HIPAA Privacy Practices United Way of Northeast Florida 2-1-1 Northeast Florida Information Network (NEFIN)
Notice of Privacy Practices
THIS NOTICE DESCRIBES HOW INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED BY UNITED WAY OF NORTHEAST FLORIDA 2-1-1. (NEFIN) AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.
At United Way of Northeast Florida 2-1-1 (NEFIN), we respect the privacy and confidentiality of your personal information. This Notice describes our legal duties and privacy practices. This Notice applies to uses and disclosures we may make of all health information whether created or received by us.
I. Our Responsibilities
We are required by law to protect the privacy of your information and to give you this Notice of our privacy practices, our duties and your rights concerning your personal information. We must comply with the terms of our Notice currently in effect.
We reserve the right to change our privacy practices and the terms of this Notice at any time as permitted by applicable law. The new provisions will be effective for all personal information we maintain, including health information we created or received before we made the changes. Before we make a significant change in our privacy practices, we will change this Notice and make the revised Notice available upon request. The Notice will also be posted on our website (www.NEFIN.org).
II. Uses and Disclosures of Health Information
The following categories describe different ways that we use and disclose health information. For each category, we give examples. Not every use or disclosure in a category is listed, but all of the ways we are permitted to use and disclose information will fall within one of the categories.
a. Treatment: We may use and disclose your health information as necessary to provide you with treatment and services and to coordinate your care. For example, we may share information with a home health agency to enable it to provide appropriate care. We may receive information from or disclose information to your physician or hospital staff to assist with appropriate treatment. Information may be collected from a hospital or extended care facility in order to plan for appropriate care upon your discharge from the facility. We may provide information to town or municipal social workers or housing officials to help locate appropriate services.
b. Payment: We may use and disclose your health information as necessary to obtain payment for services you receive. For example, we may confirm your eligibility for Medicare or Medicaid and provide the Department of Social Services, insurance companies or others with information needed to obtain payment for equipment and services.
c. Business Administration (Healthcare Operations): We may use and disclose your health information as necessary for our internal business activities such as quality assurance, education and training, employee performance review and other administrative activities.
III. Other Permitted Uses and Disclosures of Health Information
According to Federal Privacy Regulations, we may make the following uses and disclosures without obtaining written authorization from you:
a. Persons Involved in Your Care or Payment for Your Care: Unless you object, we may disclose health information about you to a family member, friend, money manager or other person involved in your care. We will use our professional judgment to disclose only information relevant to the person's involvement in your care or in arranging payment for care. As appropriate, we may use or disclose health information to notify or assist in the notification of a family member or personal representative, of your location, your general condition or your death.
b. Appointments: We may use or disclose health information to make or confirm an appointment for a home visit, doctor's appointment or service.
e. Reporting Victims of Abuse, Neglect, Domestic Violence or Exploitation: We must use and disclose your health information to notify a protective services agency or government authority as required by law if we reasonably believe that you have been a victim of abuse, neglect, domestic violence or exploitation.
f. To Avert a Serious Threat to Health or Safety: When necessary to prevent a serious threat to your health or safety or the health or safety of the public or another person, we may use or disclose your health information to someone able to help lessen or prevent the threatened harm.
g. Public Health Activities: We may disclose your health information for public health activities such as to help prevent or control disease, injury or disability, to report problems with medications or products or to advise of recalls of products.
h. Disaster Relief: We may disclose health information about you to an organization assisting in a disaster relief effort.
i. As Required by Law: We may disclose your health information when required by law to do so. This includes laws relating to Workmen's Compensation and similar programs.
j. Judicial and Administrative Proceedings: We may disclose your health information in response to a court or administrative order. We may also disclose information in response to a subpoena, discovery request or other lawful process that meets the requirements of Federal Privacy Regulations.
k. Law Enforcement: We may disclose your health information for certain law enforcement purposes. For example, we may disclose information to report emergencies or suspicious deaths, to identify or locate a suspect or missing person or to answer certain requests for information related to a crime. If you are an inmate of a correctional institution or under the custody of a law enforcement official, we may disclose your health information for certain purposes including your own health and safety as well as that of others.
