Privacy Policy
Last Updated: January 29, 2026
Introduction
Trinity Family Medicine ("we," "us," or "our") is committed to protecting your privacy and the confidentiality of your personal health information. This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you use our telehealth services.
HIPAA Compliance
As a healthcare provider, we are required to comply with the Health Insurance Portability and Accountability Act (HIPAA). This means we maintain strict standards for protecting your Protected Health Information (PHI) and will only use or disclose your health information as permitted by law.
Verified HIPAA training. Both Dr. Casey Dean, DO and Dr. Kathryn Kline, MD have completed HIPAA Awareness for Healthcare Providers through HIPAATraining.com (including Texas House Bill 300 content). Dr. Kline has additionally completed the HIPAA Security course covering administrative, physical, and technical safeguards. Certificates issued May 4, 2026; valid through May 4, 2028.
Information We Collect
When you use our telehealth services, we may collect the following types of information:
- Personal Information: Name, date of birth, address, phone number, email address, and emergency contact information.
- Health Information: Medical history, current symptoms, medications, allergies, lab results, and treatment plans.
- Technical Information: Device type, IP address, browser type, and connection quality for telehealth sessions.
- Communication Records: Records of telehealth consultations, messages, and other communications with our healthcare providers.
How We Use Your Information
We use your information for the following purposes:
- Providing telehealth consultations and medical care
- Coordinating your care with other healthcare providers
- Processing billing
- Sending appointment reminders and health-related communications
- Improving our telehealth services and patient experience
- Complying with legal and regulatory requirements
Telehealth-Specific Privacy Considerations
Our telehealth platform incorporates additional privacy protections:
- Encrypted Communications: All video consultations and messages are encrypted end-to-end.
- Secure Platform: We use HIPAA-compliant telehealth technology with robust security measures.
- Session Recording: Telehealth sessions are not recorded unless you provide explicit consent.
- Private Environment: We encourage patients to participate in telehealth visits from a private location.
Information Sharing and Disclosure
We may share your information in the following circumstances:
- Treatment: With other healthcare providers involved in your care.
- Payment: With billing services for payment processing.
- Healthcare Operations: For quality improvement and administrative purposes.
- Legal Requirements: When required by law, court order, or government regulation.
- With Your Consent: When you have given us written authorization.
We will never sell your personal health information to third parties.
Your Rights
Under HIPAA and Texas law, you have the following rights:
- Access and obtain copies of your medical records
- Request corrections to your health information
- Request restrictions on how we use or share your information
- Request confidential communications (e.g., contact at a specific phone number)
- File a complaint if you believe your privacy rights have been violated
Data Security
We implement appropriate technical and organizational security measures to protect your personal health information, including encryption, secure servers, access controls, and regular security assessments. However, no method of electronic transmission or storage is 100% secure, and we cannot guarantee absolute security.
Data Retention
We retain your medical records in accordance with Texas state law, which requires healthcare providers to maintain adult patient records for at least seven years from the date of last treatment. Records for minors are retained until the patient reaches age 21 or for seven years from the last treatment date, whichever is longer.
Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated policy on our website and updating the "Last Updated" date. Your continued use of our services after such changes constitutes acceptance of the updated policy.
Contact Us
If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact us:
Trinity Family Medicine
Phone: 817-932-4022
Email: [email protected]
To file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights, visit www.hhs.gov/ocr
Terms of Service
Last Updated: January 29, 2026
1. Acceptance of Terms
By accessing Trinity Family Medicine's platform, you agree to be bound by these Terms of Service. If you do not agree, you may not use our services. This is not for emergencies. If you are experiencing a medical emergency, call 911 immediately.
2. Eligibility & Texas Residency
Location: To receive treatment, you must be physically located in the State of Texas at the time of your appointment. Our providers are licensed to practice medicine in Texas.
Age: You must be 18 years or older to create an account. Minors must have a parent or legal guardian present during the consultation.
3. Clinical Limitations
- Not for Emergencies: This service is NOT for medical emergencies. If you are experiencing a medical emergency, call 911 or go to the nearest emergency room immediately.
- In-Person Care: Telehealth may not be appropriate for all medical conditions. Your physician may determine that an in-person evaluation is necessary for your safety or to reach a definitive diagnosis.
- Technology Risks: There are potential risks unique to telehealth, including technical failures, interruptions, or unauthorized access to data (security breaches) despite Trinity Family Medicine's use of HIPAA-compliant protocols.
4. Provider-Patient Relationship
In accordance with Texas Administrative Code Title 22, Part 9, Chapter 174, a valid provider-patient relationship is established only after:
- The provider verifies your identity and location.
- You provide a medical history.
- The provider determines that the standard of care can be met via telehealth for your specific condition.
5. Prescribing Policy
Our providers exercise professional judgment in prescribing medications.
Controlled Substances: We strictly adhere to Texas and Federal law regarding the prescription of controlled substances via telehealth. Some medications may require an in-person visit per DEA or Texas Medical Board regulations.
We do not guarantee that a prescription will be issued.
6. Payment, Cancellations, & Refunds
Fees: You agree to pay all fees associated with the service after your visit is complete or as otherwise agreed.
Insurance: We do not accept insurance.
Cancellations: Appointments cancelled less than 24 hours in advance may be subject to a $10 late fee.
7. User Conduct & Termination
You agree not to:
- Record the session without the express written consent of the provider.
