Privacy Policy

Notice of Privacy Practices Effective Date: May 14, 2026

This Notice describes how your personal health information may be used and disclosed and how you can access this information. Terms defined in the Health Insurance Portability and Accountability Act of 1996 (HIPAA), as amended, and relevant state and federal laws will have the same meaning in this Notice. Please review carefully.

Who This Notice Applies To:This Notice applies to all clinicians, staff, students, and volunteers providing healthcare services at Wilmington Trauma Center, Inc. (“we,” “us,” or “our”).

Our Legal Responsibilities

Wilmington Trauma Center, Inc. is required by federal and North Carolina law to protect the privacy of your health information that identifies you. This includes information about mental health, trauma, PTSD, developmental disabilities, and/or substance use services provided to you, payment for those services, and other health care operations.

We must inform you of our legal duties and privacy practices through this Notice. We reserve the right to change our privacy practices and this Notice, and to make the new provisions effective for all health information we maintain. Any changes will be posted in our office and on our website [www.wilmingtontraumacenter.org]. Copies of revised Notices are available upon request.

If you have questions or concerns about this Notice or our privacy policies, contact our Privacy Official at (910) 777-5575 or info@uhmnc.com.

Our Commitment to Your Privacy

We understand that health information about you and your care is personal. We collect and maintain records of your care and services in paper or electronic form. While the physical record belongs to Wilmington Trauma Center, Inc., the information belongs to you. We use these records to provide you with quality care, obtain payment, and comply with legal requirements.

Uses and Disclosures Without Your Authorization

For Treatment:

We may use and share your health information within our agency to coordinate your care (e.g., among your treatment team). We may disclose your information to other providers outside our agency with your consent or as permitted by law (e.g., in emergencies).

For Payment:

We may use your health information to bill for services and determine eligibility for benefits. We will not disclose your health information outside our agency for payment purposes without your consent, except as allowed by law.

For Health Care Operations:

We may use or disclose your health information for business activities such as:

• Quality assurance and performance review
• Staff training and supervision
• Credentialing and licensing
• Legal representation
• Internal grievance resolution
• Compliance with oversight organizations

Other Circumstances Where Authorization Is Not Required

We may disclose health information in situations including:

• Appointment reminders and health-related benefits/services
• Public health activities (e.g., reporting communicable diseases)
• Training or supervision of mental health practitioners
• Reporting suspected abuse, neglect, or domestic violence
• Law enforcement purposes, as permitted by law
• Coroner, medical examiner, or funeral director duties
• Court orders or legal proceedings
• To avert a serious threat to health or safety
• Specialized government functions (e.g., national security)
• Correctional institutions or law enforcement when in custody
• Workers' Compensation claims
• Research (subject to strict privacy protections)
• Disaster relief agencies (e.g., American Red Cross)

Substance Use Disorder Records:

Records related to substance use disorder diagnosis and treatment are protected under 42 CFR Part 2 and may not be disclosed without your written consent except as permitted by law.

Contacting You

We may use your health information to:

• Remind you of appointments (by phone, text, mail, or secure electronic message)
• Inform you of alternative treatments, services, or providers

Mobile Data:

No mobile information (including text messaging opt-in data and consent) will be shared with third parties for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties.

Disclosures Allowing You an Opportunity to Object

We may disclose your health information in circumstances where you have the opportunity to object, such as:

• Disclosure of your admission/discharge status to next of kin
• Disclosure to disaster relief agencies
• Disclosure to family, friends, or others involved in your care or payment

If you wish to object, contact our Privacy Official.

Disclosures Requiring Your Authorization

We will not disclose your health information without your written authorization except as allowed or required by law. For all other disclosures, we will ask you to sign a written authorization specifying the information and recipient. You may revoke your authorization at any time by notifying our Privacy Official in writing or verbally.

Your Rights Regarding Your Health Information

You have the right to:

Receive a Paper or Electronic Copy of This Notice:

Available at your first visit or upon request.

Request Restrictions:

Ask us not to use/disclose certain information for treatment, payment, or operations. We may not be able to honor all requests.

Request Restrictions for Services Paid in Full:

Request that information about services paid out-of-pocket in full not be disclosed to your health plan.

Choose How We Contact You:

Request communications by alternative means or locations (e.g., work address).

Access Your Health Information:

Request to inspect or receive a copy of your health record (excluding psychotherapy notes) within 30 days. A reasonable fee may apply.

Receive an Accounting of Disclosures:

Request a list of disclosures for purposes other than treatment, payment, or operations, or those made with your authorization.

Request Amendment:

Request correction of inaccurate or incomplete information. We may deny requests but will explain why.

Request Confidential Communications:

Request that we communicate with you in a specific way or at a specific location.

Violations/Complaints

If you believe your privacy rights have been violated, you may file a complaint with us or with the federal government. We will not retaliate or change your care if you file a complaint.

To file a complaint with Wilmington Trauma Center, Inc.:

To file a complaint with NC DHHS:

To file a complaint with the U.S. Department of Health and Human Services:

Legal References:

• HIPAA (45 CFR Parts 160 and 164)
• 42 CFR Part 2 (Substance Use Records)
• NC General Statutes – Chapter 122C, Article 3

Acknowledgment

You will be asked to acknowledge receipt of this Notice at your first visit. Copies are available in our office and at www.wilmingtontraumacenter.org.

Thank you for trusting Wilmington Trauma Center, Inc. with your care. We are committed to protecting your privacy and supporting your healing journey.