Protected Health Information (“PHI”) is any health information that identifies you (or your child if you are their guardian). PHI is also called medical information, and will be called “information” throughout this pamphlet. This privacy notice explains how St. Joseph Orphanage will keep information safe.
This Privacy Notice is in three parts:
1. What are your health care records and your rights about them?
2. Who can see your records without your written permission?
3. What is St. Joseph Orphanage’s policy to protect your health care records?
WHAT ARE YOUR HEALTH CARE RECORDS AND YOUR RIGHTS?
Your records are very important in your treatment. The health information that we collect helps us make the best choice for your services. We use your records for treatment. For example, a St. Joseph Orphanage staff member may share information with another program in the agency to see if a different program could offer helpful services.
Your information is also used for payment. For example, we can contact your insurance company to address coverage for services.
Lastly, your information is used for health care operations at our agency. This means we may use information from your record to continue staff training and ensure we are providing good quality care to our clients.
Your health care records include documents created by St. Joseph Orphanage and those documents that you have given us permission to receive from other agencies while you receive services with our agency. These are your records. You have the following rights regarding them:
- Right to Request Restrictions
You can request that we restrict or limit how and to whom we share information from your records. To request a restriction, please do so in writing to your primary clinician. Please note that we are not required to agree to the requested restriction. We will talk with you if we do not agree. If we do agree to the request, we will honor it until you revoke it or we notify you.
- Right to Receive Confidential Communication
You can tell us how you prefer we contact you. For example, you may prefer that we not call you at work. Make this request in writing to your primary clinician. Your request must specify how or where you wish to be contacted. We will accommodate reasonable requests.
- Right Not to Notify Health Plan
If you paid out-of-pocket (i.e., you have requested that we not bill your health plan) in full for a specific item or service, you have the right to ask that your information with respect to that item or service not be disclosed to a health plan for purposes of payment or health care operations, and we will honor that request.
- Right to Access Health Information
You have the right to view and copy your treatment records. If the information that you request is maintained electronically, and you request an electronic copy, we will provide a copy in the electronic form and format you request, if the information can be readily produced in the form and format. If the information cannot be readily produced in that form and format, we will work with you to come to an agreement on form and format. If an agreement cannot be reached on an electronic form and format, we will provide you with a paper copy. Please see St. Joseph Orphanage Guardian Access to Client Records Handout for directions on reviewing your treatment record.
- Right to Amend
You have the right to ask us to change information in your health records if you believe it is incorrect or incomplete. Make this request in writing to your primary clinician. We will respond in writing to your request within sixty (60) days. We will let you know if we agree to your request or provide a reason we do not agree.
- Right to an Accounting of Disclosures
You have the right to receive a list of the information that has been shared on a non-routine basis from your health records, including uses that don’t involve treatment, payment or health care operations. Make this request in writing to your primary clinician.
- Right to be Notified of a Breach
You have the right to be notified in the event that we (or a Business Associate) discover a breach of unsecured information.
- Right to Copy of this Notice
You have the right to get a paper copy of this notice at any time from St. Joseph Orphanage. You can ask any staff member or get a copy from our website, www.sjokids.org.
WHO CAN SEE YOUR RECORDS WITHOUT YOUR PERMISSION
There are times we may have to share your or your child’s information without your written permission. The following is a list of situations in which we CAN share your records without your permission:
- Required by law – St. Joseph Orphanage may give out information if we are required by law to do so.
- Public Health Activities – We can share your information with agencies that are responsible to prevent and control disease.
- Victims of Abuse, Neglect or Domestic Violence – All St. Joseph Orphanage employees are mandated reporters of child abuse and neglect. If we suspect abuse or neglect we will share information with the government agencies that investigate these situations.
- Health Oversight Activities – We can share your health information with agencies that audit, investigate and inspect health care programs and government benefits programs.
- Disclosures of Law Enforcement/Legal Proceedings – We may share information about you to law enforcement officials when:
- we are required by law to do so
- we are court ordered or issued a warrant or subpoena
- to identify or find someone who is a suspect, fugitive, material witness or missing person
- in response to a request by police about a crime victim
- to inform the police of a death that is possibly the result of a crime
- to report a crime that occurs at our facility
- to report a crime in an emergency
- Coroners, Medical Examiners and Funeral Directors – We may share information about you in order to assist in identifying someone who has died.
- Organ, Eye or Tissue Donation – We may share information about you to organizations that get organs for transplants.
