Your privacy is important to us. We respect and protect Your privacy. Springbok Health Inc. uses and shares Your information to provide You with health benefits. Springbok Health Inc. wants to let You know how Your information is used or shared.
Your Protected Health Information
PHI means protected health information. PHI is health information that includes Your name, Insurance number or other identifiers, and is used or shared by Springbok Health Inc.
Why does Springbok Health Inc. use or share our Clients’ PHI?
- To provide for Your treatment
- To pay for Your mental health care
- To review the quality of the care You get
- To tell You about Your choices for care
- To use or share PHI for other purposes as required or permitted by law.
When does Springbok Health Inc. need Your written authorization (approval) to use or share Your PHI?
Springbok Health Inc. needs Your written approval to use or share Your PHI for purposes not listed above.
What are Your privacy rights?
- To look at Your PHI
- To get a copy of Your PHI
- To amend Your PHI
- To ask us to not use or share Your PHI in certain ways
- To get a list of certain people or places we have given your PHI
How does Springbok Health Inc. protect your PHI?
Springbok Health Inc. uses many ways to protect PHI. This included PHI in written word, spoken work, or in a computer. Below are some ways Springbok Health Inc. protects PHI:
- Springbok Health Inc. has policies and rules to protect PHI.
- Springbok Health Inc. limits who may see PHI. Only Springbok Health Inc. staff with a need to know PHI may use it.
- Springbok Health Inc. staff is trained on how to protect and secure PHI.
- Springbok Health Inc. staff must agree in writing to follow the rules and policies that protect and secure PHI
- Springbok Health Inc. secures PHI in our computers. PHI in our computers is kept private by using firewalls and passwords.
The above is only a summary. Our Notice of Privacy Practices has more information about how we use and share our Clients’ PHI. Our Notice of Privacy Practices is in the following section of this document and is on the Patient Portal. You may also get a copy of our Notice of Privacy Practices by calling our Director of Quality Improvement and Compliance at 1-719-766-8511, 4000.
NOTICE OF PRIVACY PRACTICES
Effective Date: January 1, 2016
THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CARFULLY.
We understand the importance of privacy and are committed to maintaining the confidentiality of your medical information. We make a record of the medical care we provide and may receive such records from others. We use these records to provide or enable other health care providers to provide quality medical care, to obtain payment for services provided to you as allowed by your health plan and to enable us to meet our professional and legal obligations to operate this mental health practice properly. We are required by law to maintain the privacy of protected health information and to provide individuals with notice of our legal duties and privacy practices with respect to protected health information. This notice describes how we may use and disclose your medical information. It also describes your rights and our legal obligations with respect to your medical information. If you have any questions about this Notice, please contact our Privacy Officer listed above.
A. How This Mental Health Practice May Use or Disclose Your Health Information
This mental health practice collects health information about you and stores it in a chart and on a computer. This is your medical record. The medical record is the property of this medical practice, but information in the medical record belongs to you. The law permits us to use or disclose your health information for the following purposes:
Treatment: We use medical information about you to provide your medical care. We disclose medical information to our employees and others who are involved in providing the care you need. For example, we may share your medical information with other physicians or other health care providers who will provide services which we do not provide. Or we may share this information with a pharmacist who needs it to dispense a prescription to you, or a laboratory that performs a test. We may also disclose medical information to members of your family or others who can help you when you are sick or injured.
Payment: We use and disclose medical information about you to obtain payment for the services we provide. For example, we give your health plan the information it requires before it will pay us. We may also disclose information to other health care providers to assist them in obtaining payment for services they have provided to you.
Health Care Operations: We may use and disclose medical information about you to operate this mental health practice. For example, we may use and disclose this information to review and improve the quality of care we provide, or the competence and qualifications of our professional staff. Or we may use and disclose this information to get your health plan to authorize services or referrals. We may also use and disclose this information as necessary for medical reviews, legal services and audits, including fraud and abuse detection and compliance programs and business planning and management. We may also share your medical information with our “business associates,” such as our billing service, that perform administrative services for us. We have a written contract with each of these business associates that contains terms requiring them to protect the confidentiality and security of your medical information. Although federal law does not protect health information which is disclosed to someone other than another healthcare provider, health plank healthcare clearinghouse or one of their business associates, Colorado law prohibits all recipients of healthcare information from further disclosing it except as specifically required or permitted by law. We may also share your information with other health care providers, health care clearinghouses or health plans that have relationship with you, when they request this information to help them with their quality assessment and improvement activities, their client-safety activities, their population management or care coordination activities, their review of competence, qualifications and performance of health care professionals, their training programs, their accreditation , certification or licensing activities, their activities related to contracts of health insurance or health benefits, or their health care fraud and abuse detection and compliance efforts. We may also share medical information about you with the other health care providers, health care clearinghouses and health plans that participate with us in “organized health care arrangements” (OHCAs) for any of the OHCA’s health care operations. OHCA’s include hospitals, physician organizations, health plans, and other entities which collectively provide health care services. A listing of the OHCA’s we participate in is available from the Privacy Official.
