Patient Privacy Policy
Joint Notice of Privacy Practices
Effective Date: January 14, 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. If you have any questions, please contact the
TRA Medical Imaging Privacy Officer at:
TRA Medical Imaging
Privacy Officer
PO Box 1535, Tacoma WA 98401
(253) 761-4200, press option 1
Who Will Follow This Notice
This notice will describe the privacy practices of the following entities: TRA Medical Imaging, and Union
Avenue Open MRI, LLC. Although these entities are separate legal entities, they cooperate in providing
services to patients and constitute an organized health care arrangement. The entities listed may be
referred to this notice individually as ‘we” or “us.” This notice covers and applies to the following service
delivery sites: TRA – Gig Harbor, TRA – Lakewood, TRA Olympia – on Lilly, TRA Tacoma – on Union, and
Union Avenue Open MRI, LLC. All of the Providers listed above will share your medical information as
necessary to carry out the activities listed below in the section titled, “How We May Use and Disclose
Health Information,” which are related to the joint activities of the Providers.
This notice describes privacy practices of the Providers and that of:
• Any health care professional authorized to enter information into your chart.
• All departments of the Providers.
• Any member of a volunteer group allowed to help you while you are at any of the Providers.
• All employees, staff and other Provider personnel.
OUR OBLIGATIONS:
We are required by law to:
• Maintain the privacy of protected health information.
• Give you this notice of our legal duties and privacy practices regarding health information about
you.
• Follow the terms of our notice that is currently in effect.
HOW WE MAY USE AND DISCLOSE HEALTH INFORMATION:
The following describes the ways we may use and disclose health information that identifies you
(“Health Information”). Except for the purposes described below, we will use and disclose Health
Information only with your written permission. You may revoke such permission at any time by writing
to our practice Privacy Officer.
For Treatment. We may use and disclose Health Information for your treatment and to provide you with
treatment-related health care services. For example, we may disclose Health Information to doctors,
nurses, technicians, or other personnel, including people outside our office, who are involved in your
medical care and need the information to provide you with medical care.
For Payment. We may use and disclose Health Information so that we or others may bill and receive
payment from you, an insurance company or a third party for the treatment and services you received.
For example, we may give your health plan information about you so that they will pay for your
treatment.
For Health Care Operations. We may use and disclose Health Information for health care operations
purposes. These uses and disclosures are necessary to make sure that all of our patients receive quality
care and to operate and manage our office. For example, we may use and disclose information to make
sure the obstetrical or gynecological care you receive is of the highest quality. We also may share
information with other entities that have a relationship with you (for example, your health plan) for
their health care operation activities. We may contact you with general marketing information about our
services.
Appointment Reminders, Treatment Alternatives and Health Related Benefits and Services. We may
use and disclose Health Information to contact you to remind you that you have an appointment with
us. We also may use and disclose Health Information to tell you about treatment alternatives or healthrelated benefits and services that may be of interest to you.
Individuals Involved in Your Care or Payment for Your Care. When appropriate, we may share Health
Information with a person who is involved in your medical care or payment for your care, such as your
family or a close friend. We also may notify your family about your location or general condition or
disclose such information to an entity assisting in a disaster relief effort.
Research. Under certain circumstances, we may use and disclose Health Information for research. For
example, a research project may involve comparing the health of patients who received one treatment
to those who received another, for the same condition. Before we use or disclose Health Information for
research, the project will go through a special approval process. Even without special approval, we may
permit researchers to look at records to help them identify patients who may be included in their
research project or for other similar purposes, as long as they do not remove or take a copy of any
Health Information.
SPECIAL SITUATIONS:
As Required by Law. We will disclose Health Information when required to do so by international,
federal, state or local law.
To Avert a Serious Threat to Health or Safety. We may use and disclose Health Information when
necessary to prevent a serious threat to your health and safety or the health and safety of the public or
another person. Disclosures, however, will be made only to someone who may be able to help prevent
the threat.
Business Associates. We may disclose Health Information to our business associates that perform
functions on our behalf or provide us with services if the information is necessary for such functions or
services. For example, we may use another company to perform billing services on our behalf. All of our
business associates are obligated to protect the privacy of your information and are not allowed to use
or disclose any information other than as specified in our contract.
Organ and Tissue Donation. If you are an organ donor, we may use or release Health Information to
organizations that handle organ procurement or other entities engaged in procurement, banking or
transportation of organs, eyes or tissues to facilitate organ, eye or tissue donation and transplantation.
Military and Veterans. If you are a member of the armed forces, we may release Health Information as
required by military command authorities. We also may release Health Information to the appropriate
foreign military authority if you are a member of a foreign military.
