Privacy Policy

Reid Health's Privacy Policy

This notice describes how medical information about you might be used and disclosed and how you can get access to this information. Please review it carefully.

Understanding your protected health information (PHI)

Each time you visit a healthcare provider, a record of your visit is made. Typically, this record contains:

• Symptoms
• Examination and test results
• Diagnoses
• Treatment
• Other information that might be related to the condition being treated
• Plan for future care or treatment.

This information, often referred to as your protected health information (PHI), serves as a:

• Basis for planning your care and treatment
• Way to communicate among the health professionals who contribute to your care
• Legal document describing the care you received
• Means to verify services billed were provided
• A tool in educating health professionals
• A source of data for medical research
• A source of information for public health officials
• A source of data for facility planning and marketing
• A tool to assess and improve the care we provide

Understanding what’s in your record and how your PHI is used helps you to:

• Ensure its accuracy
• Better understand who, what, when, where, and why others might access your PHI
• Make more informed decisions when allowing disclosure to others

Your rights regarding your PHI

Although your health record is the physical property of Reid Health, the PHI belongs to you. You have the right to:

• Request restrictions. You have the right to request a restriction on certain uses and disclosures of your PHI. Additionally, you have the right to request we limit our disclosure of your PHI to only certain people involved in your care or the payment for your care, such as family members and friends. For any services for which you paid out-of-pocket in full, we will honor your request to not disclose information about those services to your health plan, provided disclosure isn’t necessary for your treatment. Otherwise, we aren’t required to agree to your request. If we do, we are bound by our agreement except when otherwise required by law, in emergencies, or when the information is necessary to treat you. To request a limit in our use or disclosure of your PHI, you must submit your request in writing. Your request must describe:
  • the information you wish limited;
  • whether you’re requesting to limit our practice’s use, disclosure, or both; and
  • to whom you want the limits to apply.
• Obtain a paper copy of this notice. You are entitled to receive a paper copy of our Notice of Privacy Practices. You can ask us for a copy at any time. To obtain a paper copy, contact our office.

• Inspection and copies. You have the right to inspect and copy your PHI, including patient medical records and billing records, but not including psychotherapy notes.

  If we maintain health information about you in an electronic format, you also have the right to obtain a copy in a readily producible electronic format and to tell us to send it to an entity or person of your choice. You must submit your request in writing to inspect and/or obtain a copy of your PHI. We might charge a fee for the costs of copying, mailing, labor, and supplies associated with your request. In some situations, we might deny your request to inspect and/or copy, but you can ask for a review of our denial. Another licensed healthcare professional chosen by us will conduct the review.

• Amendment. You can ask us to amend your PHI if you believe it’s incorrect or incomplete. You can request an amendment for as long as the information is kept by or for us.

  Your request must be made in writing. You must provide us with a reason that supports your request for amendment. We might deny your request if you ask us to amend information that is:

  • Accurate and complete;
  • Not part of the PHI kept by or for us;
  • Not part of the PHI you would be permitted to inspect and copy; or
  • Not created by us, unless the individual or entity that created the information isn’t available to amend it.

• Accounting of disclosures. You have the right to obtain an accounting of disclosures of your PHI.

  An “accounting of disclosures” is a list of certain non-routine disclosures we’ve made of your PHI for non-treatment, non-payment, or non-operations purposes.

  Use of your PHI as part of routine patient care isn’t required to be documented. For example, the doctor sharing information with the nurse; or the billing department using your information to file your insurance claim.

  To obtain an accounting of disclosures, you must submit your request in writing. All requests must state a time period, which can’t be longer than 6 years from the date of disclosure.

  The first list you request within a 12-month period is free of charge. We might charge you for additional lists with the same period.

  We will notify you of the costs involved with additional requests. You can withdraw your request before you incur any costs.

• Confidential communications. You can request we communicate with you about your health and related issues in a particular manner or at a certain location.

  For instance, you can ask we contact you at home, rather than work. 

  You must submit your request in writing, specifying the preferred method of contact, or the location where you wish to be contacted.

You don’t need to give a reason for your request.

We will accommodate reasonable requests.

• Right to file a complaint. If you believe your privacy rights have been violated, you can file a complaint with us or with the Secretary of the Department of Health and Human Services.

  To file a complaint with HHS, send a letter to 200 Independence Avenue, S.W., Washington D.C, 20201, call (877) 696-6775, or visit  www.hhs.gov/ocr/privacy/hipaa/complaints/.

  To file a complaint with us, write to Privacy Officer, 1100 Reid Parkway, Richmond IN 47374.

  All complaints must be submitted in writing. You will not be penalized for filing a complaint. 

• Right to provide an authorization for other uses and disclosures. We will obtain your written permission for uses and disclosures that aren’t identified by this Notice or permitted by law.

  Any authorization you provide regarding the use and disclosure of your PHI can be revoked at any time in writing.

  After you revoke your permission, we won’t use or disclose your PHI for the reason described in the authorization.

  Please note, we are required to retain records of your care.  By law, we can’t accept a revocation of your written permission when it was given as a condition of obtaining insurance coverage.

  If you refuse to give your written permission for release of information, we can’t refuse to treat you unless:

  • Your written permission is required for participation in research-related treatment, or
  • The only reason for the healthcare encounter is to create PHI for release to a third party. (Ex. a pre-employment physical or OSHA-mandated testing for your employer) 

• Choose someone to act for you. If you’ve given someone medical power of attorney or if someone is your legal guardian, that person can exercise your rights and make choices about your health information.

