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The Gold Seal
NOTICE OF PRIVACY PRACTICES
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.
This notice is to explain the rules around the privacy of your own medical/health records and our legal duties on how to protect the privacy of your medical/health records that we create or receive. Generally, we are required by law to ensure that medical/health information that identifies you is kept private. We are required by law to follow the terms of the notice that are the most current.
This notice will explain:
- how we may use or disclose your medical/health information,
- our obligations related to the use and disclosure of your medical/health
information, and - your rights related to any medical/health information that we have about you.
This notice applies to the medical/health records that are generated in or by HHES, Inc. The terms "medical" and "medical/health" in this Notice means information about your physical or mental condition which make you eligible for our services, or which arise while we are serving you. For example, this may include psychological tests, psychiatric assessments or medical or social assessments.
We may obtain, but we are not required to, your consent for the use or disclosure of your protected health information for treatment, payment or health care operations. We are required to obtain your authorization for the use or disclosure of your information for other specific purposes or reasons. We have listed some of the types of uses or disclosures below. Not every possible use or disclosure is covered, but all of the ways that we are allowed to use and disclose information will fall into one of the categories.
If you have any questions about the content of this Notice of Privacy Practices, or if you need to contact someone at HHES, Inc. about any of the information contained in this Notice of Privacy Practices, the contact person is the Co-Privacy Officers or designee:
Bevan Flynn, Co-Privacy Officer
2819 South Halliburton
Kirksville, MO 63501
(660) 665-2772
Andrea Rowland, Co-Privacy Officer
611 W. Third Street, Ste. 1
Milan, MO 63556
(660) 265-4614
In addition to employees, staff and other HHES, Inc. personnel, the following people will also
follow the practices described in this Notice of Privacy Practices:
- Any health care professional who is authorized to enter information in your medical/health
record; - Any member of a volunteer group that we allow to help you while you are in a HHES, Inc.
facility; and - All providers that HHES, Inc. contracts with to provide services to our consumers (which
defines what we meant by "organized health care arrangement").
The entities that make up the organized health care arrangements for HHES, Inc. are, but not
limited to:
Department of Mental Health
Department of Elementary and Secondary Education
Social Security Administration
RCF Providers
Doctors and Hospitals
Schools
Preferred Family Health Care
Vocational Rehabilitation
Division of Probation and Parole
Division of Senior & Social Services
Division of Aging
Division of Employment Security
HUD
North Central Mental Health
These entities are considered part of HHES, Inc.’s "Organized Health Care Arrangements" and should follow the terms of this Notice of Privacy Practices. In addition, individuals and providers who are in the Organized Health Care Arrangement may share medical information with each other about HHES, Inc. consumers they serve in common for the purpose of treatment, payment, or health care operations as those terms are described later in this Notice of Privacy Practices.
HOW WE MAY USE AND DISCLOSE MEDICAL INFORMATION ABOUT YOU
The following categories describe different ways that we use and disclose medical/health information. For each category of uses or disclosures we will explain what we mean and try to give some examples. Not every use or disclosure in a category will be listed. However, all of the ways we are permitted to use and disclose information will fall within one of the categories.
Use and Disclosure of Medical Information
We can use or disclose medical information about you regarding your treatment, payment for services, or for organizational operations, and we will make a good faith effort to have you acknowledge your copy of the Notice of Privacy Practices. Treatment We may use medical information about you to provide you with treatment or services. We may disclose medical information about you to qualified mental health professionals, or OMHP’s; qualified mental retardation professionals or QMRP’s; or to qualified counselors; or, technicians,
medical students or residents, or other organizational personnel, volunteers or interns who are involved in providing services for you at the facility, or interpreters needed in order to make your treatment accessible to you. For example, your treatment team members will internally discuss your medical/health information in order to develop and carry out a plan for your services. Different departments of the organization also may share medical/health information about you in order to coordinate the different things you need, such as prescriptions, medical tests, special dietary needs, respite care, personal assistance, day programs, etc. We also may disclose medical/health information about you to people outside the organization who may be involved in your medical care after you leave the organization, such as our organized health care
arrangement members or others we use to provide services that are part of your care, but only the minimum necessary amount of information will be used or disclosed to carry this out.
