Office Privacy Policies and Procedures

Our Policy on Confidentiality
We are committed to maintain the complete confidentiality of our patient’s health care information.  As part of our commitment to patient confidentiality:

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·         We will not discuss the names of our patients with anyone that is not part of our practice.

·         All information about our patients and their health conditions will be used in a professional manner within our practice.

·         Patient information will never be provided to a third party unless we have the appropriate consent and/or authorization signed by the patient.

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Should we ever inadvertently make a mistake regarding the confidentiality of patient’s health information, we will immediately do everything possible to correct the error.

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Procedures
There are many rules regarding the confidentiality of patient information.  While our policies and procedures try to anticipate how to comply with these rules, our first and most important responsibility is to the health needs of the patient.

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Prior to seeing the doctor on the patient’s initial visit, the patient will complete all patient intake forms.  That form contains in part, but is not limited to, our Privacy Pledge, our Financial Policy, and a Consent to Treat Authorization. 

Privacy Pledge –

·         Patient authorizes this office to release/request information pertinent to his/her care from any insurance company, adjuster, medical provider, and/or attorney; or information concerning products or services which we offer (FootLevelers, Hair Analysis, nutrients, supplies, etc.)  Patient can reserve the right to restrict the release of information to a specific individual, company, or organization.  Any restrictions must be in writing.

·         Patient authorizes this office to call the phone number(s) given to us concerning a reminder about an upcoming appointment, or leave information regarding their care.  Patient can reserve the right to restrict the release of these reminders.  Any restrictions must be writing.

·         An authorization is needed anytime a patient’s health information is used for any purpose other than the patient’s treatment, payment, or internal administrative use. 

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The patient cannot participate in the above activities unless we have a signed and dated authorization.   However, we may not withhold treatment because a patient will not sign an authorization.  A patient may withdraw their authorization at any time.  An authorization that is missing any required element is not valid. 

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Financial Policy –

·         Patient authorizes the payment of benefits directly from their insurance company to this office.

·         Patient is instructed of our office policy regarding payment of co pays, supplies/supplements, deductibles, and services that may have been denied by insurance.

·         Patient is instructed of office policy regarding fees for over-due balances, certain billings, returned checks, and missed appointments without notification.

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Consent to Treat –

·         Patient consents to treatment

·         Patient consents to massage therapy

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Should a patient refuse to furnish any of the required information, or provide the appropriate signatures, the doctor will be notified immediately before the patient receives any services.  The doctor reserves the right to refuse to treat the patient if the required information and signatures are not provided

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In the case of an emergency, where the patient is seen by the doctor before he/she has the opportunity to complete their administrative paperwork, the forms must be signed and dated before that patient leaves the office.

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Consent Restrictions and Requests for Changes to a Patient Record
A patient may request to restrict release of their health care information to certain health care providers or third party payers.  A patient may also request to make changes in their health care records.  If such restrictions are requested -

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·         The patient must submit their request in writing.  This is necessary to make sure that we know exactly what the patient is requesting so that the doctor can make a decision on whether or not to honor the request.

·         The doctor must review the request before it is accepted and implemented.  The law has special requirements when a patient asks for a restriction and we will notify the patient as soon as possible whether or not we can honor their restriction. 

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If we must deny the patient’s request to amend their file, we will give the patient a written explanation for our denial.  The explanation will be prepared by the doctor since the reason will undoubtedly concern the patient’s clinical information.

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All requests from a patient will be documented and become part of their permanent file.  Written information received from the patient will be reviewed and immediately placed in the patient’s file.  Verbal requests will be so noted and will also be placed in the patient’s file.  Notes will contain date, time, and content of the patient’s request and will be initialed by the staff member who documented the request.  Any information in the patient’s file that concerns privacy must be retained for seven years from the date it was created.

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Resolving conflicts between consents and authorizations

Should we receive a patient consent or authorization in the mail, the responsible CA must determine if the terms of the consent or authorization are different than the terms we use.  If so, we follow the more restrictive language unless we can obtain a new consent or authorization from the patient.  If the patient gives us instructions by telephone, the responsible CA will immediately make a written record of the patient’s instructions as well as the date and time of the call.  This information will be placed in the patient’s file until he/she comes in for their next appointment, at which time he/she will be requested to complete our office form.

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Internal security for patient information

We will attempt to do everything possible to keep your health information secure.  This includes storing your file so that is not easily accessible to other patients.  Patient files will not be left on anyone’s desk or work area unless that file is required.   The last person to leave at night will verify that all data is stored properly and that all doors are properly locked.

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While we are all part of a team, the law does not allow every member of our team to have complete access to all the information about a patient.  Internal communications about a patient and/or their health condition will be limited to those individuals whose job description entitles them to have this information.  We will do everything possible to respect the privacy of our patients when discussing health information on the phone, with patients, or with other members of the staff.   Because of our particular office layout, this means being especially cognizant of lowering our voices when speaking on the phone, to patients in the examining rooms and to each other.  Patient health care or billing information will be discussed with them in a private area.

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All of our computer data is backed up daily as part of our closing procedures.  Backup tapes are securely stored off-site.

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Limits on health care information 

We will always limit the amount of patient’s health care information that is disclosed to the “minimum necessary” to accomplish the intended purpose.  When another provider requests a patient’s health care records, the “minimum necessary” rule does not apply and the entire clinical record may be sent.  However, when an insurance company requests records, it is likely that they will specify the dates for which they require records.  If the insurer is specific as to the dates of information they would like, we will provide them only the information they request.   If the insurance company does not specify the dates they need to review, only the clinical records that are related to the patient’s current problem will be provided.

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Before any records are released to any attorney, we must have a signed release from the patient.  Because the HIPAA privacy laws require us to send the “minimum necessary” health information, the authorization from the patient must specifically state the dates for which records should be sent.

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The “minimum necessary” rules apply to us internally as well.   Our staff members are given access to a patient’s health information based on their job responsibilities.  If you have questions about what health information may be given to a staff person, please ask the doctor.

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The Patient’s Right to Access Their Health Records

A patient has the right to a copy of their health records at any time – even if they have an unpaid balance on their account.  A patient may not take the originals of their records because the law requires that we retain them for seven years. 

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We will do everything possible to comply with a patient’s request for a copy of their records.  Ordinarily, we are unable to provide copies immediately and request at least a 48-hour notice.  Our fees for copying a patient’s records is $.65 per page, plus $6.00 shipping, (if mailing is necessary), payable in advance.   The law places a restriction on what we may charge for copying patient records and our fees are based on the cost of supplies, labor, and postage if the information is mailed.

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Providing information to patients about disclosures of their health records

A patient has a right to ask us for information regarding the disclosures that have been made of their health information for the previous six years (after the compliance date) from the date of their request.  This does not include disclosures related to their treatment or disclosures made to insurance companies or other third party payers.  This would primarily concern disclosures made to attorneys.  However, please be aware that it is our office policy to contact you before we release any information to an attorney other than your primary attorney.  Because the HIPAA privacy laws require us to handle these requests in a special manner, the doctor must be notified whenever a patient requests information regarding the disclosures of their health information.

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Requests to send information to another address

Occasionally a patient may ask us to send information to someplace other than their home or, to fax them their statements rather than mail them.  We will do everything possible to accommodate your request.  We do not have the right to know why the patient is making their request; however, if there is some reason why the CA believes we cannot or should not accommodate the patient, he/she will discuss the request with the doctor.

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                   REV  8/15/2021