Planned Parenthood

Southwest Ohio Region

Southwest Ohio Region HIPAA

HIPAA Privacy Policies

Notice of Health Information Privacy Practices

This notice describes how health information about you may be used or disclosed by Planned Parenthood Southwest Ohio Region and how you can access this information.

Effective Date Of This Notice: April 14, 2003

PLEASE REVIEW THIS NOTICE CAREFULLY

If you have any questions about this notice, please contact Planned Parenthood Southwest Ohio Region's Privacy Official at (513) 721-7635, extension 218.


We understand that health information about you and your healthcare is personal. We are committed to protecting health information about you. We will create a record of the care and services you receive from us. We do so to provide you with quality care and to comply with any legal or regulatory requirements. This Notice applies to all of the records generated or received by Planned Parenthood Southwest Ohio Region, whether we documented the health information, or another doctor forwarded it to us.

How We May Use and Disclose Health Information About You

The following categories describe different ways that we may use or disclose health information about you. Unless otherwise noted each of these uses and disclosures may be made without your permission. For each category of use or disclosure, we will explain what we mean.

For Treatment

We may use health information about you to provide you with healthcare treatment and services. We may disclose health information about you to doctors, nurses, technicians, health students, volunteers or other personnel who are involved in taking care of you. They may work at our offices, at a hospital if you are hospitalized under our supervision, or at another doctor's office, lab, pharmacy, or other healthcare provider to whom we may refer you. For example, a doctor treating you may need to know if you have diabetes because diabetes may slow the healing process. We may provide that information to a physician treating you at another institution. It is our policy to get your approval before we release any information about you to providers outside Planned Parenthood Southwest Ohio Region and we will make reasonable attempts to do that.

For Payment

We may use and disclose health information about you so that the treatment and services you receive from us may be billed to and payment collected from you, an insurance company, a state Medicaid agency or a third party.

For Healthcare Operations

We may use and disclose health information about you for operations of our healthcare practice. These uses and disclosures are necessary to run our practice and make sure that all of our patients receive quality care. For example, we may use health information to review our treatment and services and to evaluate the performance of our staff in caring for you. We may provide your health information to outside entities and persons such as our attorneys, accountants, consultants and others that provide services to us or on our behalf. We may remove information that identifies you from this set of health information so others may use it to study healthcare delivery without learning who our specific patients are.

Appointment Reminders

We may use and disclose health information to contact you as a reminder that you have an appointment. Please let us know if you do not wish to have us contact you concerning your appointment, or if you wish to have us use a different telephone number or address to contact you for this purpose.

Research

There may be situations where we want to use and disclose health information about you for research purposes. For any research project that uses your health information, we will either obtain an authorization from you or ask an Institutional Review or Privacy Board to waive the requirement to obtain authorization. A waiver of authorization will be based upon assurances from a review board that the researchers will adequately protect your health information.

As Required By Law

We will disclose health information about you when required to do so by federal, state, or local law. This includes reporting certain sexually transmitted diseases and suspected child abuse or other abuse that might constitute a crime.

To Avert a Serious Threat to Health or Safety

We may use and disclose health information about you when necessary to prevent a serious threat to your health and safety or the health and safety of the public or another person. Any disclosure, however, would only be to someone able to help prevent the threat.

Military and Veterans

If you are a member of the armed forces or are separated/discharged from military services, we may release health information about you as required by military command authorities or the Department of Veterans Affairs as may be applicable. We may also release health information about foreign military personnel to the appropriate foreign military authorities.

Workers' Compensation

We may release 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 health information about you for public health activities. These activities generally include the following:

  • To prevent or control disease, injury or disability;
  • To report reactions to medications or problems with products or product recall;
  • To notify a person who may have been exposed to a disease or may be at risk for contracting or spreading a disease or condition.

Health Oversight Activities

We may disclose 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 health information about you in response to an order issued by a court or administrative tribunal. We may also disclose health information about you in response to a subpoena, discovery request, or other lawful process by someone else involved in the dispute, but only after efforts have been made to tell you about the request and you have time to obtain an order protecting the information requested.

Law Enforcement

We may release health information if asked to do so by a law enforcement official:

  • In response to a court order, subpoena, warrant, summons or similar process;
  • To identify or locate a suspect, fugitive, material witness, or missing person;
  • If you are the victim of a crime and we are unable to obtain your consent;
  • In an instance of criminal conduct at our facility; and
  • In emergency circumstances to report a crime; the location of the crime or victims; or the identity, description, or location of the person who committed the crime.
  • Such releases of information will be made only after efforts have been made to tell you about the request and you have time to obtain an order protecting the information requested.


