Patient privacy
Privacy Policy
Effective Date: September 11, 2026
Physical Exam Center is operated by Midtown Medical Group, LLP. This policy explains what information we collect, how we use it, who we share it with, and your rights as a patient. We follow the Health Insurance Portability and Accountability Act (HIPAA) and New York privacy laws.
What is protected health information (PHI)?
Protected Health Information (PHI) is any health information that can identify you. At our office, that includes your health history, exam findings, vision screening results, lab and TB test results, vaccine records, and the forms we complete for you.
We use and share PHI only as the law allows, and only as much as needed to care for you, run our office, or meet legal duties.
Information we collect
At your visit
Name, date of birth, and contact details
The form from your employer, school, or program
Your health history and vaccine records
Exam findings, vision screening, and test results
Payment information
By email
When you email a form to forms@physicalexamcenter.com for review, we use it only to check what your form needs and answer your question.
Regular email is not encrypted. Send only the form and your question. Do not use email for urgent medical issues.
By phone
When you call our office, we may collect information to answer questions or explain your visit. Only authorized staff can access it.
Online booking
When you book online, we collect your name, contact details, and the reason for your visit. We use this only to schedule and prepare for your visit.
Website visits
Our website uses tools such as Google Analytics to count visits and see which pages people use. These tools use cookies and may record your IP address, browser type, and the pages you view. They do not receive your name, contact details, or anything you type into a form. You can block cookies in your browser settings.
How we use your information
Perform your physical exam, tests, and vaccines
Complete, sign, and stamp your employer or school form
Send lab samples to the lab and track your results
Take payment
Keep your medical record
Meet legal and professional requirements
We do not sell, rent, or trade your information.
Who sees your exam results
We give your completed, signed form to you. We send your form or results directly to an employer, school, staffing agency, or program only with your written permission.
Your employer or school gets only what their form asks for. They do not get your full medical record.
Lab testing
Blood and urine tests are processed by Northwell Labs. We send Northwell your sample and the information needed to run and bill the test. Northwell sends your results to our office and to you through its Labfly app. If you use insurance for lab work, Northwell bills your insurance directly. Northwell handles your information under its own privacy practices.
Other sharing
We may share information with:
Our lab, payment processor, and record-system vendors, who must keep it confidential under written agreements
Public health agencies, when the law requires reporting
Courts or government agencies, when the law requires it
How we protect your information
Secure electronic medical records
Access limited to authorized staff
Staff trained on privacy
Paper records kept locked
No system is fully secure, but we follow standard safeguards to lower the risk. We keep medical records for as long as New York law requires.
Your rights
You have the right to:
Get a copy of your medical records and exam forms
Ask us to correct information you believe is wrong
Ask for a list of who we shared your information with
Ask us to contact you in a certain way or at a certain address
Get a copy of this policy
File a complaint with us or with the U.S. Department of Health and Human Services. We will not treat you differently for filing a complaint.
To use any of these rights, contact our office.
Links to other websites
Our site links to other websites, such as Northwell Health. We are not responsible for their privacy practices.
Changes to this policy
We may update this policy when laws or our office practices change. Updates will be posted here with a new effective date.
Contact us
Physical Exam Center Midtown Medical Group, LLP
35 W 36th St. suite 7 E, New York, NY 10018