Appointment Reminders: We may use and disclose medical information to contact and remind you about appointments. If you are not home, we may leave this information on your answering machine or in a message left with the person answering the phone. We also will send confirmation via text messaging if you subscribe.
Notification and Communication with Family: We may disclose your health information to notify or assist in notifying a family member, your personal representative or another person responsible for your care about your location, your general condition or, unless you have instructed us otherwise, in the event of your death. In the event of a disaster, we may disclose information to a relief organization so that they may coordinate these notification efforts. We may also disclose information to someone who is involved with your care. If you are able and available to agree or object, we will give you the opportunity to object prior to making these disclosures, although we may disclose this information in a disaster even over your objection if we believe it is necessary to respond to the emergency circumstances. If you are unable or unavailable to agree or object, our health professionals will use their best judgment in communication with your family and others.
Sale of Health Information: We will not sell your health information without your prior written authorization. The authorization will disclose that we will receive compensation for your health information to the extent that you revoke that authorization.
Required by Law: As required by law, we will use and disclose your health information but we will limit our use or disclosure to the relevant requirements of the law. When the law requires us to report abuse, neglect or domestic violence, or respond to judicial or administrative proceedings, or to law enforcement officials, we will further comply with the requirement set forth below concerning those activities.
Public Health: We may, and are sometimes required by law to disclose your health information to public health authorities for purposes related to: preventing or controlling disease, injury or disability; reporting child, elder or dependent adult abuse or neglect; reporting domestic violence; reporting to the Food and Drug Administration problems with products and reactions to medications; and reporting disease or infection exposure. When we report suspected elder or dependent adult abuse or domestic violence, we will inform you or your personal representative promptly unless in our best professional judgement, we believe the notification would place you at risk of serious harm or would require informing a personal representative we believe is responsible for the abuse or harm.
Health Oversight Activities: We may, and are sometimes required by law to disclose your health information to health oversight agencies during the course of audits, investigations, inspections, licensure and other proceedings, subject to the limitations imposed by federal and Colorado law.
Judicial and Administrative Proceedings: We may, and are even sometimes required by law, to disclose your health informaitn in the course of any administrative or judicial proceeding to the extent expressly authorized by a court or administrative order. We may also disclose information about you in response to a subpoena, discovery request or other lawful process if reasonable efforts have been made to notify you of the request and you have not objected, or if your objections have been resolved by a court or administrative order.
Law Enforcement: We may, and are sometimes required by law, to disclose your health information to a law enforcement official for purposes such as identifying of locating a suspect, fugitive, material witness or missing person, complying with a court order warrant, grand jury subpoena and other law enforcement purposes.
Coroners: We may, and are often required by law, to disclose your health information to coroners in connection with their investigations of deaths.
Organ or Tissue Donation: We may disclose your health information to organizations involved in procuring, banking or transplanting organs and tissues.
Specialized Government Functions: We may disclose your health information for military or national security purposes or to correctional institutions or law enforcement officers that have you in their lawful custody.
Worker’s Compensation: We may disclose your health information as necessary to comply with worker’s compensation laws. For example, to the extent your care is covered by workers’ compensation, we will make periodic reports to your employer about your condition. We are also required by law to report cases of occupational injury or occupational illness to the employer or workers’ compensation insurer.
Change of Ownership: In the event that this mental health practice is sold or merged with another organization, our health information/record will become the property of the new owner, although you will maintain the right to request that copies of your health information be transferred to another physician or medical group.
- Breach Notification: In the case of a breach of unsecured protected health information we will notify you as required by law. If you have provided us with a current email address, we may use email to communicate information related to the breach. In some circumstances our business associate may provide the notification. We may also provide notification by other methods as appropriate.
B. When This Medical Practice May Not Use or Disclose your Health Information
Except as described in this Notice of Privacy Practices, this mental health practice will, consistent with its legal obligations, to use or disclose health information which identifies you without your written authorization. If you do authorize this medical practice to use or disclose your health information for another purpose, you may revoke your authorization in writing at any time.