- To Avert Serious Threat to Health or Safety – We may share information about you if we feel that doing so will help prevent injury to another person or ensure public safety. Please refer to St. Joseph Orphanage’s Duty to Warn Policy for
- Research – We may share your information for purposes of research about our services at St. Joseph Orphanage. Please refer to St. Joseph Orphanage’s Research Policy for more information.
- Essential Government Functions – We may share information about you to government agencies for purposes of national security and other determinations by the U. S. State Department.
- Inmates or Individuals in Custody – We may release information to the correctional institution or law enforcement official if you are an inmate of a correctional institution or under the custody of a law enforcement official.
- Business Associates – We may contract with individuals or entities known as Business Associates to perform various functions on our behalf or to provide certain types of services. In order to perform these functions or provide these
services, we may share your information with Business Associates. For example, information may be seen by the vendor of our electronic health record when they are performing maintenance on the system.
AUTHORIZATION FOR OTHER USES AND DISCLOSURES
Other uses or disclosures of your information not described above will only be made with your written authorization. For example, in general and subject to specific conditions, we will not use or disclose your information for marketing or for anything that would be considered a sale of your information, unless you give written authorization. You may revoke written authorization at any time, so long as the revocation is in writing. Once we receive your written revocation, it will only be effective for future uses and disclosures. It will not be effective for any information that may have been used or disclosed prior to you signing the revocation.
WHAT IS OUR POLICY TO PROTECT YOUR RECORDS?
St. Joseph Orphanage is required by law to keep your health information safe. We are required to abide by the rules in this notice at all times. St. Joseph Orphanage reserves the right to change our Notice of Privacy Practices and those changes will apply to all the information and records that we keep. You will be offered a copy of this Notice of Privacy each time you sign up for services with St. Joseph Orphanage. You can also get a copy of this Notice when you visit any St. Joseph Orphanage location. If you ever need a copy of this policy just ask any St. Joseph Orphanage staff member and they would be more than happy to get one for you. You can also get a copy online at www.sjokids.org.
If you need more information, or if you need to report a problem, contact the Privacy Officer at:
Director of Quality Improvement
274 Sutton Road
Cincinnati, Ohio 45230
1-877-862-3648 (toll free)
To report a problem about your private health information to the United States Secretary of Health and Human Services, please contact:
Office for Civil Rights
U.S. Department of Health and Human Services
200 Independence Avenue, SW Washington, D.C. 20201
We are here to make sure your confidential health information is kept safe. Please do not hesitate to talk to us.
Updated as of April 2016:
Regarding The Collection of Electronic Information
This notice applies to all information collected or submitted via St. Joseph Orphanage’s official website. On some pages you may order tickets, make requests, and register to receive materials. The types of personal information collected on these pages are:
- Phone Number
- Credit/Debit Card Information
The Way We Use Information
We use the information you provide about yourself when requesting information or making a donation only for that specific purpose. St. Joseph Orphanage will not share this information with outside parties except to the extent necessary to complete that order.
St. Joseph Orphanage uses return email addresses to answer the email we receive. Such addresses are not used for any other purpose and are not shared with outside parties. You can also register with our website if you would like to receive our newsletter as well as updates regarding St. Joseph Orphanage’s various programs and services. Information you submit on our website will not be used for this purpose unless you have completed the designated request form.
Finally, we never use or share the personally identifiable information provided to us online in ways unrelated to the ones described above without also providing you an opportunity to opt-out or otherwise prohibit such unrelated uses.
Our Commitment to Data Security
To prevent unauthorized access, maintain data accuracy, and ensure the correct use of information, we have put in place appropriate physical, electronic, and managerial procedures to safeguard and secure the information we collect online.
Our Commitment to Children’s Privacy
Protecting the privacy of the very young is especially important. For that reason, we never collect or maintain information at our website from those we actually know are under 13, and no part of our website is structured to attract anyone under 13.
How You Can Access or Correct Your Information
You can access all your personally identifiable information that we collect online and maintain by contacting Brittney Carden at firstname.lastname@example.org. You can correct factual errors in your personally identifiable information by sending us a request that credibly shows error. To protect your privacy and security, we will also take reasonable steps to verify your identity before granting access or making corrections.
How to Contact Us
Should you have other questions or concerns about these privacy policies, please call us at 513-741-5690 x2353 or send us an email at email@example.com.