Payment
We may use and disclose medical/health information about you so that the treatment and services you receive from our organization may be billed to and payment may be collected from you, an insurance company or a third party. For example, we may need to provide your insurance plan information about psychiatric treatment or habilitation services you received from the organization so your insurance plans, or any applicable Medicaid or Medicare funds, will pay us for the services. We may also tell your insurance plan or other payor about a service you are going to receive in order to obtain prior approval or to determine whether the service is covered. In addition, in order to correctly determine your ability to pay for services, we may disclose your
information to the Social Security Administration, the Division of Employment Security, or the Department of Social Services.
Health Care Operations
We may use and disclose medical/health information about you for organizational operations. These uses and disclosures are necessary to run the organization and make sure that all of our consumers receive quality care. For example, we may use medical/health information for quality improvement to review our treatment and services and to evaluate the performance of our staff in caring for you. We may also combine medical information about many organizational consumers to decide what additional services the organization should offer, what services are not needed, and whether certain new treatments are effective. We may also disclose information to doctors, nurses, technicians, medical students and residents, and other facility personnel as listed above for review and learning purposes. We may also combine the medical/health information
we have with medical/health information from other facilities to compare how we are doing and see where we can make improvements in the care and services we offer. It may also be necessary to obtain or exchange your information with the Department of Mental Health, the Department of Elementary and Secondary Education, the Department of Social Services, Vocational Rehabilitation, the Office of State Courts Administrator, or other Missouri state agencies or interagency initiatives, such as the Juvenile Information Governance Commission, or
System of Care initiatives. Or, we may remove information that identifies you from this set of medical information so others may use it to study health care and health care delivery without learning the identity of specific consumers. This may be in the form of providing information to our regional advisory councils or state advisory councils or planning councils.
Uses and Disclosures of Medical/Health Information That Do NOT Require Your Consent or Authorization:
We can use or disclose health information about you without your consent or authorization
when:
- there is an emergency or when we are required by law to treat you,
- when we are required by law to use or disclose certain information, or
- when there are substantial communication barriers to obtaining consent from you.
We can also use or disclose health information about you without your consent or authorization for:
Appointment Reminders
We may use and disclose medical information to contact you as a reminder that you have an appointment for treatment or services with the organization.
Treatment Alternatives and Health-Related Benefits and Services
We may use and disclose medical information to tell you about or recommend possible treatment options or alternatives or health-related benefits or services that may be of interest to you.
Individuals Involved in Disaster Relief
Should a disaster occur, we might disclose medical information about you to any agency assisting in a disaster relief effort so that your family can be notified about your condition, status, and location.
As Required By Law
We will disclose medical/health information about you when required to do so by federal, state, or local law.
To Avert a Serious Threat to Health or Safety
We may use and disclose medical/health information about you when necessary to prevent serious threat to the health and safety of you, the public, or any other person. However, any such disclosure would only be to someone able to help prevent the threat.
SPECIAL SITUATIONS
Organ and Tissue Donation
If you are an organ donor, we may release medical/health information to organizations that handle organ procurement or organ, eye or tissue transplantation or to an organ donation bank, as necessary to facilitate organ or tissue donation and transplantation.
Military and Veterans
If you are a member of the armed forces, we may release medical/health information about you as required by military command authorities. We may also release medical information about foreign military personnel to the appropriate foreign military authority.
Workers’ Compensation
When disclosure is necessary to comply with Workers’ Compensation laws or purposes, we may release medical/health information about you for workers’ compensation or similar programs. These programs provide benefits for work-related injuries or illness.
