketing, advertising, or promotional purposes. Your data is held in strict clinical confidentiality.
4. Approved Data Utilization Pathways
In strict compliance with HIPAA guidelines and Oregon Medical Records law, data usage is restricted to the following legal pathways:
Clinical Treatment: Sharing essential data with our licensed therapists, clinical coordinators, or referring physicians to guide, manage, and optimize your physical therapy care.
Reimbursement & Payment: Transmitting relevant clinical and identity codes to health insurance providers, workers' compensation programs, or auto insurance adjusters to clear treatment claims.
Clinic Operations: Utilizing scheduling details, appointment confirmations, and administrative queues to maximize patient flow and operational efficiency.
Legal and Safety Mandates: Disclosing limited data to authorities only if required by a formal subpoena, state court order, or immediate public health safety directives.
5. Secure Sub-Processors & Business Associate Agreements
To provide streamlined scheduling and compliant medical billing, we use vetted third-party applications.
All external scheduling modules and billing solutions are bound to our clinic through strict Business Associate Agreements (BAAs). Under these contracts, they are legally required to manage, protect, and encrypt your electronic PHI (ePHI) under the exact same federal security standards that govern our physical practices.
6. State of Oregon Specific Disclosures
A. Mandatory Seven-Year Clinical Record Retention
In accordance with the Oregon Physical Therapist Licensing Board guidelines (OAR 848-040-0110), Green Ridge Physical Therapy retains all adult patient records and comprehensive physical therapy clinical charts for a minimum period of seven (7) years following the date of the last documented clinical encounter. Records for minor patients are preserved according to applicable statutory timelines tracking the age of majority. After this retention period, files are destroyed using secure, certified methods.
B. Oregon Confidential Communications Act
Under Oregon Revised Statutes (ORS) and Division of Financial Regulation rules, Oregon residents possess the explicit right to request that their protected health information and insurance communications be delivered directly to them via specific alternate channels (such as an independent personal email or alternate physical address) rather than the primary insurance account holder.
7. Your Comprehensive Privacy Rights
Under federal HIPAA regulations and the Oregon Consumer Privacy Act (OCPA), you maintain the following actionable rights over your information:
Right of Inspection: You have the right to look at or request digital or physical copies of your healthcare records and billing histories.
Right of Correction: You can submit a request to correct or append clinical text if you demonstrate that the existing record is inaccurate or incomplete.
Right of Restriction: You may request that we limit how we distribute your clinical data regarding treatment, payment, or operational tasks.
Right of Accounting: You may request a historical log detailing specific non-standard disclosures of your health data made outside typical treatment workflows.
8. Privacy Questions and Dispute Resolution
If you have any questions regarding this policy, or if you believe your legal privacy rights have been compromised, you are encouraged to file a formal complaint. Green Ridge Physical Therapy enforces a strict non-retaliation policy; your care will never be impacted by lodging a privacy inquiry.
Telephone Intake: 541-549-3534
Online Intake Submissions: Please utilize the secure "Contact Us" portal on our main website interface to safely route privacy inquiries directly to our administration.