Workers’ Compensation. We may release Health Information for workers’ compensation or similar
programs. These programs provide benefits for work-related injuries or illness.
Public Health Risks. We may disclose Health Information for public health activities. These activities
generally include disclosures to prevent or control disease, injury or disability; report births and deaths;
report child abuse or neglect; report reactions to medications or problems with products; notify people
of recalls of products they may be using; a person who may have been exposed to a disease or may be
at risk for contracting or spreading a disease or condition; and the appropriate government authority if
we believe a patient has been the victim of abuse, neglect or domestic violence. We will only make this
disclosure if you agree or when required or authorized by law.
Health Oversight Activities. We may disclose Health Information to a health oversight agency for
activities authorized by law. These oversight activities include, for example, audits, investigations,
inspections, and licensure. These activities are necessary for the government to monitor the health care
system, government programs, and compliance with civil rights laws.
Data Breach Notification Purposes. We may use or disclose your Protected Health Information to
provide legally required notices of unauthorized access to or disclosure of your health information.
Lawsuits and Disputes. If you are involved in a lawsuit or a dispute, we may disclose Health Information
in response to a court or administrative order. We also may disclose Health Information in response to a
subpoena, discovery request, or other lawful process by someone else involved in the dispute, but only
if efforts have been made to tell you about the request or to obtain an order protecting the information
requested.
Law Enforcement. We may release Health Information if asked by a law enforcement official if the
information is: (1) in response to a court order, subpoena, warrant, summons or similar process; (2)
limited information to identify or locate a suspect, fugitive, material witness, or missing person; (3)
about the victim of a crime even if, under certain very limited circumstances, we are unable to obtain
the person’s agreement; (4) about a death we believe may be the result of criminal conduct; (5) about
criminal conduct on our premises; and (6) in an emergency to report a crime, the location of the crime
or victims, or the identity, description or location of the person who committed the crime.
Coroners, Medical Examiners and Funeral Directors. We may release Health Information to a coroner or
medical examiner. This may be necessary, for example, to identify a deceased person or determine the
cause of death. We also may release Health Information to funeral directors as necessary for their
duties.
National Security and Intelligence Activities. We may release Health Information to authorized federal
officials for intelligence, counter-intelligence, and other national security activities authorized by law.
Protective Services for the President and Others. We may disclose Health Information to authorized
federal officials so they may provide protection to the President, other authorized persons or foreign
heads of state or to conduct special investigations.
Inmates or Individuals in Custody. If you are an inmate of a correctional institution or under the custody
of a law enforcement official, we may release Health Information to the correctional institution or law
enforcement official. This release would be if necessary: (1) for the institution to provide you with health
care; (2) to protect your health and safety or the health and safety of others; or (3) the safety and
security of the correctional institution.
USES AND DISCLOSURES THAT REQUIRE US TO GIVE YOU AN OPPORTUNITY TO OBJECT AND OPT OUT:
Individuals Involved in Your Care or Payment for Your Care. Unless you object, we may disclose to a
member of your family, a relative, a close friend or any other person you identify, your Protected Health
Information that directly relates to that person’s involvement in your health care. If you are unable to
agree or object to such a disclosure, we may disclose such information as necessary if we determine that
it is in your best interest based on our professional judgment.
Electronic Communications. Unless you object, we may contact you through secure electronic means.
Disaster Relief. We may disclose your Protected Health Information to disaster relief organizations that
seek your Protected Health Information to coordinate your care, or notify family and friends of your
location or condition in a disaster. We will provide you with an opportunity to agree or object to such a
disclosure whenever we practically can do so.
SPECIAL PROTECTIONS FOR SUBSTANCE USE DISORDER (SUD):
ADDITONAL PRIVACY FOR SUBSTANCE USE DISORDER (SUD) TREATMENT:
Although we are not an SUD treatment program, we may receive information from a SUD program
about your treatment. We may not disclose this information so that it can be used in a civil, criminal,
administrative, or legislative proceeding against you unless (1) we have your written consent, or (2) a
court order accompanied by a subpoena or other legal requirement compelling disclosure is issued and
after we and you were given notice and have had an opportunity to be heard.
YOUR WRITTEN AUTHORIZATION IS REQUIRED FOR OTHER USES AND DISCLOSURES:
The following uses and disclosures of your Protected Health Information will be made only with your
written authorization:
- Uses and disclosures of Protected Health Information for marketing purposes; and
- Disclosures that constitute a sale of your Protected Health Information.