- Use the service for fraudulent purposes or to obtain medication unlawfully.
We reserve the right to terminate your access if these terms are violated or if we determine telehealth is no longer appropriate for your care.
8. Limitation of Liability
To the fullest extent permitted by Texas law, Trinity Family Medicine and its providers shall not be liable for any indirect, incidental, or consequential damages resulting from your use of the service or technology failures (e.g., dropped calls, internet outages).
9. Governing Law
These terms are governed by the laws of the State of Texas. Any disputes arising from these terms shall be resolved in the courts of Montague County, Texas.
Non-Discrimination Notice
Discrimination is Against the Law
Trinity Family Medicine complies with applicable Federal civil rights laws and does not discriminate on the basis of race, color, national origin, age, disability, or sex. Trinity Family Medicine does not exclude people or treat them differently because of race, color, national origin, age, disability, or sex (including pregnancy, sexual orientation, and gender identity).
How to File a Grievance
If you believe that Trinity Family Medicine has failed to provide these services or discriminated in another way, you can file a grievance with:
Online: You can file a civil rights complaint with the U.S. Department of Health and Human Services, Office for Civil Rights, electronically through the Office for Civil Rights Complaint Portal at https://ocrportal.hhs.gov/ocr/portal/lobby.jsf
Accessibility Statement
1. Our Commitment
Trinity Family Medicine is committed to ensuring digital accessibility for all patients, including those with disabilities. We are continuously improving the user experience for everyone and applying the relevant accessibility standards to our telehealth platform and website.
2. Conformance Status
We strive to conform to the Web Content Accessibility Guidelines (WCAG) 2.1 Level AA, the gold standard for web accessibility. As of May, these standards are a mandatory requirement for healthcare providers under Section 1557 of the Affordable Care Act and the Americans with Disabilities Act (ADA).
3. Accessibility Features
Our telehealth portal and website include the following features to support accessibility:
- Keyboard Navigation: All web functionality and intake forms are operable via keyboard.
- Screen Reader Support: We use semantic HTML and ARIA labels to ensure our clinical content is perceivable by assistive technologies.
- Text Alternatives: Non-text content (images, diagrams) includes descriptive alt-text.
- Video Accessibility: Any patient education videos include captions and/or transcripts.
4. Assistive Technology Compatibility
Our platform is designed to be compatible with:
- Modern web browsers (Chrome, Safari, Firefox, Edge).
- Screen readers (NVDA, JAWS, VoiceOver).
- Speech recognition software.
5. Feedback & Formal Complaints
We welcome your feedback on the accessibility of Trinity Family Medicine. If you encounter any barriers or need a reasonable modification to participate in a telehealth visit, please contact us:
Phone: 817-932-4022
Email: [email protected]
Response Time: We aim to respond to accessibility inquiries within two business days.
Your Rights and Protections Against Surprise Medical Bills
When you get treated by an out-of-network provider, you are protected from "balance billing" (sometimes called "surprise billing"). This notice explains your rights and provides a detailed Good Faith Estimate of our services.
1. What is "Balance Billing"?
When you see a doctor, you may owe certain out-of-pocket costs, such as a copayment, coinsurance, or a deductible. If you see a provider who is "out-of-network," they may bill you for the difference between what your plan agreed to pay and the full amount charged for a service. This is "balance billing."
Texas Law Protections (SB 1264):
Texas law protects patients with state-regulated health plans (look for "TDI" or "DOI" on your insurance card) from balance billing in most emergency and non-emergency situations where you did not have a choice of a network provider.
2. Good Faith Estimate for Self-Pay/Uninsured
Under the law, healthcare providers must give patients who don't have insurance or who are not using insurance an estimate of the bill for medical items and services.
You have the right to receive a Good Faith Estimate for the total expected cost of any non-emergency items or services.
We have provided this estimate below.
If you receive a bill that is at least $400 more than your Good Faith Estimate, you can dispute the bill.
3. Expected Pricing List
The following is our standard fee schedule for telehealth services. Your specific cost will depend on the complexity of your visit.
| Service Category | Type of Visit | Expected Cost |
|---|---|---|
| General Problem-Based | Single Medical Condition | $49.99 |
| Multiple Medical Conditions | $74.99 | |
| Controlled Medication | 1 Month Follow Up | $49.99 |
| 3 Month Follow Up | $119.99 | |
| Specialty Services | Weight Loss Consultation | $74.99 |
| Hormone Replacement Therapy | $119.99 | |
| ADHD Diagnosis/Medication | $119.99 | |
| Routine Care | Refill (Non-Controlled) | $49.99 |
Note: These estimates are based on information known at the time of scheduling. They do not include costs for unanticipated items or services that may occur during treatment.
4. Mandatory Texas AI Disclosure (2026)
In compliance with Texas Senate Bill 1188, we disclose that this practice utilizes Artificial Intelligence (AI) tools for clinical documentation and diagnostic assistance (concept processing).
- Physician Review: All AI-generated outputs are reviewed and validated by your licensed Texas physician.
- Your Choice: You may request care that does not utilize diagnostic AI tools at any time.
5. If You Think You've Been Wrongly Billed
Contact the Texas Department of Insurance (TDI) at 1-800-252-3439 or visit www.tdi.texas.gov.
For federal disputes, contact CMS at 1-800-985-3059 or visit www.cms.gov/nosurprises.