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HIPAA Notice of Privacy Practices
NOTICE OF PRIVACY PRACTICES
SOKO Aesthetics & Wellness, P.A.
Effective Date: August 23, 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.
Who Follows This Notice
This Notice is issued by SOKO Aesthetics & Wellness, P.A., a Kansas professional association (“the Practice,” “we,” “us,” or “our”). The Practice is the licensed professional entity that provides all medical, aesthetic and wellness services offered under the SOKO name, and is a HIPAA Covered Entity. This Notice applies to all physicians, advanced practice registered nurses, registered nurses and other licensed clinical personnel employed by or contracted with the Practice; all clinical and support staff who assist in your care at any Practice location; and all protected health information (“PHI”) the Practice creates, receives, maintains or transmits about you.
Our management company. SOKO LLC, a Kansas limited liability company, provides administrative, business, marketing, scheduling, technology, facility and other non-clinical management services to the Practice under a written Management Services Agreement. SOKO LLC does not practice medicine, does not direct or control clinical judgment, and does not decide your care. Where SOKO LLC personnel handle PHI in performing those services, they do so as our Business Associate under a written Business Associate Agreement requiring them to safeguard your information under the same standards that apply to us. SOKO LLC and the Practice are separate legal entities and are not an affiliated covered entity or organized health care arrangement.
Prior entity. Services provided before August 23, 2026 were rendered by SOKO Aesthetics LLC. Records created before that date remain subject to the notice of privacy practices in effect when they were created and continue to be safeguarded under HIPAA. If you need records of care provided before August 23, 2026, we will help you direct the request to the correct custodian.
How We May Use and Disclose Your Health Information Without Your Authorization
Treatment. To provide, coordinate and manage your care. Example: your nurse injector reviews your medical history and prior treatment photographs before administering a neuromodulator, and consults our medical director about a treatment plan.
Payment. To bill and collect payment for services. Example: we provide information to a payment processor or a patient financing company you have chosen in order to process a transaction you authorized.
Health Care Operations. To run the Practice and maintain quality of care. Example: we review treatment outcomes and adverse-event reports to evaluate clinical protocols, or disclose the minimum necessary information to our management company so it can perform scheduling, billing support or accounting functions on our behalf.
Business Associates. We disclose PHI to vendors that perform services for us — including our electronic health record and patient portal provider, booking platform, payment processor, billing and accounting support, IT and cloud providers, marketing support and our management company — only under written agreements requiring them to protect your information.
Appointment Reminders, Treatment Alternatives and Health-Related Benefits. We may contact you by phone, text message, email or mail to remind you of an appointment, confirm post-care instructions, or tell you about treatment alternatives or services that may interest you. You may ask us to stop or to use a different method at any time.
Individuals Involved in Your Care. Unless you object, we may share information relevant to your care with a family member, friend or other person you identify.
As Required by Law. We disclose PHI when federal, state or local law requires it.
Public Health and Safety. To prevent or control disease; to report adverse events, product defects or problems with medications or devices to the U.S. Food and Drug Administration or a manufacturer; to report suspected abuse, neglect or domestic violence; or to prevent a serious and imminent threat to health or safety.
Health Oversight, Judicial and Law Enforcement. To health oversight agencies (including the Kansas State Board of Healing Arts and the Kansas State Board of Nursing) for licensure, audits, investigations and inspections; in response to a court order, subpoena or lawful discovery request; and to law enforcement in the limited circumstances the law permits.
Workers’ Compensation, Coroners, Organ Donation, Research, Military and National Security. As authorized by law for these purposes.
Uses and Disclosures That Require Your Written Authorization
We will obtain your separate, specific, written authorization before we use or disclose your PHI for marketing purposes (including any use of your name, image, likeness, before-and-after photographs, video, testimonial or treatment information in advertising, on our website or on social media); sell your PHI; use or disclose psychotherapy notes, if any exist; or use or disclose your PHI for any purpose not described in this Notice.
