Notice of Privacy Practices

This Notice of Privacy Practices applies to all health information collected, maintained, or transmitted by Monarch Restorative Medicine LLC, doing business as Monarch Medicine Urgent Care (“Monarch,” “we,” “us,” or “our”), and to information collected through our website at monarchmedicine.org. We are required by federal law to maintain the privacy of your protected health information, give you this notice of our legal duties and privacy practices, and follow the terms of the notice currently in effect.

1. Who We Are

Monarch Restorative Medicine LLC, doing business as Monarch Medicine Urgent Care
90 Executive Drive, Suite A & B
Carmel, IN 46032
Phone: (317) 804-4203
Fax: 317-564-0627
Website: monarchmedicine.org

Monarch Medicine is a physician-owned urgent care clinic providing walk-in medical services in Carmel, Indiana. We are an independent practice and are not part of any hospital system, corporate healthcare entity, or retail pharmacy chain.

2. How We May Use and Disclose Your Health Information

We may use and disclose your protected health information (PHI) for the following purposes without your written authorization:

a. Treatment

We use your PHI to provide medical care. For example, a Monarch physician reviews your medical history and current symptoms to make treatment decisions, and we may share information with other healthcare providers involved in your care, such as your primary care physician, a specialist, or a pharmacy filling your prescription.

b. Payment

We use and disclose PHI to bill and collect payment for services. This includes sharing information with your insurance company to verify coverage, obtain prior authorization, submit claims, and follow up on payment.

c. Healthcare Operations

We use PHI for activities that support our operations, including quality assessment, staff training, scheduling, accreditation, licensing, and business management.

d. Other Permitted or Required Uses and Disclosures

Federal and state law may also permit or require us to disclose your PHI without your authorization for purposes such as:

• Public health activities (disease reporting, vaccine reporting, FDA notifications)
• Reports of abuse, neglect, or domestic violence as required by law
• Health oversight activities (audits, investigations, licensure)
• Judicial and administrative proceedings (subpoenas, court orders)
• Law enforcement requests as permitted by law
• Coroners, medical examiners, and funeral directors
• Organ and tissue donation
• Approved research with privacy protections in place
• Workers' compensation claims as required by Indiana law
• To avert a serious threat to health or safety
• Specialized government functions (military, national security)

e. Uses and Disclosures Requiring Your Authorization

Other uses and disclosures of your PHI not described in this notice require your written authorization. This includes most uses and disclosures of psychotherapy notes, uses and disclosures for marketing purposes, and any sale of PHI. You may revoke an authorization at any time, in writing, except to the extent we have already acted in reliance on it.

3. Your Rights Regarding Your Health Information

Under HIPAA, you have the following rights with respect to your PHI:

a. Right to Inspect and Copy

You have the right to inspect and obtain a copy of your medical and billing records, with limited exceptions. We may charge a reasonable fee for the cost of copies and mailing as permitted by law. Most records are accessible electronically through MyChart.

b. Right to Request Amendment

If you believe information in your record is incorrect or incomplete, you may request that we amend it. We may deny your request in some circumstances. If we deny the request, we will explain why and your options for response in writing.

c. Right to an Accounting of Disclosures

You have the right to receive a list of certain disclosures we have made of your PHI for purposes other than treatment, payment, healthcare operations, and certain other limited categories.

d. Right to Request Restrictions

You have the right to request restrictions on how we use or disclose your PHI for treatment, payment, or operations. We are not required to agree to all requested restrictions, except that we will agree to a request to restrict disclosure to a health plan if the disclosure is for payment or operations and the PHI relates to a service you paid for in full out of pocket.

e. Right to Confidential Communications

You have the right to request that we communicate with you about your health matters in a specific way or at a specific location. For example, you may request that we contact you only at a particular phone number or only by mail.

f. Right to a Paper Copy of This Notice

You have the right to a paper copy of this notice, even if you have agreed to receive it electronically. Ask the front desk for a printed copy at any time, or call (317) 804-4203.

g. Right to Be Notified of a Breach

You have the right to be notified if we discover a breach of your unsecured PHI, in accordance with the HITECH Act and HHS regulations.

To exercise any of these rights, contact our clinic at (317) 804-4203 or in writing at the address above. Most requests must be made in writing.

4. Our Responsibilities Under HIPAA

Monarch Medicine is required by law to:

• Maintain the privacy and security of your protected health information
• Provide you with this notice of our legal duties and privacy practices
• Follow the terms of the notice currently in effect
• Notify you if a breach of your unsecured PHI occurs
• Not use or disclose your PHI other than as permitted by law or as you have authorized in writing

If we change this notice, the new terms will apply to all PHI we maintain, including information created or received before the change. We will post any updated notice on our website and make a copy available at the clinic.

