Saint Joseph HealthCare, Inc.
NOTICE OF PRIVACY PRACTICES
Date: April 1, 2006
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 CAREFULLY.
If you have any questions about this notice, please
contact the Saint Joseph HealthCare Privacy Officer at 859.313.2707. All written
requests mentioned in this document should be sent to the attention of the
department referred to in the document at the following address:
For Saint Joseph Hospital or Saint Joseph East
One Saint Joseph Drive
Lexington, KY 40504
For Saint Joseph Berea
Saint Joseph Berea
305 Estill Street
Saint Joseph HealthCare is required by law to maintain the privacy of your
health information; give you notice of our legal duties and privacy practices
with respect to your health information; and follow the terms of this notice.
This notice applies to all of your health records generated by Saint Joseph
HealthCare, whether made by our personnel or your personal physician.
This notice will tell you about the ways in which we may use and disclose
your health information in Saint Joseph HealthCare and with other entities. We
also describe your rights and certain obligations we have regarding the use and
disclosure of your health information.
WHO WILL FOLLOW THIS NOTICE?
Associates of Saint Joseph HealthCare's
affiliated entities including Saint Joseph Hospital, Saint Joseph East, Saint
Joseph Berea, Continuing Care Hospital, Saint Joseph Hospital Diabetes Treatment
Center; Saint Joseph Home Care Services; and Members of the Medical Staff and
Practitioners with clinical privileges to practice at Saint Joseph HealthCare.
This notice does not apply to the following
non-covered functions that do not conduct standard electronic transactions:
Community Health Fairs, Wellness Services at the YMCA, School Physicals
completed by the Mobile Clinic, Saint Joseph Hospital Children's Center, Wise
and Well Program, Appalachian Outreach Program (AOP), Saint Joseph Connection
(our physician referral service), Employee Health/Human Resource Services,
Kentucky Inn, Medical Office Buildings, and wellness or screening functions
(including but not limited to the HeartAware program) using different vehicles
for information collection such as internet, phone or face to face interviews.
HOW WE MAY USE AND DISCLOSE YOUR HEALTH INFORMATION.
Treatment. We will
use your health information to provide you with health care treatment and to
coordinate or manage services with other health care providers, including third
parties. We may disclose all or any portion of your health information to your
attending physician, consulting physician(s), nurses, technicians, medical
students, or other facility or health care personnel who have a legitimate need
for such information in order to take care of you. Different departments of the
facility will share your health information in order to coordinate the health
care services you need, such as prescriptions, lab work and X-rays. We may
disclose your health information to family members or friends, guardians or
personal representatives who are involved with your medical care. We may also
use and disclose your health information to contact you for appointment
reminders, and to provide you with information about possible treatment options
or alternatives, and other health-related benefits and services. We also may
disclose your health information to people outside the facility who may be
involved in your health care after you leave the facility, such as other
physicians involved in your care, specialty hospitals, skilled nursing care
facilities and other health care-related services. We may also use and disclose
your health information to your employer for employment or pre-employment
physicals, drug testing or other health related services.
Organized Health Care Arrangement. Saint Joseph HealthCare is a clinically
integrated health care setting. You receive health care services from your
personal physician and other physicians who are members of the Medical staff and
practitioners who have clinical privileges to practice at Saint Joseph
HealthCare and from Saint Joseph HealthCare employees. Your physician,
practitioners and Saint Joseph HealthCare must be able to share your health
information in order to provide you with quality health care, receive payment
and conduct health care operations.
The members of the Medical Staff, practitioners and Saint Joseph HealthCare
have agreed to follow uniform health information practices when using or
disclosing your health information while you are at Saint Joseph HealthCare,
either as an inpatient or for outpatient services. This arrangement is called an
organized health care arrangement. This arrangement only applies when you
receive the health care services at Saint Joseph HealthCare. It does not apply
to the information practices at the physician's office or other private
The organized health care arrangement includes Saint Joseph HealthCare, the
physicians and members of the Medical Staff and the independent practitioners
who have clinical privileges to practice at Saint Joseph HealthCare. This also
includes independent practitioners who practice exclusively at Saint Joseph
HealthCare, such as the radiologists, anesthesiologists, pathologists, and
emergency room physicians.
