Privacy Policy – Introduction & Scope
Effective Date: December 28, 2025
Monarch Medicine Urgent Care ("Monarch Medicine," "we," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard personal information when you interact with our website or use services such as the Epic MyChart patient portal and On My Way scheduling system.
This policy applies to all users of our website, contact forms, appointment tools, and other digital services. It outlines your rights and how we handle your data in compliance with HIPAA and other applicable laws. By using our website or digital tools, you agree to the practices described in this Privacy Policy.
Information We Collect
We collect both personally identifiable information and non-identifiable technical data through our website, forms, and patient tools. This includes:
- Contact Form Submissions: Name, email address, phone number, and message content submitted through our website’s contact form.
- Appointment Scheduling Tools: Personal health and contact information submitted via Epic MyChart or On My Way to request or confirm appointments.
- Website Analytics: IP address, browser type, pages visited, and other technical usage data via Google Analytics.
- Device and Session Data: Device type, operating system, session duration, and behavior patterns on the site.
This data helps us provide urgent care services, confirm appointments, and improve your online experience. We do not knowingly collect information from children under 13 through our website without appropriate parental consent.
How We Use Your Information
Monarch Medicine uses the information you provide for the following purposes:
- Patient Care: To schedule appointments, coordinate care, and communicate with you about your health through platforms like Epic MyChart and On My Way.
- Customer Support: To respond to inquiries submitted through our contact form or other communication channels.
- Operational Improvement: To analyze usage trends, measure performance, and enhance the user experience of our website and digital tools.
- Compliance and Safety: To comply with legal, regulatory, and HIPAA obligations, and to ensure the security and integrity of your health information.
We will not sell, rent, or trade your personal information. Your data is only accessed by authorized personnel for legitimate purposes, and always with respect for your privacy.
Third-Party Services and Data Sharing
We work with trusted third-party platforms to provide essential services. These partners are contractually obligated to protect your information and comply with HIPAA and other privacy regulations where applicable.
- Epic Systems: We use Epic MyChart and On My Way for scheduling, patient check-ins, and care coordination. All data collected is protected under Epic's security and HIPAA-compliance protocols.
- Form and Hosting Providers: Data entered in website forms is securely transmitted and may be stored by our HIPAA-compliant form and hosting providers.
- Analytics Services: We share anonymized usage data with Google Analytics to understand website performance. No personal health data is included in this tracking.
We do not sell or rent your personal health information to any third parties. Any disclosures required by law (e.g., court order or public health mandate) will be handled with full legal compliance.
Data Security & HIPAA Compliance
Monarch Medicine Urgent Care is committed to protecting your health information through robust security practices and full compliance with the Health Insurance Portability and Accountability Act (HIPAA).
- HIPAA-Compliant Tools: We use platforms and tools—including Epic MyChart and On My Way—that meet federal requirements for patient data privacy and security.
- Encryption: All sensitive information submitted through our website is encrypted during transmission using HTTPS and secure protocols.
- Access Controls: Only authorized staff members have access to personal health information, and all staff are trained on data privacy protocols.
- Monitoring: We regularly monitor our digital infrastructure to prevent unauthorized access or data breaches.
While we take extensive precautions, no system can guarantee 100% security. If a data breach ever occurs that could impact your information, we will notify you promptly in accordance with HIPAA regulations.
Patient Rights & Choices
As a patient or website visitor, you have specific rights regarding how your information is used and shared. Monarch Medicine Urgent Care honors these rights in accordance with HIPAA and other applicable privacy laws.
- Access: You have the right to request access to your medical records and information collected through our platforms.
- Correction: If you believe your information is inaccurate or incomplete, you may request a correction.
- Restrictions: You may request limitations on how your information is used or disclosed, though certain limitations may affect care delivery.
- Opt-Out of Marketing: You can opt out of non-essential communications at any time.
- Withdraw Consent: You may withdraw consent for data use where consent was previously granted, unless required for care or legal compliance.
To exercise any of these rights, please contact us using the information provided in the final section of this Privacy Policy. We will respond within the timeframes required by law.
Contact Information & Policy Updates
If you have questions about this Privacy Policy or how your information is handled, you may contact us at:
Monarch Medicine Urgent Care[Insert Clinic Address]
Phone: [Insert Phone Number]
Email: [Insert Privacy Contact Email]
We may update this Privacy Policy from time to time to reflect changes in legal, technological, or operational practices. The latest revision date will always be posted at the bottom of this page.
Last Updated: December 28, 2025