5. Electronic Health Records (Epic and MyChart)

Monarch Medicine uses Epic as our electronic health record system. Your visit records are accessible through MyChart, a secure patient portal managed by Epic Systems Corporation. Through MyChart you can view your visit summaries and test results, communicate with our clinical team, check in for appointments, and access health records shared with other Epic-connected providers through Care Everywhere when applicable.

MyChart is subject to its own security and privacy terms maintained by Epic Systems Corporation. We encourage you to review those terms when creating or using your MyChart account. Our scheduling portal is at monarchmedicine.mychartcc.com.

6. Information Collected Through Our Website

This section describes information collected by monarchmedicine.org. Website information is separate from PHI we collect during clinical visits.

a. Information You Provide

• Name, email address, and phone number when you submit a contact form
• Information you submit through online check-in or scheduling tools
• Other information you choose to provide

b. Information Collected Automatically

• IP address and approximate geographic location
• Browser type, operating system, and device information
• Pages visited, time on pages, and referring URLs
• Cookies and similar tracking technologies

c. How We Use Website Information

• Respond to inquiries
• Process online check-ins and scheduling
• Improve site functionality and content
• Analyze traffic and usage
• Comply with legal obligations

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

7. Cookies and Tracking

Our website uses cookies and similar technologies. These include essential cookies required for basic functionality, analytics cookies (Google Analytics 4) used to understand site usage in aggregate, and advertising cookies used to measure ad effectiveness when we run Google Ads. None of these technologies identify you personally as a Monarch patient.

You can control cookies through your browser settings. You can opt out of Google Analytics by installing the Google Analytics Opt-Out Browser Add-on.

8. Third-Party Services Used by Our Website

Our website uses the following third-party services, each with their own privacy practices:

• Google Analytics — site traffic analysis (Google Privacy Policy)
• Google Ads — advertising and conversion tracking
• Epic MyChart — patient portal, scheduling, and health record access
• Trustindex — Google review display widget
• LabCorp — outside lab partner that bills patients separately for lab work

We are not responsible for the privacy practices of third parties. We encourage you to review their respective privacy policies.

9. Data Security

We implement administrative, technical, and physical safeguards to protect your information. These include SSL/TLS encryption on our website, the HIPAA-compliant Epic electronic health record system, role-based access controls for clinical and administrative staff, and ongoing staff training and security review.

While we work to protect your information, no method of electronic transmission or storage is completely secure, and we cannot guarantee the absolute security of data transmitted through the internet.

10. Children's Privacy

Our website is not directed to children under 13, and we do not knowingly collect personal information from children under 13 through our website. If you believe a child under 13 has submitted personal information through our website, please contact us so we can delete it.

This section applies to website data collection only. As a medical provider, we treat patients of all ages, and medical records for minors are maintained in accordance with HIPAA and Indiana state law.

11. Indiana State Law Rights

In addition to your HIPAA rights, Indiana residents may have rights under Indiana state law, including the right to confirm whether we are processing your personal data, the right to access and correct your personal data, the right to delete your personal data subject to legal exceptions, and the right to opt out of the sale of personal data. We do not sell personal data. To exercise any of these rights, contact us using the information in Section 13.

12. Filing a Complaint

If you believe your privacy rights have been violated, you may file a complaint with us or with the U.S. Department of Health and Human Services. There will be no retaliation for filing a complaint.

To file a complaint with Monarch Medicine:
Contact our office at (317) 804-4203 or in writing at:
Monarch Medicine Urgent Care, Attn: Privacy Officer
90 Executive Drive, Suite A & B
Carmel, IN 46032

To file a complaint with the federal government:
U.S. Department of Health and Human Services
Office for Civil Rights
www.hhs.gov/hipaa/filing-a-complaint

13. Contact Us

If you have questions about this Notice or about how we use your information, please contact us:

Monarch Medicine Urgent Care
Attn: Privacy Officer
90 Executive Drive, Suite A & B
Carmel, IN 46032
Phone: (317) 804-4203
Website: monarchmedicine.org/contact-us

14. Changes to This Notice

We reserve the right to change the terms of this Notice. We will make any revised Notice effective for all PHI we maintain, including information created or received before the change. The Effective Date at the top of this Notice indicates when the current version became effective. The most current version is always available on this page and at the clinic.

© 2024–2026 Monarch Restorative Medicine LLC, doing business as Monarch Medicine Urgent Care. All rights reserved. This Notice of Privacy Practices was last reviewed in May 2026.