Public Health Risks
We may disclose medical/health information about you for public health activities. These activities generally include the following: to prevent or control disease, injury or disability; to report births and deaths; to report child abuse or neglect; to report reactions to medications or problems with products; to notify people of recalls of products they may be using; to notify a person who may have been exposed to a disease or may be at risk for contracting or spreading disease or condition; to notify the appropriate governance authority if we believe a consumer has been the victim of abuse, neglect or domestic violence. We will only make this disclosure if you agree or when required or authorized by law.
Health Oversight Activities
We may disclose medical/health information to a health oversight agency for activities authorized by law. These oversight activities include, for example, audits, investigations, inspections, and licensure. These activities are necessary for the government to monitor the health care system, government programs, and compliance with civil rights laws.
Lawsuits and Disputes
If you are involved in a lawsuit or a dispute, we may disclose medical/health information about you in response to a court or administrative order.
Law Enforcement
We may release medical/health information if asked to do so by a law enforcement official; however, if the material is protected by 42 CFR Part 2 (a federal law protecting the confidentiality of drug and alcohol abuse treatment records), a court order is required. We may also release limited medical/health information to law enforcement in the following situations: (1) about a consumer who may be a victim of a crime if, under certain circumstances, we are unable to obtain the consumer’s agreement; (2) about a death we believe may be the result of criminal conduct; (3) about criminal conduct at a location owned, operated, or leased by the
organization; (4) about a consumer where a consumer commits or threatens to commit a crime on the premises or against program staff (in which case we may release the consumer’s name, address, and last know whereabouts); (5) in emergency circumstances, to report a crime, the location of the crime or victims, and the identity, description and/or location of the person who committed the crime; and (6) when the consumer is a forensic consumer and we are required to share with law enforcement by Missouri statute.
Coroners, Medical Examiners and Funeral Directors
We may release medical/health information to a coroner or medical examiner. This may be necessary, for example, to identify a deceased person or determine the cause of death. We may also release medical/health information about consumer of our organization to funeral directors as necessary to carry out their duties.
National Security and Intelligence Activities
We may release medical information about you to authorized federal officials for intelligence, counterintelligence, and other national security activities authorized law.
Protective Services and Intelligence Activities
We may disclose medical information about you to authorized federal officials so they may conduct special investigations or provide protection to the President and other authorized persons or foreign heads of state.
Inmates
If you are an inmate of a correctional institution or under the custody of a law enforcement official, we may release medical/health information about you to the correctional institution or law enforcement official if the release is necessary (1) for the institution to provide you with health care; (2) to protect your health and safety or the health and safety of others; or (3) for the safety and security of the correctional institution.
YOUR RIGHTS REGARDING MEDICAL/HEALTH INFORMATION ABOUT YOU
You have the following rights regarding medical information we maintain about you:
Right to Inspect and Copy
You have the right to inspect and copy your medical/health information with the exception of psychotherapy notes and information compiled in anticipation of litigation. To inspect and copy your medical/health information, you must submit you request in writing to HHES, Inc.’s Privacy Officer or designee. If you request a copy of the information, we may charge a fee for the costs of copying, mailing or other supplies associated with your request. We may deny your request to inspect and copy in certain limited circumstances. If you are denied access to your medical/health information because of a threat or harm issue, you may request that the denial be reviewed. Another licensed health care professional chosen by the organization will review your
request and the denial. The person conducting the review will not be the person who denied your request. We will comply with the outcome of the review.
Right to Request an Amendment
If you feel that medical/health information we have about you is incorrect or incomplete, you may ask us to amend the information. You have the right to request an amendment for as long as the information is kept by or for the organization. Requests for an amendment must be made in writing and submitted to the Privacy Officer or designee. You must provide a reason to support your request for an amendment. We may deny your request if it is not in writing or if it does not include a reason supporting the request. In addition, we may deny your request if you ask us to amend information that:
- was not created by us, unless the person or entity that created the information is no longer available to make the amendment;
- is not part of the medical information kept by or for the organization;
- is not part of the information which you would be permitted to inspect and copy; or
- is accurate and complete.
