HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT – (HIPPA) COMPLIANCE POLICY NOTICE

Our office is fully committed to compliance with the Health Insurance Portability and Accountability
Act (HIPAA) guidelines.  Please review the following carefully.
Privacy values

  1. Our  office  will  use  and  disclose  the  minimum  necessary  amount  of  your  personal  health
    information   (P.H.I)   for   purpose   of   treatment,   meaning   the   provision,   coordination,
    management of your health care and related services.  For instance, we will use and disclose
    your  health  information  to  coordinate  benefits  with  a  third  party  payer  or  for  consultation
    between our office and a specialist if required for your care.
  2. Our office will use and disclose the minimum necessary amount of P.H.I. to obtain payment
    for  services  rendered.    Our  office  may  share  the  information  of  services  rendered  with  your
    insurer for the purposes of reimbursements.
  3. Our  office  may  use  and  disclose  the  minimum  necessary  amount  of  P.H.I  to  appropriate
    Public Health or government authorities for reasons such as, but not limited to, preventing or
    controlling  disease,  injury,  or  child  abuse  and  neglect.    Our  office  may  use  your  minimum
    necessary  amount  of  your  P.H.I  to  the  extent  necessary  to  inform  appropriate  government
    authorities if we reasonably believe you to be a victim of abuse, neglect or domestic violence.
  4. Our  office  may  use  or  disclose  the  minimum  necessary  amount  of  your  P.H.I.  to  a  health
    oversight  agency  for  oversight  activities  authorized  by  law,  such  as  for,  but  not  limited  to
    audits.
  5. Our office may use or disclose the minimum necessary amount of your P.H.I. in the course of
    any judicial or administrative proceeding if required by law to do so.  We may use or disclose
    your minimum necessary amount of your P.H.I to law enforcement agency if required by law
    to do so.
  6. Our office may use or disclose the minimum necessary amount of your P.H.I. to a coroner or
    medical  examiner  for  the  purpose  of  identifying  a  deceased  person,  determining  a  cause  of
    death or another matter authorized by law, or to funeral directors to carry out their duties with
    respect to the deceased.
  7. Our  office  will  transfer  all  of  your  information  to  Corporate  Health  in  cases  of  work-related
    injuries.
  8. Our  office  may  use  or  disclose  the  minimum  necessary  amount  of  your  P.H.I.  for  an
    investigation  by  the  United  States  Department  of  Health  and  Human  Services  Secretary  to
    determine if our office is in compliance with the HIPAA privacy regulation that requires us to
    protect your individually identifiable health information.
  9. Our  office  will  obtain  written  authorization  from  you  if  we  would  like  to  use  your  P.H.I.  for
    marketing purposes.  You have the right to revoke and authorization as long as you do so in
    writing.
  10. Our office will use and disclose the minimum necessary amount of your P.H.I. that is directly
    relevant  to  involvement  of  a  family  member,  other  relative,  or  a  close  personal  friend  or
    someone identified.  Such uses and disclosures will be made only with your permission if you
    are present, unless you are incapacitated or there is an emergency circumstance where our
    office must exercise professional judgment.
  11. Our office will use and disclose the minimum necessary amount of your P.H.I. for health care
    operations  such  as  business  planning,  auditing,  and  development  that  involves  conducting
    cost  management  and  planning  related  analysis  related  to  managing,  operating  the  entity
    including   formulary   development   and   administration,   development   or   improvement   of
    methods of payments or coverage policies.  It may be done without your written authorization.
  12. Our  office  may  use  or  disclose  the  minimum  necessary  amount  of  your  P.H.I.  if  we  believe
    doing  so  is  necessary  to  prevent  or  lessen  a  serious  and  imminent  threat  to  the  health  or
    safety of a person or the public and other specific circumstances.

You have  the  right  to  inspect  or  obtain  a  copy  of  the  minimum  necessary  amount  of  your  P.H.I.
from our office.  Our office requires you to submit such requests in writing to our office management.
Our office must act on your request no later than five days after receipt of your request, unless P.H.I.
requested  is  not  maintained  or  accessible  to  our  office  on  site.    In  the  latter  case,  our  office  must
respond to your request within 15 days of your request:  you may be charged a processing fee of $25
or more.

Security of Records

  • Our office is in compliance with HIPAA guidelines as regards to maintaining security of our
    patients’ medical information and records.
  • All patients’ charts and P.H.I. are kept locked after the operating hours of business and cannot
    be accessed.
  • Patient information cannot be accessed on the computer after the operating hours.  During
    operating hours only free healthcare provider has access to that information.
  • All staff will refrain from discussing protected health information in lobby, elevators, corridors
    and public spaces.
  • P.H.I. will not be placed in public accessible places.
  • Chart to be placed face down on counters and face up backwards in the racks.

Compliance Assurance

All employees of Dix-Eureka MedCenter practice, including doctors, managers and other staff members
continually undergo training so that they may understand and comply with government rules and
regulations regarding the HIPAA with particular emphasis on “Privacy Rule.”  It is our policy to
properly determine appropriate uses of P.H.I. in accordance with the government rules, laws and
regulations.

Billing

Our office maintains our patients’ information and billing process in compliance with national
HIPAA standards.  Our billing company is HIPAA compliant.

Correspondence & Privacy officer

Monika Kaura

Please email: info@dixeurekamedcenter.com

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