  We will make sure the person has this authority and can act for you before we take any action. 

Reid Health's responsibilities

Reid Health is required and committed to:

• Maintained the privacy of your PHI
• Provide you with a notice as to our legal duties and privacy practices
• Notify you of a breach of your unsecured PHI
• Abide by the terms of the Notice currently in effect
• Notify you if we’re unable to agree to a requested restriction
• Accommodate reasonable requests you might have to communicate PHI by alternative means or at alternative locations 

We reserve the right to:

• Change our practices
• Revise and amend this Notice
• Make the new provisions effective for all PHI we have created or maintained in the past, and for any PHI we create or maintain in the future

 Should our practices change, we will post the revised notice on our website and make it available to you during your next visit. You can request a copy of our most current Notice at any time.

We won’t use or disclose your PHI without your authorization, except as described in this Notice. 

How we might use and disclose your protected health information

Your PHI can be used and disclosed for the purpose of providing healthcare services to you.

Your PHI can also be used and disclosed to pay your healthcare bills and to support the operations of the hospital.

The following are examples of the types of uses and disclosures of your PHI that Reid Health can make:

• Treatment
• Payment
• Healthcare operations
• Appointment reminders
• Fundraising 

Special situations:

We can use or disclose your PHI in the following special situations:

• Required by law
• Business associates
• Coroners, medical examiners, and funeral directors
• Correctional institution
• Food and Drug Administration (FDA)
• Health oversight agency
• Law enforcement
• Legal proceedings
• Marketing
• Military/veterans
• National security and intelligence activities
• Organ procurement organizations
• Protective services for the president and others 

Psychotherapy notes:

We do not create or maintain psychotherapy notes at Reid Health or Reid Health Physician Associates.

Public health:

By law, we can disclose your PHI to public health or legal authorities charged with preventing or controlling disease, injury, or disability to:

• Prevent or control disease, injury, or disability
• Report births and deaths
• Report child abuse or neglect
• Notify a person who might have been exposed to a disease or might be at risk for contracting or spreading a disease or condition
• Notify the appropriate government authority if we believe a patient 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
• Report defective medical devices or problems with medications
• Notify people of recalls of products they might be using 

Research:

We can disclose PHI to researchers when their research has been approved by a review board and protocols have been established to ensure the privacy of your PHI.

Substance use disorder:

We will never share any substance abuse treatment records without your written permission.

Patients who are enrolled in Medication Assisted Treatment services, Part 2 program, will be given an intake packet that includes the Notice of Federal Requirements Regarding the Confidentiality of Substance Use Disorder, outlining services are protected by federal law and regulations and violations are a crime. Suspected violations maybe reported to the Secretary of the State (OCR office). Federal law and regulations do not protect information about suspected child abuse or neglect from being reported under state law to appropriate state or local authorities.

Patients have the right to file a complaint/grievance. This information will be posted in the patient waiting area. If they wish to file a grievance, they can contact any employee or call (765) 983-3000. They may also file a complaint with:

• Department of Mental Health and Addiction
• Free consumer service line at 1-800-901-1133

Substance use disorder records received from programs subject to 42 CFR part 2, or testimony relaying the content of such records, shall not be used or disclosed in civil, criminal, administrative, or legislative proceedings against the individual unless based on written consent, or a court order after notice and an opportunity to be heard is provided to the individual or the holder of the record, as provided in 42 CFR part 2. A court order authorizing use or disclosure must be accompanied by a subpoena or other legal requirement compelling disclosure before the requested record is used or disclosed; or

If a covered entity that creates or maintains records subject to 42 CFR part 2 intends to use or disclose such records for fundraising for the benefit of the covered entity, the individual must first be provided with a clear and conspicuous opportunity to elect not to receive any fundraising communications.

To avert a serious threat to health or safety:

We can disclose PHI about you when necessary to prevent a serious threat to your health and safety or the health and safety of the public or other people.

Any disclosure would be only to someone able to help prevent the threat.  0

Workers compensation:

We can disclose PHI to comply with laws relating to workers compensation or other similar programs. 

Other uses and disclosures that require providing you the opportunity to agree or object

Patient directory:

Unless you notify us you object and want to opt out, we will use your name, location in the hospital, general condition, and religious affiliation for directory purposes.

This information can be provided to members of the clergy and, except for religious affiliation, to other people who ask for you by name.

Information shared with your family, friends, or others:

We can release your PHI to a friend or family member who is involved in your care or who helps take care of you, unless you object.

If you aren’t able to agree to such a disclosure, we can disclose such information as necessary if we determine it’s in your best interest.

In treating your physical, psychological, and spiritual well-being, we can communicate words of caring, compassion, or sympathy to you or your family.

Other uses of your protected health information

Other uses and disclosures of your PHI not covered by this Notice or the laws that apply to us will be made only with your written authorization.

You can revoke that authorization – in writing – anytime.

Specifically, the following use and disclosure will require your written permission:

• Any PHI containing your psychotherapy notes
• The sale of your PHI
• The use of your PHI for certain marketing purposes

For more information about this notice

If you have questions about this Notice or would like additional information, you can contact Reid Health’s Privacy Officer at (765) 983-3000.