Privacy Policy

MedHub Clinics, LLC

Unified Master Services, Participation, Privacy, Telehealth, Portal, Billing & RCM Agreement
Address: 7001 Johnnycake Rd #200, Windsor Mill, MD 21244
Legal Entity: MedHub Clinics, LLC (“MedHub,” “we,” “our,” or “us”)
“You,” “user,” or “patient” means the individual receiving services or the parent/legal guardian acting on behalf of a minor.
“Provider” means a licensed clinician or health professional participating with MedHub.

IMPORTANT: Read this entire Agreement carefully. By creating an account, booking or attending a visit (telehealth or in-person), using our website or patient portal, e-signing electronically, or otherwise accessing MedHub services, you agree to every section of this Agreement.
MedHub is committed to excellent care but cannot and does not guarantee any particular outcome or result.
Do not use MedHub for emergencies—call 911 or go to the nearest emergency department.

1) Key Definitions

• PHI: Protected Health Information governed by HIPAA and applicable state privacy laws.
• Portal: MedHub’s patient portal, website, applications, messaging, and related tools.
• Workforce: MedHub or Provider employees, contractors, trainees, or agents under direct control.
• Covered Entity/Business Associate: As defined by HIPAA; MedHub may act as either depending on the service provided.
• RCM: Revenue Cycle Management — eligibility, coding guidance, claims submission, payment posting, denials management, refunds/recoupments, patient billing, and collections.
• Trusted Partner Requestor: A vetted non-covered entity (e.g., life/disability carrier, workers’ compensation, legal requestor) presenting a HIPAA/state-compliant authorization for a specific release.

2) Scope of Services & Relationship

• MedHub delivers medical services primarily via telehealth and, where available, in-person.
• MedHub provides technology platforms, administrative services, and RCM.
• Treating Providers remain solely responsible for clinical judgment, diagnosis, and treatment.
• MedHub does not practice medicine and provides no warranty of clinical outcomes.

3) Telehealth Consent & Patient Participation

• Telehealth includes live audio/video, store-and-forward, remote monitoring, provider-to-provider consults, and secure portal messaging.
• Benefits include convenience and access; risks include technical failure, poor transmission, inadvertent disclosure, or incomplete data affecting decisions.
• You must accurately state your physical location at each telehealth visit; MedHub clinicians may only treat you if licensed in that state.
• You consent to evaluation, diagnosis, treatment, ordering of tests, referrals, care coordination, and prescribing of non-Drug Enforcement Administration (DEA)-controlled medications when appropriate.
• Consent may be withdrawn at any time but withdrawal may limit our ability to treat you.
• No guarantees: Outcomes depend on many factors beyond our control.
• You agree to:
  • Provide complete and truthful health/insurance information
  • Use a private, quiet setting with adequate connectivity
  • Follow instructions
  • Seek emergency care when advised
  • Secure your devices
  • Pay all amounts due

4) Authorization for Medical Records Exchange & Release

• MedHub may use, disclose, and electronically exchange PHI for Treatment, Payment, and Health Care Operations with Covered Entities and their business associates.
• Trusted Partner Requestors: Upon presentation or verification of a HIPAA/state-compliant, patient-level authorization, MedHub may fulfill requests for PHI (e.g., life insurance, disability, workers’ compensation, legal matters).
• Identity matching may use patient and, where needed, provider identifiers.
• Security: MedHub uses role-based access, logging, and industry-standard safeguards, including encryption in transit where feasible and secure transfer protocols.
• Minimum Necessary: Disclosures are limited to what is reasonably necessary for the stated purpose.
• Fees: No charge to patients for routine payer exchanges required by law. Reasonable, cost-based fees may apply for patient-directed copies or special formats as permitted by law.

5) Notice of Privacy Practices (HIPAA) — Summary

MedHub is required to protect PHI, provide this Notice, and follow it. We may update it and will post revisions on the Portal.

We may use/disclose PHI without written authorization for:

• Treatment; payment; health care operations
• Health Information Exchange (HIE)
• Public health; abuse/neglect reporting
• Health oversight; judicial/administrative proceedings; law enforcement as required
• Workers’ compensation; coroner/medical examiner/funeral director purposes; organ donation
• Research with Institutional Review Board (IRB) approval
• Specialized government functions

Your Rights include:

• Access & copies (paper/electronic) subject to lawful fees
• Request amendment of inaccurate/incomplete PHI
• Request restrictions (including self-pay restrictions to health plans where legally required)
• Request confidential communications (alternate address/phone)
• Request an accounting of certain disclosures
• File complaints with MedHub’s Privacy Officer or U.S. Department of Health and Human Services Office for Civil Rights (HHS OCR) without retaliation

Privacy Contact:
MedHub Clinics, LLC – Privacy Officer
7001 Johnnycake Rd #200, Windsor Mill, MD 21244
privacy@medhubclinics.com | (XXX) XXX-XXXX

6) Website & Patient Portal Terms of Service

• Eligibility & Accounts: You must be 18+ (or a parent/guardian for a minor). Provide accurate registration details. You are responsible for your credentials and all activity under your account.
• Acceptable Use: No unlawful content, malware, scraping, reverse engineering, bulk extraction, credential sharing, or security bypassing.
• Communications Consent: You consent to email, SMS/text, phone, push notifications, and portal messages regarding your care and account. Standard carrier rates apply. You may opt out of non-essential messages.
• Third-Party Links/Tools: MedHub is not responsible for third-party content or privacy practices.
• Intellectual Property: Portal content is licensed for personal use in connection with your care.
• No Warranties: The Portal is provided “AS IS / AS AVAILABLE.”
• Liability Cap: MedHub’s aggregate liability arising from the site/portal/services will not exceed the amount you paid to MedHub for the service in the 3 months preceding the event.
• Indemnification: You will defend and hold harmless MedHub and its affiliates/clinicians from claims arising from your breach, misuse, or violation of law.
• Updates/Termination: Terms may be updated; continued use constitutes acceptance.