Other uses and disclosures of Protected Health Information not covered by this Notice or the laws that
apply to us will be made only with your written authorization. If you do give us an authorization, you
may revoke it at any time by submitting a written revocation to our Privacy Officer and we will no longer
disclose Protected Health Information under the authorization. But disclosure that we made in reliance
on your authorization before you revoked it will not be affected by the revocation.
YOUR RIGHTS:
You have the following rights regarding Health Information we have about you:
Right to Inspect and Copy. You have a right to inspect and copy Health Information that may be used to
make decisions about your care or payment for your care. This includes medical and billing records,
other than psychotherapy notes. To inspect and copy this Health Information, you must make your
request, in writing, to the Privacy Officer. We have up to 30 days to make your Protected Health
Information available to you and we may charge you a reasonable fee for the costs of copying, mailing
or other supplies associated with your request. We may not charge you a fee if you need the
information for a claim for benefits under the Social Security Act or any other state of federal needsbased benefit program. We may deny your request in certain limited circumstances. If we do deny your
request, you have the right to have the denial reviewed by a licensed healthcare professional who was
not directly involved in the denial of your request, and we will comply with the outcome of the review.
Right to an Electronic Copy of Electronic Medical Records. If your Protected Health Information is
maintained in an electronic format (known as an electronic medical record or an electronic health
record), you have the right to request that an electronic copy of your record be given to you or
transmitted to another individual or entity. We will make every effort to provide access to your
Protected Health Information in the form or format you request, if it is readily producible in such form
or format. If the Protected Health Information is not readily producible in the form or format you
request, your record will be provided in either our standard electronic format or if you do not want this
form or format, a readable hard copy form. We may charge you a reasonable, cost-based fee for the
labor associated with transmitting the electronic medical record.
Right to Get Notice of a Breach. You have the right to be notified upon a breach of any of your
unsecured Protected Health Information.
Right to Amend. If you feel that Health Information we have is incorrect or incomplete, you may ask us
to amend the information. You have the right to request an amendment for as long as the information is
kept by or for our office. To request an amendment, you must make your request, in writing, to the
Privacy Officer.
Right to an Accounting of Disclosures. You have the right to request a list of certain disclosures we
made of Health Information for purposes other than treatment, payment and health care operations or
for which you provided written authorization. To request an accounting of disclosures, you must make
your request, in writing, to the Privacy Officer.
Right to Request Restrictions. You have the right to request a restriction or limitation on the Health
Information we use or disclose for treatment, payment, or health care operations. You also have the
right to request a limit on the Health Information we disclose to someone involved in your care or the
payment for your care, like a family member or friend. For example, you could ask that we not share
information about a particular diagnosis or treatment with your spouse. To request a restriction, you
must make your request, in writing, to the Privacy Officer. We are not required to agree to your request
unless you are asking us to restrict the use and disclosure of your Protected Health Information to a
health plan for payment or health care operation purposes and such information you wish to restrict
pertains solely to a health care item or service for which you have paid us “out-of-pocket” in full. If we
agree, we will comply with your request unless the information is needed to provide you with
emergency treatment.
Out-of-Pocket-Payments. If you paid out-of-pocket (or in other words, you have requested that we not
bill your health plan) in full for a specific item or service, you have the right to ask that your Protected
Health Information with respect to that item or service not be disclosed to a health plan for purposes of
payment or health care operations, and we will honor that request.
Right to Request Confidential Communications. You have the right to request that we communicate
with you about medical matters in a certain way or at a certain location. For example, you can ask that
we only contact you by mail or at work. To request confidential communications, you must make your
request, in writing, to the Privacy Officer. Your request must specify how or where you wish to be
contacted. We will accommodate reasonable requests.
Right to a Paper Copy of This Notice. You have the right to a paper copy of this notice. You may ask us
to give you a copy of this notice at any time. Even if you have agreed to receive this notice electronically,
you are still entitled to a paper copy of this notice. You may obtain a copy of this notice at our web site,
www.tramedicalimaging.com. To obtain a paper copy of this notice, contact the Privacy Officer.
CHANGES TO THIS NOTICE:
We reserve the right to change this notice and make the new notice apply to Health Information we
already have as well as any information we receive in the future. We will post a copy of our current
notice at our office. The notice will contain the effective date on the first page, in the top left-hand
corner.
COMPLAINTS:
If you believe your privacy rights have been violated, you may file a complaint with our office or with the
U.S. Department of Health and Human Services Office for Civil Rights by sending a letter to 200
Independence Avenue, S.W., Washington, D.C. 20201, calling 1-877-696 6775, or visiting
www.hhs.gov/ocr/privacy/hipaa/ complaints/.
To file a complaint with our office, contact the Privacy Officer, listed on page one of this document. All
complaints must be made in writing. You will not be penalized for filing a complaint.