An example of how Saint Joseph HealthCare and members of the Medical Staff
and independent practitioners share your health information include hospital
committees to discuss the quality of care and ways to improve health care
services to you and the community.
You will receive one Notice of Privacy Practices on behalf of Saint Joseph
HealthCare, members of the Medical Staff and independent practitioners for the
health care services received at Saint Joseph HealthCare. You will receive a
separate Notice of Privacy Practices from your personal physician or
practitioner that describes his/her own office information practices when you
are seen in his/her office.
Payment. We will use and disclose your health information for activities that
are necessary to receive payment for our services, such as determining insurance
coverage, billing, payment and collection, claims management, and medical data
processing. For example, we may tell your health plan about a treatment you are
planning in order to receive approval or to determine whether your plan will
cover the proposed treatment. We may disclose your health information to other
health care providers so they can receive payment for health care services that
they provided to you, such as ambulance services. We may also give information
to other third parties or individuals who are responsible for payment for your
health care, such as the named insured under the health policy who will receive
an explanation of benefits (EOB) for all beneficiaries who are covered under the
Health Care Operations. We may disclose your health information for routine
facility operations, such as business planning and development, quality review
of services provided, internal auditing, accreditation, certification, licensing
or credentialing activities, including the licensing or credentialing activities
of healthcare professionals, medical research and education for staff and
students, to assess your satisfaction with our services and to other healthcare
entities that have a relationship with you and need the information for
operational purposes. We may use and disclose your health information to the
external agencies responsible for oversight of healthcare activities such as the
Joint Commission for Accreditation of Health Care Organizations (JCAHO), patient
satisfaction survey organizations, external quality assurance and peer review
organizations, and credentialing organizations. We may also disclose health
information to business associates we have contracted with to perform services
for or on our behalf and to others such as medical device manufacturers or
pharmaceutical companies in order for those companies to carry out their legal
obligations to state and federal agencies.
Facility Directory. We may include your name, location in the facility, and
your general condition (for example, fair or stable, or even the death of a
person) in the facility directory. The directory information may be released to
people who ask for you by name. The facility directory is available so your
family, friends and clergy can visit you and generally know how you are doing.
You must notify the Patient Access Department at 859.313.1267, if you are a
patient at Saint Joseph Hospital or Saint Joseph East. If you are a patient at
Saint Joseph Berea you will need to call 859.986.6700. This information can be
taken orally or at the time of registration if you do not want us to release
information about you in the facility directory. If you do not want information
released in the facility directory, we cannot tell members of the public, flower
or other service persons and organizations, and even your friends and family
that you are here and your general condition.
Future Communications. We may communicate to you via newsletters or other
means regarding treatment options, health related information, disease
management programs, wellness programs, or other community based initiatives or
activities our facility is participating in.
Fundraising Activities. We may use your health information, or disclose your
health information to a foundation related to us for Saint Joseph HealthCare's
fundraising efforts. We would only release information such as your name,
address and phone number and the dates that you received treatment or services
from us. If you do not want us to contact you for fundraising efforts you must
notify the Saint Joseph Hospital Foundation orally at 859.313.1705 or in writing
at the address listed above, stating that you do not want to receive the
Research. We may use and disclose your health information to researchers when
the Institutional Review Board approves the research study and the use of your
Organ and Tissue Donation. If you are an organ donor, we may release your
health information to organizations that handle organ procurement and
transplantation or to an organ donation bank, as necessary to facilitate organ
or tissue donation and transplantation.
USES AND DISCLOSURES THAT ARE REQUIRED OR PERMITTED BY LAW
requirements of federal, state and local laws, we are either required or
permitted to report your health information for various purposes. Some of these
reporting requirements include:
Public Health Activities. We may disclose your health information to public
health officials for activities such as the prevention or control of
communicable disease, injury or disability; to report births and deaths; to
report suspected child, elder or spouse abuse or neglect; to report reactions to
medications or problems with medical products; to report information to the
Centers for Disease Control (CDC) or to national cancer registries for their
Disaster Relief Efforts. We may disclose your health information to an entity
assisting in a disaster relief effort so that your family can be notified about
your condition and location.