Inmates

If you are an inmate of a correctional institution or under the custody of a law enforcement official, we may release health information about you to the correctional institution or law enforcement official. This release would be necessary:
(1) for the institution to provide you with healthcare;
(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 Health Information About You

You have the following rights regarding health information we maintain about you:


Right to Inspect and Copy

You have certain rights to inspect and copy your health information. Usually, this includes health and billing records.

To inspect and copy health information, you must submit your request in writing on a form provided by us. If you request a copy of your health information, we may charge a fee for the costs of locating, copying, mailing or other supplies and services associated with your request.

We may deny your request to inspect and copy in certain very limited circumstances. If you are denied access to health information, you may in certain instances request that the denial be reviewed.

Right to Amend

If you feel that health information we have about you is incorrect or incomplete, you may ask us to amend the information. To request an amendment, your request must be made in writing on a form provided by us and must give a reason to support the request.

We may deny your request if you ask us to amend information that is accurate and complete, was not created by us or is not part of the information you are permitted to inspect.


Right to an Accounting of Disclosures

You have the right to request a list (accounting) of any disclosures of your health information we have made, except for uses and disclosures for treatment, payment, and health care operations, as previously described.

To request this list of disclosures, you must submit your request on a form that we will provide to you. Your request must state a time period that may not be longer than six years and may not include dates before April 14, 2003 (the compliance date of the Privacy Regulation). The first list of disclosures you request within a 12-month period will be free. For additional lists, we may charge you for the costs of providing the list.

Right to Request Restrictions

You have the right to request a restriction or limitation on the health information we use or disclose about you for treatment, payment, or health care operations. You also have the right to request a limit on the health information we disclose about you to someone who is involved in your care or the payment for your care. For example, you could ask that access to your health information be denied to a particular member of our workforce who is known to you personally.

While we will try to accommodate your request for restrictions, we are not required to do so if it is not feasible for us to ensure our compliance with law or we believe it will negatively impact the care we may provide you. If we do agree, we will comply with your request unless the information is needed to provide you emergency treatment. To request a restriction, you must make your request on a form that we will provide you. In your request, you must tell us what information you want to limit and to whom you want the limits to apply.


Right to Request Confidential Communications

You have the right to request that we communicate with you about health matters in a certain manner or at a certain location. For example, you can ask that we only contact you at work or by mail to a post office box. During our intake process, we will ask you how you wish to receive communications about your health care or for any other instructions on notifying you about your health information. We will accommodate all reasonable requests.


Right to a Paper Copy of This Notice

You have the right to obtain a paper copy of this Notice at any time upon request.

Minors and Mentally Incompetent Persons

Minors have all the rights outlined in this Notice with respect to Health Information, except, when the law requires reporting child abuse or neglect; a crime; domestic violence; or when the law requires giving notice prior to an abortion to a parent, guardian or custodian.

Mentally incompetent persons are persons adjudicated as such. Only their legal guardian may consent to treatment. All Health Information will be provided to their legal guardian.

Changes To This Notice

We reserve the right to change this Notice. We reserve the right to make the revised or changed Notice effective for 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 our facility and on our website. The Notice contains the effective date on the first page.


Complaints

If you believe your privacy rights have been violated, you may file a complaint with us by contacting our Privacy Official or with the Secretary of the Department of Health and Human Services at Privacy Complaints, P.O. Box 8050, 750 Security Boulevard, Baltimore, Maryland 21244-1850. To file a complaint with us, contact : The Privacy Official at Planned Parenthood Southwest Ohio Region, 2314 Auburn Avenue, Cincinnati, OH 45219. All complaints must be submitted in writing. You will not be penalized for filing a complaint.


Other Uses of Health Information

Other uses and disclosures of health information not covered by this Notice or the laws that apply to us will be made only with your written permission. If you provide us permission to use or disclose health information about you, you may revoke that permission, in writing, at any time. If you revoke your permission, we will no longer use or disclose health information about you for the reasons covered by your written authorization. You understand that we are unable to take back any disclosures we have already made with your permission, and that we are required to retain the records of the care that we provided to you.

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Southwest Ohio Region HIPAA