Right to an Accounting of Disclosures
You have the right to request an "accounting of disclosures", a list of the disclosures made by the organization of your medical/health information. To request an accounting of disclosures, you must submit your request in writing to HHES, Inc.’s Privacy Officer or designee. Your request must state a time period which may not go back more than six years and cannot include dates before April 14, 2003. Your request should indicate in what form you want the list (for example, on paper or electronically). The first list you request within a twelve-month period will be free. For additional lists in a twelve-month period, we may charge you for the cost of providing the
list. We will notify you what that cost will be and give you an opportunity to withdraw or modify your request before you are charged. There are some disclosures that we do not have to track. For example, when you give us an authorization to disclose some information, we do not have to track that disclosure.
Right to Request Restrictions
You have the right to request a restriction or limitation on the medical/health information we use or disclose about you for treatment, payment or health care operations. For example, you could ask that we not use or disclose information about your family history to a particular community provider. We are not required to agree to your request. If we do agree, we will comply with your request unless the information is needed to provide you emergency treatment. To request a restriction on the use or disclosure of your medical/health information for treatment, payment, or health care operations, you must make your request in writing to the organization’s Privacy Officer or designee. In your request, you must tell us (1) what information you want to limit; (2) whether you want to limit our use, disclosure or both; and (3) to whom you want the limits to apply (for example, disclosures to your spouse).
Right to Request Confidential Communications
You have the right to request that we communicate with you about medical matters in a certain way or at a certain location. For example, you can ask that we only contact you at work or by mail. To request confidential communications, you must make your request in writing to the organization’s Privacy Officer or designee. Your request must specify how or where you wish to be contacted. We will not ask you the reason for your request and will accommodate all reasonable requests.
Right to a Paper Copy of This Notice
You have the right to a paper copy of this notice even if you have agreed to receive the notice electronically. You may ask us to give you a copy of this notice at any time by contacting the organization’s Privacy Officer or designee.
If you wish to exercise any of these rights, please contact:
Bevan Flynn, Co-Privacy Officer
2819 South Halliburton
Kirksville, MO 63501
(660) 665-2772
Andrea Rowland, Co-Privacy Officer
611 W. Third Street, Ste. 1
Milan, MO 63556
(660) 265-4614
CHANGES TO THIS NOTICE
We reserve the right to change this notice. We may make the revised notice effective for medical/health information we already have about you as well as any information we receive in the future. We will post a copy of the current notice in each location owned, operated, or leased by HHES, Inc. The notice will contain on the first page, in the top right-hand corner, the effective date. In addition, each time you are admitted or apply for services, we will offer you a copy of the current notice in effect.
COMPLAINTS
If you believe your privacy rights have been violated,
- You may file a complaint with the organization or with the Secretary of the Department of Health and Human Services. You may call them at 877-696-6775 or write to them at 200 Independence Avenue, S.W., Washington, DC, 20201.
- You may file a grievance with the Office of Civil Rights by calling 866-OCR-PRIV (866- 627-7748), or 886-788-4989 TTY.
To file a complaint with our organization, contact our Privacy Officers or designee, at the following address and telephone number:
Bevan Flynn, Co-Privacy Officer
2819 South Halliburton
Kirksville, MO 63501
(660) 665-2772
Andrea Rowland, Co-Privacy Officer
611 W. Third Street, Ste. 1
Milan, MO 63556
(660) 265-4614
All complaints must be submitted in writing. You will NOT be penalized for filing a complaint.
OTHER USES OR DISCLOSURES OF MEDICAL/HEALTH INFORMATION
Uses or disclosures not covered in this Notice of Privacy Practices will not be made without your written authorization. If you provide us written authorization to use or disclose information, you can change your mind and revoke your authorization at any time, as long as it is in writing. If you revoke you authorization, we will no longer use or disclose information. However, we will not be able to take back any disclosures that we have made pursuant to your previous authorization.