7) Patient Financial Terms, Insurance & Billing

• You agree to pay all charges, including copays, coinsurance, deductibles, non-covered services, and amounts denied or recouped by your plan.
• Self-pay/Do-not-bill requests must be made before the visit and paid at time of service.
• Out-of-network plans may leave you responsible for the full charge.
• Professional services are non-refundable once delivered.
• Past-due balances may be referred to collections; reasonable collection costs and permitted fees may be added.

8) Cancellation & No-Show Policy

• Cancel or reschedule ≥24 hours before the appointment: no fee
• Late cancellation or no-show: $25.00 fee

9) Non-Discrimination & Accessibility (Section 1557)

MedHub does not discriminate based on any characteristic protected by law.
Free aids/services are available for individuals with disabilities or limited English proficiency.

Contact:
Section 1557 Coordinator
accessibility@medhubclinics.com | (XXX) XXX-XXXX | TTY: 711

10) Medicare Notices (If Applicable)

Where applicable, MedHub complies with Medicare program rules and supplier standards. Written copies available upon request.

11) Patient Rights & Responsibilities

Rights: Respectful care; information about diagnosis/treatment options; access to records; privacy/confidentiality; request amendments/restrictions; voice concerns without retaliation.
Responsibilities: Provide accurate information; ask questions; follow the plan; keep contact/insurance current; use the portal responsibly; treat others with courtesy; use 911 for emergencies.

12) Technology, Security & Data Practices

MedHub employs reasonable industry safeguards (role-based access, audit logs, secure transfer, encryption in transit where feasible). No system is completely secure; residual risks exist.
You are responsible for securing your devices and promptly reporting suspected unauthorized access.

13) Provider & Workforce Participation

• Credentialing: Providers must maintain current licensure, Drug Enforcement Administration (DEA) registration (if applicable), NPI, malpractice coverage, and all required credentials.
• Workforce Access: Each workforce member must use unique credentials, complete HIPAA/security training, and access only as authorized.
• Clinical Responsibility: Providers are solely responsible for clinical decisions and documentation quality. MedHub does not practice medicine or supervise clinical judgment.

14) HIPAA Business Associate Agreement (BAA) Terms

• PHI used/disclosed only as permitted by law; minimum necessary applies
• Administrative, physical, and technical safeguards required
• Subcontractors must agree in writing to equivalent HIPAA safeguards
• Prompt breach/security incident reporting and mitigation
• Upon termination, PHI will be returned or destroyed where feasible

15) Revenue Cycle Management (RCM) — Automatic Activation

• Effective automatically when MedHub offers billing/insurance services
• Includes eligibility checks, coding guidance, claims submission, payment posting, denials/appeals, refunds/recoupments, patient statements, and limited collections
• Providers using MedHub RCM must do so exclusively unless MedHub consents otherwise
• Payments for billed services are payable to MedHub
• RCM fees may be based on Net Collections or as otherwise agreed
• MedHub may perform reasonable follow-up on denials but is not responsible for denials caused by credentialing gaps, untimely documentation, payer limits, or legal prohibitions
• Either party may terminate with notice; MedHub may continue limited wind-down activities for up to 6 months

16) Intellectual Property & Confidentiality

MedHub owns all rights in its platforms, software, templates, guides, trademarks, and other materials (excluding patient PHI and provider-authored clinical notes).
All parties will keep confidential MedHub proprietary information and PHI.

17) General Legal Provisions

• Limitation of Liability: MedHub’s aggregate liability is limited to the fees actually paid to MedHub for the services in the 3 months preceding the event. No liability for indirect, incidental, special, consequential, exemplary, or punitive damages, or lost profits/data/goodwill.
• Indemnification: Patients, Providers, vendors, and Workforce members agree to indemnify and hold harmless MedHub.
• Governing Law/Venue: Maryland law governs. Venue is in state or federal courts located in Maryland.
• Jury Waiver: Parties waive the right to a jury trial to the fullest extent permitted by law.
• Force Majeure: No liability for events beyond reasonable control (e.g., disasters, cyberattacks, labor actions, governmental orders).
• Modifications: MedHub may update this Agreement and will post the effective date.
• Assignment: MedHub may assign to an affiliate/successor. Users may not assign without written consent.
• Severability: Invalid or unenforceable provisions will be interpreted to reflect the parties’ intent; remaining terms stay in force.
• Entire Agreement: This document is the entire agreement and supersedes prior versions relating to these subjects.

18) Acknowledgment & Signature

By clicking “I Agree,” e-signing, creating an account, scheduling or attending a visit, or otherwise using MedHub services, you confirm that you have read, understood, and agreed to this Unified Agreement, including:

• Telehealth Consent
• Records Exchange Authorization
• HIPAA Notice
• Portal Terms
• Financial Terms & Cancellation Policy
• Non-Discrimination & Accessibility Policy
• Provider/Workforce Provisions
• HIPAA BAA Terms
• RCM Terms (which activate automatically when MedHub offers billing/insurance services)

Patient/Parent/Legal Representative: _____________________________ Date: ____________
Provider (if applicable): _______________________________________ Date: ____________
Authorized Representative, MedHub Clinics, LLC: __________________ Date: ____________