Overview: VNA-Hospice is committed to protecting the privacy of our clients. We have specific policies and procedures that address the way health care information is collected, used and disclosed. The policies and procedures were developed as defined in the Privacy Rule of the Administrative Simplification provisions of the Health Insurance Portability & Accountability Act of 1996. Copies of all policies are available upon request.

Protection of Client’s Privacy: VNA-Hospice receives health care information by mail, in person, by telephone, by fax line and electronically. It is protected by our secure electronic system, and by all VNA-Hospice staff and affiliates written commitment to the terms and condition of our Confidentiality and Privacy Policies. Health Care and personal records are accessed by only staff and/or affiliates whose specific job requires them to do so.

Types of Personal Information Collected: We collect a variety of personal health information in order to provide a range of health care services. We collect medical related data related to current and past conditions. We collect Social Security Numbers, addresses, phone numbers, health insurance information, financial information and personal information. Some information necessary to provide care may be provided prior to the client’s admission to VNA-Hospice. Health records are kept a minimum of seven years after discharge and may be destroyed thereafter.

Routine Consent: VNA-Hospice asks clients at time of admission for written consent to use their private health care information as necessary to provide care and for carrying out legitimate business activities:

• To Provide Care Services:
  • Obtaining or disclosing records of services to past, present or future providers.
  • Sharing health related information with other health care providers for the coordination of services.
  • Scheduling of visits or appointments
  • Emergency situations
  • At the time of the client’s death
• To process claims for payment:
  • Primary payors
  • Secondary payors
  • Worker’s Compensation
  • Coordination of Care & Supplies
• To perform utilization review, benchmarking activities, quality monitoring and certification/licensing activities
• To perform internal compliance/grievance procedure activities
• Non specific patient data may be used for fund raising activities
• When required by law

Routine Consent may allow for the disclosure of health related information to a family member, relative, friend or other identified person involved in your care as long as it is relevant to such person’s coordination/involvement in your care or payment of care.

Special Consents: Except as stated above under “Routine Consent”, VNA-Hospice will obtain a client’s specific written consent before disclosing health related information for:

• Fund raising activities involving identifiable personal health information data
• Research requiring access to identifiable personal health information data
• Educational activities
• Oversight activities requiring visitation

VNA-Hospice may require authorization if mental health, drug or alcohol abuse or HIV/AIDS records are to be used or disclosed for other than routine treatment, payment or health care operations.

Your Rights with Respect to Your Health Information:

Right to Revoke Authorization: At any time you have the right to revoke authorization to
disclose information. However, VNA-Hospice may not be able to provide services without the authorization that allows us to conduct our regular business practices.

Right to Request Restrictions: If you wish to request a restriction, contact the VNA-Hospice Privacy Official at (603)569-2729 for details. VNA-Hospice is not required to agree to your request.

Right to receive confidential communications: You have the right to request that confidential information be communicated with you in a special way. If you wish to have this occur contact
VNA-Hospice Privacy Official at (603)569-2729 for details and we will attempt to honor your reasonable request.

Right to inspect and copy your health information: You have the right to inspect and copy your health information, including your billing records If you wish to have this occur, contact
VNA-Hospice Privacy Official at (603)569-2729 for details

Right to amend health care information: If you believe that your health information is incorrect or incomplete, you may ask in writing to have VNA-Hospice amend your information. VNA-Hospice may deny the request if:

• It is not in writing or does not include a reason for the amendment
• Health Information records were not created by VNA-Hospice
• Health information is not part of the information you are permitted to change
• In the opinion of VNA-Hospice the records containing your health information are accurate and complete.

If you have any questions about your rights to amend your information, contact VNA-Hospice’s Privacy Official at (603) 569-2729 for details.

Right to an accounting: You have a right to request an accounting of disclosures of your health information made by VNA-Hospice for any reason other than for treatment, payment or health operations. The request must be in writing and should specify the time period for the accounting starting on or after April 14, 2003. Accounting requests may not be made for periods in excess of six years and may be subject to a reasonable cost based fee

Right to a paper copy of this notice: If you would like more copies of this notice, please contact the VNA-Hospice at 603-569-2729.

Complaints:
If you have a complaint in regard to your privacy, contact the Privacy Official at (603) 569-2729.