Privacy Policy

The appropriate collection, use and disclosure of a client’s protected health information (“PHI”) is fundamental to assisting clients in the development and submission of U.S. Department of Veterans Affairs (the “VA”) disability claims. Protecting the privacy and the confidentiality of client PHI is of vital important to Veterans Educating Veterans and its staff. This policy explains the client’s rights and VEV’s responsibilities with regard to PHI. This policy explains how and why the clients PHI is utilized, safeguards, limitations on disclosure, client consent and rights, information about applicable laws and how changes to this policy will be made available to the client. VEV abides by its commitment to privacy and protection of client PHI. This policy was last modified on May 27, 2025.

This policy applies to any and all information regarding a client’s PHI related to the client’s physical and mental health. A client’s PHI may include documents and information provided by the client, documents and information developed by VEV to support a client’s VA disability claim, documents and information produced by medical professionals providing medical assessments to support the development of a client’s VA disability claim and administrative and billing information. PHI may include documents or information that identifies you, relates past, present and future physical and mental conditions, past and present diagnosis, test results, treatment and symptoms, present and future treatments and tests and administrative and billing information.

VEV considers protection of PHI a vital priority and has developed and follows a set of policies to maintain appropriate protections. This policy reflects compliance with fair information practices, applicable laws and standards of practice. This policy is constructed around 7 Principals of Privacy:

1. Purpose of maintaining PHI. VEV collects, maintains, and utilizes PHI for the purpose of assisting clients in the development of VA disability claims. PHI is the basis for any and all VA disability claims. VEV’s ability to effectively advise and assist clients in the development of VA disability claims is predicated on access to PHI, ability to produce new documents based on that information, and consult with other medical and legal professionals about a client’s specific case. Consent. VEV’s possession and use of PHI is contingent on consent from the client. Consent to maintain and utilize PHI for the purpose of advising and assisting clients in the development of VA disability claims is assumed as a result of consent to the consulting services agreement, this privacy policy and by providing PHI to VEV. VEV may utilize and disclose PHI in accordance with the limitations of this policy without any further written consent. However, the client retains the right at any and all times to determine or change how their PHI is used and disclosed or request return and/or destruction of any and all PHI in the possession of VEV. Any requests to remove consent or specific limitations on the possession and use of PHI must be submitted in writing (electronically). VEV will comply promptly with any client requests relating to consent and PHI. However, any limitations on the utilization and disclosure of PHI beyond the scope of this policy will significantly impact VEV’s ability to provide advice and assistance and may create a situation where VEV can provide no further assistance to a client.
   
   
2. Limited Collection. Collecting and maintaining PHI is limited to information necessary to provides advice and assistance in the development of VA disability claims. Collection of past and present PHI is limited to that which is provided by the client. VEV will not attempt in any way to gain additional past or present PHI through any other means than requests to the client. The only exception to this policy is if the client chooses to use a medical professional pre-identified by VEV for a physical or mental health assessment as part of an individual claim strategy. In this case VEV may coordinate directly with said medical professional to obtain PHI. If the client chooses to use any other medical professional, VEV will coordinate solely with the client and will not attempt to contact said medical professional. THE CLIENT CONTROLS WHAT PHI IS PROVIDED TO VEV. It is important for the client to understand that limitations on PHI provided to VEV limits our ability to provide effective advice and assistance.

3. Limited Use, Disclosure and Retention.
   
   a. Limited Use: The client consents to VEV’s limited use of PHI as follows: evaluate a client’s physical and mental health conditions to develop individual claim strategies, develop medical assessments to support a VA disability claims, make recommendations and schedule additional physical and mental health assessments, develop VA documents for claim submission, and to support administrative and billing activities. VEV may also use PHI to support development of Veterans Educating Veterans internal practices and procedures and to train staff. VEV may also use any documents we have produced as templates to support claim development for other clients. Utilization of PHI for these purposes will separate an individual client’s identity from the information as an added level of protection. VEV will always seek client consent (either electronically or in writing) before using or disclosing PHI for purposes beyond the scope of this privacy policy.
   
   b. Limited Disclosure: VEV will limit disclosure of PHI to the minimum necessary to support operations. PHI may be disclosed to selected VEV employees to support development of a client’s disability claim and the conduct of VEV operations. PHI may also be disclosed to selected medical, legal, Veterans Administration and other VA claim professionals for the sole purposes of gaining opinions, recommendations, peer review and quality control to support development of a client’s disability claim. Disclosure may also be made to medical professionals that are providing physical or mental health assessments to support development of a client’s disability claim. Any persons to whom PHI has been disclosed will comply with the accountability and safeguard provisions of this policy.
   Disclosure of PHI pursuant to legal obligations may occur as required by state or federal entities which may include but is not limited to disclosure to government agencies for health oversight activities, licensing and auditing, when abuse or neglect is apparent, threats to health or safety or to prevent serious harm, court order or subpoena, coroners and medical examiners and national security matters. Any disclosure under this consideration will be limited to the minimum legal and statutory requirements. PHI will not be disclosed to family, friends or others without express permission from the client. Under no circumstances do we sell client lists or other protected information to third parties.
   