Photography and social media. Photographs and video taken in our treatment areas are PHI. We will not photograph or film you in a manner that could identify you, and will not publish any such image, without your signed authorization that is separate from this Notice and separate from your consent to treatment. A Business Associate Agreement with a photographer, videographer or marketing contractor is not a patient authorization and does not permit use of your image. You may revoke a marketing or photography authorization at any time in writing; revocation does not undo uses already made in reliance on it, and we cannot always remove content already published or reshared by others.
Text messages and email. Enrolling in appointment reminders or promotional messages is voluntary and is not a condition of receiving treatment. We do not sell, rent or share your mobile number with third parties or affiliates for their own marketing.
Your Rights Regarding Your Health Information
Right to inspect and copy. You may inspect and obtain a copy of your PHI in our designated record set, including an electronic copy in a readily producible electronic format if we maintain it electronically. We will act within 30 days (with one 30-day extension if we notify you). We may charge a reasonable, cost-based fee.
Right to direct a copy to a third party. You may direct us in writing to send a copy of your PHI to a person or entity you designate.
Right to request an amendment. If you believe information in your record is incorrect or incomplete, you may request an amendment in writing, stating the reason. We may deny the request in limited circumstances and will explain why in writing; you may then submit a statement of disagreement to be kept with your record.
Right to an accounting of disclosures. You may request a list of certain disclosures we made in the six years before your request, other than disclosures for treatment, payment, health care operations, disclosures you authorized and certain others.
Right to request restrictions. You may ask us to restrict how we use or disclose your PHI for treatment, payment or health care operations, or to a person involved in your care. We are not required to agree, except as stated below.
Right to restrict disclosure to a health plan for services you pay for yourself. Under 45 C.F.R. § 164.522(a)(1)(vi), if you pay for a service in full, out of pocket, you have the right to require us not to disclose PHI about that service to a health plan for payment or health care operations purposes, and we must honor that request. Because most services at our Practice are paid out of pocket, please tell us at the time of service if you want this restriction applied.
Right to confidential communications. You may ask us to contact you at a specific address, phone number or by a specific method. We will accommodate reasonable requests and will not ask you why.
Right to a paper copy of this Notice. Available on request at any time, even if you agreed to receive it electronically.
Right to be notified of a breach. You will be notified if a breach occurs that compromises the privacy or security of your PHI.
Right to revoke an authorization. In writing at any time, except to the extent we have already acted in reliance on it.
To exercise any of these rights, submit a written request to the Privacy Officer at the address below.
Our Responsibilities
- We are required by law to maintain the privacy and security of your PHI.
- We are required to provide you with this Notice of our legal duties and privacy practices.
- We are required to notify you following a breach of unsecured PHI.
- We must abide by the terms of the Notice currently in effect.
- We will not use or disclose your PHI without your written authorization except as described in this Notice or as otherwise permitted by law.
Changes to this Notice. We reserve the right to change this Notice and to make the revised Notice effective for PHI we already maintain as well as information we receive in the future. The current Notice will be posted in our office and at sokomedspa.com, will state its effective date, and will be provided to you on request.
Complaints
If you believe your privacy rights have been violated, you may file a complaint with us in writing at the address below, or with the Secretary of the U.S. Department of Health and Human Services, Office for Civil Rights, 200 Independence Avenue S.W., Washington, D.C. 20201, by calling 1-800-368-1019, or at www.hhs.gov/ocr/privacy/hipaa/complaints/. You will not be retaliated against, and your care will not be affected, for filing a complaint.
Contact — Privacy Officer
SOKO Aesthetics & Wellness, P.A.
Attn: Privacy Officer
11237 Nall Avenue, Suite 120
Leawood, Kansas 66211
Phone: (913) 232-2224
Email: info@sokokc.com
Effective Date: August 23, 2026
This Notice replaces the Notice of Privacy Practices issued by SOKO Aesthetics LLC dated December 15, 2025.