Health Oversight Activities. We may disclose your health information to a
health oversight agency for activities authorized by law. Such agencies include
federal Centers for Medicare and Medicaid Services (CMS), and state medical or
nursing boards. These oversight activities may include audits, investigations,
inspections, and licensure. These activities are necessary for the government to
monitor the health care system, government programs and compliance with civil
Judicial or Administrative Proceeding. We may disclose your health
information in response to a court or administrative order, a valid subpoena,
discovery request, civil or criminal proceedings, or other lawful process.
Law Enforcement. We may release your health information if asked to do so by
a law enforcement official or if we have a legal obligation to notify the
appropriate law enforcement or other agencies:
" In response to a court
order, subpoena, warrant, summons or similar legal process;
a victim or death of a victim of a crime in limited circumstances;
emergency circumstances to report a crime; the location of the crime or victims;
or the identity, description or location of the person who committed the crime,
including crimes that may occur at our facility, such as theft, diversion or
attempts to obtain drugs illegally.
Coroners, Medical Examiners and Funeral
Directors. We may release health information to a coroner or a medical examiner.
This may be necessary, for example, to identify a person who died or determine
the cause of death. We may also release health information to help a funeral
director to carry out his/her duties.
Workers' Compensation. We may release your health information for workers'
compensation benefits or to similar programs that provide benefits for
work-related injuries or illness, including disclosing information to the
worker's compensation carrier and your employer.
To Avert a Serious Threat to Health or Safety. We may disclose your health
information when necessary to prevent a serious threat to your health and safety
or the health and safety of another person or the public.
National Security. We may disclose your health information to federal
official(s) for national security activities and for the protection of the
President and other Heads of State.
Military and Veterans. If you are a member of the armed forces, we may
release your health information as required by military command authorities. We
may also release health information about foreign military personnel to the
appropriate foreign military authority.
Inmates. If you are an inmate of a correctional institution or in the custody
of a law enforcement official, we may release your health information to the
institution or law enforcement official. This release would be necessary (1) for
the institution to provide you with health care; or (2) to protect your health
and safety or the health and safety of others; or (3) for the safety and
security of the correctional institution.
OTHER USES OF YOUR HEALTH INFORMATION.
Other uses and disclosures of your health information not covered by this
notice or the laws that apply to us will be made only with your written
authorization. If you provide us with authorization to use or disclose your
health information, you may revoke that authorization in writing at any time.
When we receive your written revocation we will no longer use or disclose your
health information for the purpose of that authorization. However, we are unable
to retrieve any disclosures already made based on your prior authorization.
YOUR RIGHTS REGARDING YOUR HEALTH INFORMATION.
You have the following rights regarding health information in your designated
Right to Inspect and Copy. . You have the right to inspect and/or receive a
copy of your health information (medical, billing or other records that may be
used to make decisions about your care). Submit your request in writing, using
an Authorization for Use or Disclosure of Protected Health Information (PHI)
form, to the Medical Records Department at the address listed above.
In accordance with Kentucky House Bill 250, you are entitled to one free copy
of your medical record. For additional copies, we charge a fee for document
requests to cover the costs of copying, mailing or other supplies.
In limited circumstances we may deny your request to inspect and copy your
health information. If you are denied access to your health information, you may
request that the denial be reviewed. A licensed health care professional chosen
by Saint Joseph HealthCare will review your request and the denial. The person
who conducts the review will not be the same person who denied your request. We
will comply with the outcome of the review.
To obtain a paper copy of the Authorization for Use or Disclosure of
Protected Health Information form, contact the Medical Records Department for
the appropriate facility at the address listed above or at 859.313.1185 (for
Saint Joseph Hospital or Saint Joseph East) or 859.986.6555 (for Saint Joseph
Right to Amend. You have the right to request an amendment to your health
information that you believe is incorrect or incomplete.
Submit your request in writing, using a Request for Amendment to Protected
Health Information form, and include your reason for the amendment, to the
Medical Records Department at the address listed above.
