Notice of Privacy Practices

Cardiology, P.C.

Notice of Privacy Practices

Effective Date:  September 20, 2019

THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION.

PLEASE REVIEW CAREFULLY

If you have any questions about this notice, please contact our Privacy Officer at: 860-522-5712.

This notice of Privacy Practices describes how we may use and disclose your protected health information to carry out treatment, payment or healthcare operations and for other purposes that are permitted or required by law.  It also describes your rights to access and control your protected health information. “Protected Health Information” is information about you, including demographic information, that may identify you and that relates to your past, present or future physical or mental health or condition.

OUR PLEDGE REGARDING MEDICAL INFORMATION:

We understand that medical information about you and your health is personal.  We are committed to protecting medical information about you. We are required to abide by the terms of this Notice of Privacy Practices.  We may change the terms of our notice at any time. The new notice will be effective for all protected health information that we maintain at that time.  Upon your request, we will provide you with any revised Notice of Privacy Practices. You may request that a revised copy be sent to you in the mail, sent via our patient portal, by facsimile or by asking for one at the time of your next appointment.

  1. Uses and Disclosures of Protected Health Information

The following are examples of different ways we may use and disclose your protected health care information.  These examples are not meant to be exhaustive, but to describe the types of uses and disclosures that may be made by our office.

For Treatment:  We will use and disclose your protected health information to provide, coordinate, or manage your health care with a third party that has already obtained your permission to have access to your protected health information.  For example, we would disclose your protected health information, as necessary, to a home health agency that provides care to you. We will also disclose protected health information to other physicians who may be treating you when we have the necessary permission from you to disclose your protected health information.  For example, your protected health information may be provided to a physician to whom you have been referred to ensure that the physician has the necessary information to diagnose or treat you.

In addition, we may disclose your protected health information from time-to-time to another physician or health care provider (i.e.: a specialist or laboratory) who, at the request of your physician, becomes involved in your care by providing assistance with your health care diagnosis or treatment to your physician.

For Payment:  Your protected health information will be used, as needed, to obtain payment for your health care services.  This may include certain activities that your health insurance plan may undertake before it approves or pays for the health care services we recommend for you such as; making a determination of eligibility or coverage for insurance benefit, reviewing services provided to you for medical necessity, and undertaking utilization review activities.  For example, obtaining approval for a hospital stay may require that your relevant protected health information be disclosed to the health plan to obtain approval for the hospital admission.

For Healthcare Operations:  We may disclose, as needed, your protected health information in order to support the business activities of your physician’s practice. These activities include, but are not limited to, quality assessment activities, employees review activities, training of medical students, residents, and interns, and employees of Cardiology, P.C.  These activities also may include Physician licensing, credentialing, and conducting or arranging for other business activities.

For example, we may disclose your protected health information to medical students, interns, and residents that see patients at our office when training with one of our Physicians.  In addition, we may, in the future use a sign-in sheet at the registration desk where you will be asked to sign your name and indicate your physician. We may also call you by name in the waiting room when your physician is ready to see you or if any other staff needs additional information.  We may disclose your protected health information, as necessary, to contact you to remind you of your appointment via, telephone by using your answering recording device or leaving a message with a family member or person answering the telephone.  

We may telephone you, leave a message on your answering device or with another family member or person answering your telephone to relay test results or to obtain information for mailing, obtain insurance information, or to speak with you about your account.  We will give as little information as possible (i.e.: name of company, person to ask for, telephone #, and reason for call) if we cannot speak to you directly.

We will share your protected health information with third party “business associates” that perform various activities (i.e.: billing, transcription services, or outside lab) for the practice. Whenever an arrangement between our office and a business associate involves the use or disclosure of your protected health information, we will have a written contract that contains terms that will protect the privacy of your protected health information.

Your protected health information may be transported to our satellite office(s) by your physician or other office personnel for appointments scheduled in those locations.