   c.Limited Retention. VEV will only retain PHI for the duration of the consulting relationship which ends once all claims have been pursued and all consulting fees have been paid. Once the consulting relationship has ended PHI will be physically destroyed or electronically erased in accordance with industry standards for PHI protection. VEV may retain copies of documents we have produced to serve as templates for development of other client claims. Any retained documents will remove any personal identifying information.

4. Accountability. VEV takes its commitment to securing client privacy very seriously. Every employee and third party associated with disability claim development and administrative functions of VEV is responsible for the protected information under their control. All parties with access to PHI are informed about the importance of privacy and receive information and training periodically to update them about this privacy policy and related issues. VEV is required by law to protect your health information and provide notification of any compromise of PHI. VEV may need to make changes to this policy in the future to better protect PHI and remain in compliance with legal obligations. While a client, VEV will provide notice of any changes to this policy and make available a copy for the clients review
   
   
5. Safeguards: Protecting PHI. VEV protects PHI with appropriate safeguards and security measures.
   
   a. Storage. VEV maintains PHI only as electronic files. Electronic files are maintained on HIPAA compliant cloud based storage. All electronic systems comply with industry standard security protocols.
   
   b. Access Control. Access to PHI will be limited to employees and third parties directly involved in advising a client, developing claims and medical-legal evidence and administrative functions and only when required in the performance of their duties pursuant to the consulting services agreement. Electronic files are controlled through pass-word security and access limitations based on each employee’s role and responsibilities.
   
   c.PHI Transmission. VEV utilizes electronic transmission procedures in the conduct of operations. VEV transmits documents electronically through email with password protection. Please remember that e-mail is not necessarily secure against interception. If communications are very sensitive, transmission should only be conducted through password protected files.
   
   d. Confidential Communications. The client has the right to request confidential communications both in the manner and place of communications. The client may specify a particular means of communication (e.g. by email only) and a specific place (e.g. work phone only). The client may limit communications to specified individuals. Any requests for confidential communications must be made in writing (either electronically or by mail) and include all specified instructions. VEV will grant all reasonable requests in a timely manner.
   
   e. Third Parties. VEV may consult with third parties such as medical, legal and VA professionals to assist in the development of your claim. Any third parties are also bound by law and ethics to safeguard PHI and must agree to abide by this privacy policy. Any PHI provided to third parties is limited to the information necessary to perform the service for which they are engaged and will require that they not maintain or disclose the information for purposes other than that which they are contracted.
   
   
6. Access and Correction
   
   a. Right to Access. The client maintains the right to access PHI maintained by VEV. Clients may request copies of PHI maintained by VEV in writing (either electronically or by mail). Requests should designate how the client would like to receive copies (either electronically or by mail). Requests will be processed in a reasonable time after confirmation of identity. VEV may charge a fee for this service, and if so, will provide notice in advance of processing the request.
   
   b. Amendments and Corrections. The client maintains the right to request corrections to PHI created by VEV if the client believes that any information is incorrect or incomplete. Any requests for corrections must be submitted in writing (either electronically or by mail) and must include the correction desired, reasoning for the correction, and any supporting evidence. VEV is not required to agree to requested corrections relating to any opinions made in good faith. VEV will provide its decision and reasoning for any requests for correction in writing. If the request is not granted, VEV will include the request for correction and/or a statement of disagreement from the client in their file. Any corrections to PHI not created by VEV must be addressed to the party that created the PHI, such as any medical professionals that provide physical or mental health assessments. VEV does not have the authority to correct PHI provided by another party, but can include statements of disagreement from the client.
   
   c. Disclosures. The client maintains the right to know to whom their PHI has been disclosed by VEV pursuant to this policy. Upon request, VEV will provide a list of parties to whom a client’s PHI has been disclosed.
   
   
7. Challenging Compliance. VEV encourages clients to contact us with any questions or concerns they might have about their privacy or VEV’s Privacy Policy. We will investigate and respond to any concerns about any aspect of our handling of PHI without any fear of repercussions. If the client is not satisfied with VEV’s response or believe that their privacy rights have been violated they may file a complaint with the U.S. Department of Health and Human Services. Instructions for how to file a complaint can be found at the following web address: https://www.hhs.gov/hipaa/filing-a-complaint/complaint-process/index.html
   

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