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Accessibility Policy
Effective Date: November 1, 2025
Luxe Medical Imaging (“we,” “us,” or “our”) is committed to ensuring equal access to our website (the “Site”), patient portal, mobile applications, digital tools, and services for all individuals, including those with disabilities. This Accessibility Policy adheres to:

  • Web Content Accessibility Guidelines (WCAG) 2.1 Level AA as mandated by the U.S. Department of Health and Human Services (HHS) under Section 504 of the Rehabilitation Act (effective May 11, 2026, for organizations with 15+ employees like ours).

  • Americans with Disabilities Act (ADA) Title III, prohibiting discrimination in public accommodations.

  • Section 508 of the Rehabilitation Act, ensuring accessible information and communication technology (ICT) for federally funded entities (applicable via Medicare/Medicaid participation).

  • Health Insurance Portability and Accountability Act (HIPAA) Privacy, Security, and Breach Notification Rules, ensuring accessible delivery of protected health information (PHI) without compromising privacy or security.

As a medical imaging provider, we prioritize accessible digital experiences that support patient-centered care, including viewing radiology images (e.g., MRI, CT, X-ray), scheduling appointments, accessing reports, and communicating securely—all while safeguarding PHI.
By using the Site or our services, you acknowledge this Policy. We conduct annual audits and remediation to maintain conformance.

1. Scope of This Policy
This Policy applies to:

  • Website and Mobile Apps: All public and authenticated pages, including patient portal, scheduling tools, and imaging viewers.

  • Digital Content: Forms, PDFs (e.g., consent forms, reports), videos (e.g., educational content), images, and interactive elements.

  • PHI Delivery: Electronic access to medical records, imaging results, and billing under HIPAA's individual right of access (45 CFR § 164.524).

  • Third-Party Tools: Vendors (e.g., EHR systems) must sign Business Associate Agreements (BAAs) ensuring WCAG/Section 508 compliance.

Exceptions (per HHS Rule 84.84): Archived content (>10 years old), pre-compliance legacy content (with notice), or individual requests not reasonably producible in accessible format.
It does not apply to non-digital services (e.g., in-person imaging) or unaffiliated third-party links.

2. Our Accessibility Standards
We conform to WCAG 2.1 Level AA (50 success criteria across POUR principles: Perceivable, Operable, Understandable, Robust), harmonized with ADA and Section 508. Key healthcare-specific implementations:
PrincipleWCAG Success Criteria ExamplesLuxe Implementation for Medical Imaging
Perceivable1.1.1 Non-text Content; 1.4.5 Images of Text; 1.2.1 Audio/Video Prerecorded- Alt text for all images (e.g., "MRI scan of lumbar spine showing disc herniation"). - Accessible PDFs (tagged, OCR for scans) for reports. - Captions/transcripts for videos; screen reader-friendly imaging viewers.
Operable2.1.1 Keyboard; 2.4.7 Focus Visible; 3.3.2 Labels/Instructions- Full keyboard navigation for portal/forms. - High-contrast focus indicators. - Clear labels (e.g., "Upload Insurance Card").
Understandable3.1.2 Language of Parts; 3.3.3 Error Suggestions- Plain language (Flesch-Kincaid Grade 8). - Error messages: "Invalid DOB format: Use MM/DD/YYYY." - Multilingual support (English/Spanish).
Robust4.1.1 Parsing; 4.1.2 Name, Role, Value- Semantic HTML; ARIA for dynamic content (e.g., zoomable images). - Compatible with screen readers (JAWS, NVDA, VoiceOver).
HIPAA Integration:

  • PHI access provided in accessible formats (e.g., tagged PDF, secure email) within 30 days (HIPAA § 164.524(c)(1)).

  • No barriers to PHI: Accessible portals ensure screen reader users view encrypted images/reports.

  • Security: ePHI encrypted (AES-256 at rest; TLS 1.3 in transit) without reducing accessibility.
     

3. How We Ensure Accessibility

  • Development Practices: All new content audited pre-launch using WAVE, Axe, and manual testing.

  • Annual Audits: Third-party VPAT/ACR reports published here [link to VPAT].

  • Training: Staff trained annually on WCAG/HIPAA (e.g., creating alt text for radiology images).

  • Remediation: Issues fixed within 7 days; urgent PHI access within 24 hours.

  • Assistive Technologies Tested: NVDA, JAWS, ZoomText, Dragon NaturallySpeaking, iOS VoiceOver.

  • Mobile Apps: Conform to WCAG 2.1 (mobile equivalents); tested on iOS/Android.

PHI-Specific Safeguards:

  • Role-based access ensures only authorized users view accessible PHI.

  • Tracking technologies (e.g., analytics) configured to exclude PHI (HIPAA Guidance, 2022).

  • Apps receiving PHI via API must be HIPAA-compliant; we provide notice of risks for unsecure apps.
     

4. Your Rights Under Accessibility & HIPAA Laws
You have the right to:

  1. Equal Access: Use our Site/services without disability-based barriers (ADA/Section 504).

  2. PHI Access: Request/copy of records in accessible format (e.g., large print, audio) at no/low cost (HIPAA § 164.524).

  3. Amend/Inspect: Correct inaccurate PHI; view in accessible viewer.

  4. Confidential Communications: Alternative formats (e.g., braille reports) (HIPAA § 164.522(b)).

  5. Accommodations: Auxiliary aids (e.g., sign language for telehealth) (ADA).

  6. Complaint: File without retaliation.

Request Process:

  • Email: accessibility@luxemedicalimaging.com

  • Phone: (555) 123-4567 (TTY: 711)

  • Form: [Accessible Request Form Link]

  • Timeline: Response within 3 days; fulfillment within 30 days (HIPAA).
     

5. Compliance Monitoring & Enforcement

  • Self-Evaluation: Annual conformity assessment (HHS Rule 84.86).

  • Grievance Procedure: Investigate complaints within 30 days; appeal to HHS OCR.

  • Enforcement: Violations may result in HHS/OCR investigations, fund withholding, or DOJ lawsuits.

  • Breach Notification: If inaccessible PHI causes breach, notify within 60 days (HIPAA).

6. Contact Us
Accessibility Officer: John Smith, RHIA Email: admin@luxemedicalimaging.com
Phone: (479) 774-5266 | TTY: 711
Mail: Luxe Medical Imaging, Attn: 361 Millsap Rd, Fayetteville, AR 72703
File Complaints With:

7. Changes to This Policy
Updates posted here with new Effective Date. Continued use constitutes acceptance. Last reviewed: October 31, 2025.

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