We may use or disclose your protected health information, as necessary, to provide you with information about treatment alternatives or other health-related benefits and services that may be of interest to you.  We may also use and disclose your protected health information for other marketing activities, for example, your name and address may be used to send you a newsletter about our practice and the services we offer.  We may also send you information about products or services that we believe may be beneficial to you. You may contact our Privacy Officer to request that these materials not be sent to you.

Uses and Disclosures of Protected Health Information Based Upon Your Written Authorization

Other uses and disclosures of your protected heath information will be made only with your written authorization, unless otherwise permitted or required by law as described below.  You may revoke this authorization, at any time, in writing, except to the extent that your physician or the physician’s practice has taken an action in reliance on the use or disclosure indicated in the authorization.

Other Permitted and Required Uses and Disclosures That May Be Made with Your Consent, Authorization or Opportunity to Object

We may use and disclose your protected health information in the following instances.  You have the opportunity to agree or object to the use or disclosure of all or part of your protected health information.  If you are not present or able to agree or object to the use or disclosure of the protected health information, then your physician may, using professional judgment, determine whether the disclosure is in your best interest.  In this case, only the protected health information that is relevant to your health care will be disclosed.

Other Involved in Your Healthcare:  Unless you object, we may disclose to a member of your family, relative, a close friend or any other person you identify, your protected health information that directly relates to that person’s involvement in your health care (i.e.: medication changes, lab or test results, appointment confirmations or changes).  If you are unable to agree or object to such a disclosure, we may disclose such information as necessary if we determine that it is in your best interest based on our professional judgment. We may use or disclose protected health information to notify or assist in notifying a family member, personal representative or any other person that is responsible for your care of your location, general condition and death.  Finally, we may use or disclose your protected health information to an authorized public or private entity to assist in disaster relief efforts and to coordinate uses and disclosures to family or other individuals involved in your health care.

Emergencies:  We may use or disclose your protected health information in an emergency treatment situation.  If this happens, your physician shall try to obtain your consent as soon as reasonably practicable after the delivery of treatment.  If your physician or another physician in the practice is required by law to treat you and the physician has attempted to obtain your consent but is unable to obtain your consent, he or she may still use or disclose your protected health information to treat you.

Communication Barriers:  We may use and disclose your protected health information if your physician or another physician in the practice attempts to obtain consent from you but is unable to do so due to substantial communication barriers and the physician determines using professional judgment that you intend to consent to use or disclose under the circumstances.

Other Permitted and Required Uses and Disclosures That May Be Made Without Your Consent, Authorization or Opportunity to Object:

We may use or disclose your protected health information in the following situations without your consent or authorizations. These situations include:

Organized Health Care Arrangement (OHCA):  We are part of an Organized Health Care Arrangement (OHCA) with the Hartford HealthCare Corporation/Integrated Care Partners and its members for the purpose of engaging in certain medical management, utilization review, quality assessment and improvement, and data aggregation activities.  We may use and disclose your protected health information without your consent in connection with the operation of the OHCA. No member of the OHCA shall be liable or otherwise responsible in any manner of the acts or omissions of any other member of the OHCA by reason of its participation in such arrangement.

Required By Law:  We may use or disclose your protected health information to the extent that the use of disclosure is required by law.  The use or disclosure will be made in compliance with the law and will be limited to the relevant requirements of the law.  You will be notified, as required by law, of any such uses or disclosures.

Public Health:  We may disclose your protected health information for the public health activities and purposes to a public health authority that is permitted by law to collect or receive the information.  The disclosure will be made for the purpose of controlling disease, injury or disability. We may also disclose your protected health information if directed by the public health authority, to a foreign government agency that is collaborating with the public health authority.

Communicable Diseases:  We may disclose your protected health information, if authorized by law, to a person who may have been exposed to a communicable disease or may otherwise be at risk of contracting or spreading the disease or condition.