C. Your Health Information Rights
- Right to Request Special Privacy Protection: You have the right to request restrictions on certain uses and disclosures of your health information by a written request specifying what information you want to limit, and what limitations on our use or disclosure of that information you wish to have imposed. If you tell us not to disclose information to your commercial health plan concerning health care items or services for which you paid for in full out-of-pocket, we will abide by your request, unless we must disclose the information for treatment or legal reasons. We reserve the right to accept or reject any other request, and will notify you of our decision.
- Right to Request Confidential Communications: You have the right to request that you receive your health information in a specific way or at a specific location. For example, you may ask that we send information to a particular email account or to your work address. We will comply with all reasonable requests submitted in writing which specify how or where you wish to receive these communications.
- Right to Inspect and Copy: You have the right to inspect and copy your health information, with limited exceptions. To access your medical information, you must submit a written request detailing what information you want access to, whether you want to inspect it or get a copy of it, and if you want a copy, your preferred form and format. We will provide copies in your requested form and format if it is readily producible, or we will provide you with an alternative format you find acceptable, or if we can’t agree and we maintain the record in an electronic format, your choice of a readable electronic hardcopy format. We will also send a copy to another person you designate in writing. We will charge a reasonable fee which covers our costs for labor, supplies, postage, and if requested and agreed to in advance, the cost of preparing an explanation or summary, as allowed by federal and Colorado law. We may deny your request under limited circumstances. If we deny your request to access your child’s records or the records of an incapacitated adult you are representing because we believe allowing access would be reasonably likely to cause substantial harm to the client, you will have a right to appeal our decision. If we deny your request to access your clinical notes, you will have the right to have them transferred to another mental health provider.
- Right to Amend or Supplement: You have a right to request that we amend your health information that you believe is incorrect or incomplete. You must make a request to amend in writing and include the reasons you believe the information is inaccurate or incomplete. We are not required to change your health information, and will provide you with information about this mental health practice’s denial and how you can disagree with the denial. We may deny your request if we do not have the information, if we did not create the information (unless amendment), if you would not be permitted to inspect or copy the information at issue, or if the information is accurate and complete as is. IF we deny your request, you may submit a written statement of your disagreement with that decision, and we may, in turn, prepare a written rebuttal. You also have the right to request that we add to your record a statement of up to 250 words concerning anything in the record you believe to be incomplete or incorrect. All information related to any request to amend or supplement will be maintained and disclosed in conjunction with any subsequent disclosure of the disputed information.
- Right to an Accounting of Disclosures: You have a right to receive an accounting of disclosures of your health information made by this mental health practice, except that this practice does not have to account for the disclosures provided to you or pursuant to your written authorization, or as described in paragraphs 1 (treatment(, 2 (payment), 3 (health care operations), 6 (notification and communication with family) and 18 (specialized government functions of Section A of this Notice of Privacy Practices or disclosures for purposes of research or public health which exclude direct patient identifiers, or which are incident to a use or disclosure otherwise permitted or authorized by law, or the disclosures to a health oversight agency or law enforcement official to the extent this medical practice has received notice from that agency or official that providing this accounting would be reasonably likely to impede their activities.
- Right to notice of legal duties: You have a right to notice of our legal duties and privacy practices with respect to your health information, including a right to a paper copy of this Notice of Privacy Practices, even if you have previously requested its receipt by email.
If you would like to have a more detailed explanation of these rights or if you would like to exercise one or more of these rights, contact our Privacy officer listed at the top of this Notice of Privacy Practices.
D. Changes to this Notice of Privacy Practices
We reserve the right to amend our privacy practices and the terms of this Notice of Privacy Practices at any time in the future. Until such amendment is made, we are required by law to comply with this Notice.
After an amendment is made, the revised Notice of Privacy Protections will apply to all protected health information that we maintain, regardless of when it was created or received. We will keep a copy of the current notice posted in our reception area, and a copy will be available at each appointment.
Complaints about this Notice of Privacy Practices or how this medical practice handles your health information should be directed to our Privacy Officer listed at the top of this Notice of Privacy Practices.
If you are not satisfied with the manner in which this office handles a complaint, you may submit a formal complaint to:
Office for Civil Rights
U.S. Department of Health & Human Services
50 United Nations Plaza – Room 322
San Francisco, CA 94102
1-415-437 – 8310; 1-415-437-8311 (TDD)