l. Business Associates: We may disclose your health information to our "business associates" who provide contracted services (for example, case management, legal representation, consulting). If we disclose health information to a business associate, we will do so subject to a contract that requires that the information be kept confidential.
m. Health Oversight Activities: We may disclose your health information to a health oversight agency for activities authorized by law. For example, state or federal agencies conduct audits and inspections to assure that NEFIN and its business associates comply with all laws and regulations.
p. National Security: We may disclose health information to authorized federal officials as required for lawful intelligence, counterintelligence and other national security activities.
a. Your authorization is required for uses and disclosures not described in the categories listed above.
b. The Authorization will describe the particular health information to be used or disclosed, the name of the person or entity receiving the information, the purpose of the use or disclosure and an expiration date or event.
c. You may revoke an Authorization previously given by you at any time, but you must do so in writing. If you revoke your Authorization, we will no longer use or disclose your health information for the purposes specified except where we have already taken actions in reliance on your Authorization.
V. Your Rights Regarding Your Health Information
a. Right to Request Restrictions: You may ask us to limit the way we share your information, although we are not required to agree to what you ask. You must submit your request in writing to the address listed at the end of this Notice. If we do agree to a restriction, we will honor that restriction except in the event of an emergency. b. Right to Request Confidential Communication: You may ask us to contact you in a special way. For example, you may ask us to contact you at a specific phone number. We will accommodate reasonable requests. You must make your request in writing to the address at the end of this Notice.
c. Right of Access to Personal Health Information: You have the right to look at or get copies of your health information. You must submit your request in writing to the address listed at the end of this Notice. We will notify you of any costs involved for copying, mailing or other services associated with your request and you may choose to modify or withdraw your request before any costs are incurred. We may deny your request to inspect or receive copies in certain limited circumstances. If you are denied access to health information, in some cases, you will have a right to request a review of the denial.
d. Right to Request Amendment: If you feel that the health information we have about you is incorrect or incomplete, you may request that we amend your health information. Your request must be in writing and must state the reason you are seeking an amendment or we may deny it. We may also deny your request for amendment in certain other circumstances. If we deny your request for an amendment, we will give you a written denial notice, setting forth the reasons for the denial. You have the right to submit a written statement disagreeing with the denial and that statement will be attached to your clinical record.
e. Right to an Accounting of Disclosures: Beginning on April 14, 2003 and going forward, NEFIN will keep a list of persons or agencies we give your health information to if you did not ask us to share it, or if we shared it for reasons other than treatment, payment or business administration (healthcare operations), national security or to law enforcement personnel. You may get a copy of the list for six (6) years back from the date of your request except that the list was not kept before April 14, 2003. You must submit your request in writing to the address listed at the end of this Notice. If more than one accounting is requested in a 12 month period, we will notify you of the costs for copying, mailing or other services associated with your request. You may choose to modify or withdraw your request before any costs are incurred.
f. Paper Copy of This Notice: You may request a copy of this notice at any time. You may also obtain a copy of this Notice at our website (www.NEFIN.org).
VI. Special Restrictions under Florida State Law
For disclosures concerning health information relating to care for certain conditions, such as HIV-related information, State Law may require special restrictions on disclosure. We will follow the State Law if it provides a greater degree of protection than the Federal Law (HIPAA Privacy Regulations).
VII. Questions and Complaints
If you have any questions about our privacy practices or about your rights under this Notice, please contact your care manager or the NEFIN Privacy Officer. If you are concerned that we may have violated your privacy rights, you may call us or file a complaint in writing to us. Please send any written requests or complaints to:
NEFIN Privacy Officer United Way of Northeast Florida 2-1-1 1301 Riverplace Blvd Jacksonville, Fl. 32207.
You may also submit a written complaint to the Office of Civil Rights at the U.S. Department of Health and Human Services at 200 Independence Avenue, S.W., HHH Building, Room 509F, Washington, DC 20201. (NEFIN) will not retaliate in any way if you file a complaint.