Health Oversight:  We may disclose protected health information to a health oversight agency for activities authorized by law, such as audits, investigations, and inspections.  Oversight agencies seeking this information include government agencies that oversee the health care system, government benefit programs, other government regulatory programs and civil rights laws.

Abuse or Neglect:  We may disclose your protected health information to a health oversight agency for activities authorized by law to receive reports of child abuse or neglect.  In addition, we may disclose your protected health information if we believe that you have been a victim of abuse, neglect or domestic violence to the government entity or agency authorized to receive such information.  In this case, the disclosure will be made consistent with the requirements of applicable federal and state laws.

Food and Drug Administration:  We may disclose your protected health information to a person or company required by the Food and Drug Administration to report adverse events, product defects or problems, biologic product deviations, track products; to enable product recalls; to make repairs or replacements, or to conduct post marketing surveillance, as required.

Legal Proceedings:  We may disclose protected health information in the course of any judicial or administrative proceeding, in response to an order of a court or administrative tribunal (to the extent such disclosure is expressly authorized), in certain conditions in response to a subpoena, discovery request or to her lawful process.

Law Enforcement:  We may also disclose protected heath information, so long as applicable legal requirements are met, for law enforcement purposes.  These law enforcement purposes include (1) legal processes and otherwise required by law, (2) limited information requests for identification and location purposes, (3) pertaining to victims of a crime, (4) suspicion that death has occurred as a result of criminal conduct, (5) in the event that a crime occurs on the premises of the practice, and (6) medical emergency (not on the practices’ premises) and it is likely that a crime has occurred.

Coroners, Funeral Directors, and Organ Donation:  We may disclose protected health information to a coroner or medical examiner for identification purposes, determining cause of death or for the coroner or medical examiner to perform other duties authorized by law.  We may also disclose protected health information to a funeral director, as authorized by law. We may disclose such information in reasonable anticipation of death. Protected health information may be used and disclosed for cadaver organ, eye or tissue donation purposes.

Research:  We may disclose your protected health information to researchers when their research has been approved by an institutional review board that has reviewed the research proposal and establish protocols to ensure the privacy of your protected health information.

Criminal Activity:  Consistent with applicable federal and state laws, we may disclose your protected health information, if we believe that the use or disclosure is necessary to prevent or lessen a serious and imminent threat to the health or safety of a person or the public.  We may also disclose protected health information if it is necessary for law enforcement authorities to identify or apprehend an individual.

Military Activity and National Security:  When the appropriate conditions apply, we may use or disclose protected health information of individuals who are Armed Forces personnel (1) for activities deemed necessary by appropriate military command authorities; (2) for the purpose of a determination by the Department of Veterans Affairs of your eligibility for benefits, or (3) to foreign military authority if you are a member of that foreign military services.  We may also disclose your protected health information to authorized federal officials for conducting national security and intelligence activities, including for the provision of protective services to the President or others legally authorized. 

Workers’ Compensation:  Your protected health information may be disclosed by us as authorized to comply with workers’ compensation laws and other similar legally established programs.

Inmates:  We may use or disclose your protected health information if you are an inmate of a correctional facility and your physician created or received your protected health information in the course of providing care to you.

Required Uses and Disclosures:  Under the law, we must make disclosure to you when required by the Secretary of the Department of Health and Human Services to investigate or determine our compliance with the requirement of Section 164.500 et.Seq.

  • Your Rights

Following is a statement of your rights with respect to your protected health information and a brief description of how you may exercise these rights.

You have the right to inspect and copy your protected health information.  This means you may inspect and obtain a copy of protected health information about you that is contained in a designated record set for as long as we maintain the protected health information.  A “designated record set” contains medical and billing records and any other records that your physician and the practice use for making decisions about you.

