HIPAA Notice of Privacy Practices

MedMatrix LLC, doing business as Med Matrix

Effective Date: July 22, 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.

Our Commitment to Your Privacy

MedMatrix LLC, doing business as Med Matrix, is committed to protecting the privacy of your protected health information (PHI) as required by the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and applicable Maine law. This Notice applies to the providers and staff of Med Matrix and describes how we may use and disclose your PHI and the rights you have over that information. We deliver care in person at our office at 198 Maine Mall Road, South Portland, Maine, to patients 18 and older who have a Maine or New Hampshire address, on a self-pay basis.

How We May Use and Disclose Your PHI

Treatment

We use and disclose your PHI to provide and coordinate your care. This includes in-office lab collection and an 80+ biomarker panel, body composition scanning, and your provider consultations, as well as sharing information with the outside laboratory that analyzes your specimens (LabCorp), the compounding pharmacies that prepare and dispense your prescriptions, and other healthcare providers involved in your care.

Payment

We use and disclose your PHI to obtain payment for the services we provide. Med Matrix does not bill or accept insurance; all services are self-pay, and we accept HSA, FSA, CareCredit, and major credit and debit cards. At your request, we can provide documentation for you to submit to your insurer or HSA/FSA administrator.

Healthcare Operations

We use and disclose your PHI for our own healthcare operations, including quality assessment, staff training, compliance activities, and business management.

Business Associates

We may share your PHI with business associates who perform services on our behalf. These include GoHighLevel (LeadConnector), our practice-management and patient-communications platform, which stores your contact information and the health goals and notes you share and helps us schedule and follow up with you; Cerbo, our electronic health record system; and our technology infrastructure providers. We require each business associate, by written agreement, to safeguard your PHI and use it only for the services they provide to us.

Appointment Reminders and Health-Related Communications

We may contact you by phone, text message, or email to confirm or remind you about appointments, share results and care instructions, and tell you about treatment options and services that may interest you. You may ask us to contact you a certain way or to stop a type of message at any time. Communications that qualify as marketing under HIPAA are sent only with your authorization.

As Required by Law

We may use or disclose your PHI when required by federal, state, or local law, including for public health activities, reporting abuse or neglect, health oversight activities, judicial and administrative proceedings, law enforcement purposes, and to avert a serious threat to health or safety.

With Your Authorization

Other uses and disclosures of your PHI not described in this Notice, including most uses for marketing and any sale of PHI, will be made only with your written authorization. You may revoke your authorization at any time by submitting a written request to our office.

Your Rights Regarding Your PHI

Right to Access: You have the right to inspect and obtain a copy of your PHI maintained in our records. Requests must be submitted in writing.
Right to Amend: You have the right to request an amendment to your PHI if you believe it is incorrect or incomplete.
Right to an Accounting of Disclosures: You have the right to request a list of certain disclosures we have made of your PHI.
Right to Request Restrictions: You have the right to request restrictions on certain uses and disclosures of your PHI. We are not required to agree to every request. However, if you pay for a service in full and out of pocket, you may request that we not disclose information about that service to a health plan, and we will honor that request as required by law.
Right to Request Confidential Communications: You have the right to request that we communicate with you about health matters through a specific method or at a certain location.
Right to a Paper Copy: You have the right to obtain a paper copy of this Notice upon request.
Right to File a Complaint: If you believe your privacy rights have been violated, you may file a complaint with our office or with the Secretary of the U.S. Department of Health and Human Services. You will not be retaliated against for filing a complaint.

Our Responsibilities

We are required by law to maintain the privacy and security of your PHI
We are required to provide you with this Notice of our legal duties and privacy practices
We are required to notify you if a breach occurs that may have compromised the privacy or security of your PHI
We will not use or disclose your PHI without your authorization except as described in this Notice

Changes to This Notice

We reserve the right to change the terms of this Notice at any time. Any changes will apply to all PHI we maintain. The revised Notice will be posted on our website and available at our office.

Contact Information

For questions about this Notice or to exercise your rights, contact:

Med Matrix

Attention: Tammy Klemenski, Privacy Officer

198 Maine Mall Road

South Portland, ME 04106

Phone: (207) 544-4643

Email: info@medmatrixusa.com

To file a complaint with the federal government, contact the U.S. Department of Health and Human Services, Office for Civil Rights at 200 Independence Avenue S.W., Washington, D.C. 20201, or call 1-877-696-6775.