Perry's Private Home Care
What Information Do We Keep in Your Records?
We develop, receive and use various documents to help us understand your needs, abilities, strengths and preferences. These records are maintained as part of our general case management activities and are intended to:
¨ record services and care provided to you;
¨ monitor your response(s) to the services provided;
¨ identify if, when and what changes might be needed to your Care Plan; and,
¨ record the number of service hours provided to you for billing and payroll purposes.
This means, as our client, we will have information about you on file. The usual types of documents we use are listed below. Depending on the specifics of your case, we may only use some of them, and/or we may require additional ones that are not listed:
¨ identifying data; (e.g., name, gender, birth date, address, telephone number, next-of-kin, emergency contact number);
¨ initial request for service or your initial referral from another source;
¨ Assessment details;
¨ Care Plan;
¨ Consent for Referral & Release Information ;
¨ Service Agreement;
¨ Progress Notes;
¨ Direct Care Worker Notations;
¨ Service Schedule (hours, dates & Direct Care Worker assigned);
¨ billing documentation;
¨ records of Supervisor’s visits;
¨ Client Rights information;
¨ Physician's orders;
¨ documentation on Health Care Directives (if applicable);
¨ Incident Reports; and,
¨ Client Satisfaction Questionnaires.
How Do We Handle Your Confidential Information?
Protecting your confidentiality is critically important to us. Any sensitive, medical, identifying, and/or business information, which you disclose, is kept confidential unless we first obtain your written consent to share specific details with specific persons or resources. We will not disclose your personal information on a public platform or allow unauthorized individuals to access it. As part of our protection program, we have the following measures in place:
¨ We require all our personnel, independent contractors, and volunteers to sign a Confidentiality & Non-Disclosure Agreement as a condition of employment, contract, or service. In addition, they are required to strictly adhere to our policies to protect:
o the privacy, confidentiality, and security of your records; and,
o your records from loss, destruction, tampering, and unauthorized use.
¨ All forms of your personal information are handled in the same confidential and secure manner, whether it is written, electronic or verbal.
¨ Your records and information are stored under secure conditions at our Agency office.
¨ No one may access your confidential information unless it is necessary to do so in the performance of their assigned duties.
¨ Your sensitive information is protected against unauthorized access or disclosure.
¨ We follow established laws and will not divulge, copy, distribute, sell, loan, review, alter or destroy your records, except as properly authorized by our Administrator.
¨ All requests to review your sensitive information must be referred to the Supervisor for guidance.
¨ None of your information can be released until consent to do so is given by our Supervisor or Administrator.
¨ If your confidential or sensitive information needs to be destroyed, it is shredded.
¨ We require anyone who suspects or is aware of a confidentiality breach to report it immediately to our Administrator, who will conduct an investigation.
What is Protected Health Information?
Under the Health Insurance Portability & Accountability Act (HIPAA), Protected Health Information is any identifiable health information that is used, maintained, stored, or transmitted by a HIPAA-covered entity. It is not only your past and current health information but also future information about medical conditions or physical and mental health-related to the provision of care or payment for care. The information can be in any form, including physical records, electronic records, or spoken information. Essentially, it includes any health information that can be tied to you, including:
¨ full or last name and initial;
¨ all geographical identifiers smaller than a state, except for the initial three digits of a zip code;
¨ dates (other than year) directly related to an individual;
¨ phone numbers;
¨ fax numbers;
¨ email addresses;
¨ social security numbers;
¨ medical record numbers;
¨ health insurance beneficiary numbers;
¨ account numbers;
¨ certificate/license numbers;
¨ vehicle identifiers (including serial numbers and license plate numbers);
¨ device identifiers and serial numbers;
¨ web uniform resource locators (URLs);
¨ internet protocol (IP) address numbers;
¨ biometric identifiers, including fingerprints, retina & iris patterns and voice prints;
¨ full-face photographic images and any comparable images; and,
¨ any other unique identifying number, characteristic, or code except the unique code assigned by the investigator to code the data.
How We Use & Disclose Your PHI
Health information generally refers to information about your past or present health status, condition, diagnosis, treatment, prognosis, or payment for health care.
Before we use or disclose your Protected Health Information (PHI), you must give us your written authorization.
We may use or disclose your PHI to:
¨ Assist in the planning and development of your Care Plan to ensure the services and care provided will meet your functional needs.
¨ Determine the skills required to provide the services you need (e.g. skilled services such as Nursing, Physiotherapy) or (e.g., non-skilled services such as Personal Care, Respite, Homemaking).
¨ Refer you to another Service Provider if we are unable to deliver, or do not offer, the services that your health and functional condition(s) require (e.g., 24-hour care, skilled nursing services).