We may deny your request for an amendment if it is not in writing or does not
include a reason to support the request. We may also deny your request if you
ask us to amend information that:
" Was not created by Saint Joseph
HealthCare, Inc.; unless the person or entity that created the information is no
longer available to make the amendment;
" Is not part of the medical
information kept by or for Saint Joseph HealthCare, Inc.;
" Is not part
of the information that you would be permitted to inspect and copy; or;
" Is accurate and complete.
To obtain a paper copy of the Request
for Amendment to Protected Health Information form, contact the Medical Records
Department for the appropriate facility at the address listed above or at
859.313.1185 (for Saint Joseph Hospital or Saint Joseph East) or at 859.986.6555
(for Saint Joseph Berea).
Right to an Accounting of Disclosures. We are required to maintain a list of
disclosures of your health information. However, we are not required to maintain
a list of disclosures that we made by acting upon your written authorizations.
You have the right to request an accounting of disclosures that were not subject
to your written authorization.
Submit your request in writing, using a Request for Accounting form, to the
Medical Records Department at the address listed above. Your request must state
a time period, not longer than six years, and may not include dates before April
14, 2003. Accounting for Disclosures will be released in paper form. 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 before any
costs are incurred.
To obtain a paper copy of the Request for Accounting form, contact the
Medical Records Department for the appropriate facility at the address listed
above or at 859.313.1185 (for Saint Joseph Hospital or Saint Joseph East) or at
859.986.6555 (for Saint Joseph Berea).
Right to Request Restrictions. You have the right to request a restriction or
limitation on how much of your health information we use or disclose for
treatment, payment or health care operations. You also have the right to request
a restriction on the disclosure of your health information to someone who is
involved in your care or payment for your care, such as a family member or
We are not required to agree to your request. However, if we do agree, we
will comply with your request unless the information is needed to provide you
with emergency treatment.
Submit your request in writing to the Medical Records Department at the
address listed above by completing a Request for Restrictions on the
Use/Disclosure of Protected Health Information form. You must include: (1) what
information you want to limit; (2) whether you want to limit our use, disclosure
or both; and (3) to whom you want the limits to apply.
To obtain a paper copy of the Request for Restrictions of Use/Disclosure of
Protected Health Information form, contact the Medical Record Department for the
appropriate facility at the address listed above or at 859.313.1185 (for Saint
Joseph Hospital or Saint Joseph East) or 859.986.6555 (for Saint Joseph Berea).
Right to Request Confidential Communications. You have the right to request
that we communicate with you about health care matters in a certain way or at a
certain location. For example, you can ask that we only contact you at an
alternative location from your home address, such as work, or only contact you
by mail instead of by phone.
You must make your request orally to the Registrar at the time of
registration. Your request must specify how or where you wish to be contacted.
We do not require a reason for the request. We will accommodate all reasonable
Right to a Paper Copy of This Notice. You will receive a paper copy of the
Notice upon your first encounter with Saint Joseph HealthCare. You may obtain an
additional copy at any time through our website: www.saintjosephhealthcare.org or
by contacting the Business Office Information Representatives at 859.313.4200
(for Saint Joseph Hospital or Saint Joseph East) or at 859.986.6700 (for Saint
Joseph Berea) or at the address for the appropriate facility listed above.
CHANGES TO THIS NOTICE
We reserve the right to change this notice. We
reserve the right to make the revised or changed notice effective for health
information we already have about you as well as any information we receive in
the future. We will post a copy of the current notice in the facility and on the
website at www.saintjosephhealthcare.org.
The notice will contain on the first page, in the top right-hand corner, the
effective date. Upon your initial registration or admittance to the facility for
treatment or health care services as an inpatient or outpatient, we will offer
you a copy of the current notice in effect. Whenever the notice is revised, it
will be available to you upon request.
You may file a complaint with us or with the Secretary of the
Department of Health and Human Services if you believe that we have not complied
with our privacy practices. You may file a complaint with us orally or in
writing by contacting the Saint Joseph HealthCare Privacy Officer at
859.313.2707 or in writing at Saint Joseph HealthCare, One Saint Joseph Drive,
Lexington, KY 40504.
You will not be penalized for filing a complaint.