Under federal law, however, you may not inspect or copy the following records; psychotherapy notes; information compiled in reasonable anticipation of, or use in, a civil, criminal, or administrative action or proceeding, and protected health information that is subject to law that prohibits access to protected health information.  Depending on the circumstances, a decision to deny access may be reviewable. In some circumstances, you may have a right to have this decision reviewed. Please contact our Privacy Officer in writing at: Cardiology, P.C. 100 Retreat Avenue, Suite 811, Hartford CT 06106 Attn:  Privacy Officer if you have questions about access to your medical record.

You have the right to request a restriction of your protected health information.  This means you may ask us not to use or disclose any part of your protected health information for the purposes of treatment, payment or healthcare operations.  You may also request that any part of your protected health information not be disclosed to family members or friends who may be involved in your care, or the payment of your care or for notification purposes as descried in this Notice of Privacy Practices.  Your request must state the specific restriction requested and to whom you want the restriction to apply.

Your physician is not required to agree to a restriction you may request.  If your physician believes that it is in your best interest to permit use and disclosure of your protected health information, your protected health information will not be restricted.  If your physician does agree to the requested restriction, we may not use or disclose your protected health information in violation of that restriction unless it is needed to provide emergency treatment.  With this in mind please discuss any restriction you wish to request with your physician. You may request a restriction by contacting our Privacy Officer in writing at: Cardiology, P.C. 100 Retreat Avenue, Suite 811, Hartford CT 06106 Attn:  Privacy Officer.

To request restrictions, you must make your request in writing to: Cardiology, P.C. 100 Retreat Avenue, Suite 811, Hartford CT 06106 Attn:  Privacy Officer. In your request, you must state (1) what information you want to limit; (2) whether you want to limit our use, disclosure or both; and (3) to whom you want limits to apply, for example, disclosures to your spouse.

You have the right to request to receive confidential communication from us by alternative means or at an alternative location.  We will accommodate reasonable requests.  We may also condition this accommodation by asking you for information as to how payment will be handled or specification of an alternative address or other method of contact.  We will not request an explanation from you as to the basis for the request. Please make this request in writing to our Privacy Contact Officer.

You have the right to have your physician amend your protected health information.  This means you may request an amendment of protected health information about you in a designated record set for as long as we maintain this information.  In certain cases, we may deny your request for an amendment. If we deny your request for amendment, you have the right to file a statement of disagreement with us and we may prepare a rebuttal to your statement and will provide you with a copy of such rebuttal.  A request for amendment must be in writing and submitted to our Privacy Contact Officer. Our Privacy Officer will determine if you have questions about amending your medical record. In addition, you must provide a reason that supports your request.

You have the right to receive an accounting of certain disclosures we have made, if any, of  your protected health information.  This right applies to disclosures for purposes other than treatment, payment or healthcare operations as describe in this Notice of Privacy Practices.  It excludes disclosures we may have made to you, for a facility directory, to family members or friends involved in your care, or for notification purposes.  You have the right to receive specific information regarding these disclosures that occurred after April 14, 2003. You may request a shorter timeframe. The right to receive this information is subject to certain exceptions, restrictions and limitations. 

You have the right to request an “accounting of disclosures”.  This is a list of disclosures we made of medical information about you that was not for payment, treatment, or healthcare operations.

To request this list or accounting of disclosures, you must submit your request in writing to our Privacy Officer.  Your request must state a time period, which may not be longer than six years and may not include dates before April 14, 2003.  The first list you request within a 12-month period will be free. For additional lists, we may charge you for the costs of providing the list.  We will notify you of the cost involved and you may choose to withdraw or modify your request at that time before any costs are incurred.

You have the Right to Obtain a Paper Copy of this Notice from Us,  upon request, even if you hae agreed to accept this notice electronically.

  •  Complaints

You may complain to us or the Secretary of Health and Human Services, State of CT at 860-757-4700 if you believe you privacy rights have been violated by us.  You may file a complaint with us by notifying our Privacy Contact Officer of your complaint. We will not retaliate against you for filing a complaint.

You may contact our Privacy Officer by telephone at (860) 522-5712 for further information about the complaint process.

This notice was published and became effective on September 20, 2019.