¨ Refer you to a Medical Professional when specialized services are indicated (e.g., Medical Practioner, Registered Nurse, Occupational Therapist).
¨ Report changes in your condition to an appropriate person (e.g., Supervisor, Registered Nurse, Medical Practioner).
¨ Determine the service charges for the type(s) of care and services you need.
¨ Obtain payment, where applicable, from your Insurance Plan (e.g., we may need to disclose your diagnosis, treatment, and supplies used for billing purposes).
¨ Contact you by phone, address or other means, which you have provided:
o for operational purposes (e.g., schedule changes, appointment reminders, welfare checks, billing issues)
o to inform you about related benefits, services, and treatment options.
If you don’t want us to communicate with you in any of these ways, contact (Perry’s Private Home Care, LLC at 678-216-7458 or email firstname.lastname@example.org.)
¨ Disclose your medical information to family members or others who are involved in your care or payment for your care.
You may cancel your written authorizations at any time by notifying (Perry’s Private Home Care, LLC at 678-216-7458 or email email@example.com.)
Refer to the Notice of Privacy Practices in Appendix “A” for more details about how we use and disclose your PHI information.
How We Secure Your Protected Health Information
To ensure the confidentiality, integrity, and availability of your Protected Health Information we have implemented physical, technical and administrative security safeguards to protect your PHI against reasonably anticipated threats.
How You Can Access Your Protected Health Information
¨ You have the right to inspect and/or obtain copies of a broad selection of your PHI including:
o medical records;
o billing and payment records;
o insurance information;
o clinical case notes
¨ There are certain types of PHI that you cannot access including:
o PHI that is not part of your personal record;
o the personal notes made by a mental health care provider a counselor summarizing a counseling session; and,
o documentation that is expected to be required for legal purposes (e.g., a civil, criminal, or administrative action or proceeding).
You may submit a request to access your PHI (Perry’s Private Home Care, LLC at 678-216-7458 or email firstname.lastname@example.org.)
¨ We may, at our discretion, verify your identity or the identity of your representative before making this information available. Verification may be done in person, orally, or in writing.
¨ Your request will be processed as quickly as possible but no later than 30-working days from the time your request is received. The length of time will largely depend on whether the information is provided in person or is sent by certified mail or by electronic means.
¨ There may be a fee for providing you with your Protected Health Information (e.g., hard copies/paper copies, labor, postage).
What is a “Notice of Privacy Practices”?
We are required by the Health Insurance Portability & Accountability Act (HIPAA) Privacy Rule to provide a “Notice of Privacy Practices” to inform you about:
¨ how your medical information may be used and disclosed; and,
¨ how you can get access to your health information.
We are also required, by law, to state in writing that you received the notice:
¨ The law does not require you to sign the “Acknowledgement of receipt of notice of Notice of Privacy Practices”.
¨ Signing the acknowledgment does not mean that you have agreed to any special uses or disclosures (sharing) of your health records.
¨ Refusing to sign the acknowledgment does not prevent us from using or disclosing health information as HIPAA permits.
¨ If you refuse to sign the acknowledgment, we must keep a record of this fact.
Following is a summary of our Notice of Privacy Practices:
¨ Your Rights:
o Get an electronic or paper copy of your medical record.
o Ask us to correct your medical record.
o Request confidential communications.
o Ask us to limit what we use or share.
o Get a list of those with whom we have shared information.
o Get a copy of this Privacy Notice.
o Choose someone to act for you.
o File a complaint if you feel your rights are violated.
¨ Your Choices
o For certain health information you can tell us your choices about what we share.
o In some cases, we never share your information unless you give us written permission.
¨ Our Uses & Disclosures
o Treat you.
o Run our organization.
o Bill for your services.
o Help with public health and safety issues.
o Do research.
o Comply with the law.
o Respond to organ & tissue donation requests.
o Work with a medical examiner or funeral director.
o Address workers’ compensation, law enforcement, and other government requests.
o Respond to lawsuits and legal actions.
¨ Our Responsibilities
o Maintain privacy and security of your PHI.
o Advise you of breaches that might compromise your PHI.
o Follow the duties & practices of this notice.
o Not use or disclose your information other than as prescribed
Where You Can Find Our “Notice of Privacy Practices”
¨ Our Notice of Privacy Practices can be found:
o located in Appendix “A” of this Client Handbook;
o posted in our Agency office; and/or,
o displayed on our website:
¨ You will receive a Notice of Privacy Practices:
o usually at your first appointment;
o in an urgent situation, you will receive notice as soon as possible after the event.
Anyone may request to see our Notice of Privacy Practices.