PURPOSE: This notice describes how your child’s health information may be used and how you can have access to this information. This notice applies to all records of health care and services your child will receive at Brightsong, LLC. Please review it carefully. The privacy of your health information is important to us.
SCOPE: This policy applies to all of the employees, management, contractors, student interns and volunteers at Brightsong, LLC. This Notice describes the objectives and policies regarding maintaining the privacy of patient information.
RESPONSIBILITIES OF BRIGHTSONG, LLC: We are required by applicable federal and state law to maintain the privacy of your health information. We are also required to give you this Notice about our privacy practices, our legal duties and your rights concerning your health information. We must follow the privacy practices that are described in this notice.
Brightsong, LLC is required by law to:
ensure that your health information is kept private
provide you with this Notice regarding your protected health information
follow the terms of this Notice as long as it is currently in effect
train our personnel concerning privacy and confidentiality
ROLES AND RESPONSIBILITIES OF BRIGHTSONG, LLC EMPLOYEES:
Management / Privacy Official
Provide training for employees
Receive and process privacy complaints
Process individual rights requests
Ensure retention of HIPAA policies and procedures, complaints, and investigative materials to meet compliance requirements.
Understand and comply with organization’s policies regarding patient confidentiality and privacy
MAINTAINING HEALTH RECORDS: Each time you receive services from therapists, teachers and/or other affiliated health care providers at Brightsong, LLC, a record is made. This record typically contains information regarding your symptoms, examination, test results, diagnoses, treatment, etc. This information is often referred to as your health or medical record and serves as:
Basis for planning your care, treatment and any follow-up care
Means of communication among the many health care professionals contributing to your care
Legal document describing the care you received
Means by which you or a third-party payer (insurance carriers, etc. can verify that services billed were actually provided)
Tool in educating health professionals
Source of information for medical research
Source of information for public health officials charged
Source of information for facility planning and marketing
Tool which can be used to assess and continually improve the care rendered
UNDERSTANDING YOUR HEALTH RECORD: It is important for you to understand your health record and how your health information is used because your knowledge:
Increases your understanding of who, what, when, where and why others may access your health information
Helps you make informed decisions when authorizing disclosure to others.
NOTICE OF PRIVACY PRACTICES (NPP): Brightsong, LLC provides a NPP to all patients receiving services. This Notice is provided during the initial intake process and a copy will be provided to patients when requested. Brightsong, LLC will make a “best effort” attempt to receive acknowledgment of receipt of NPP from each patient and document such in the patient’s medical record.
USE AND/OR DISCLOSURE OF PROTECTED HEALTH INFORMATION: Brightsong, LLC will use and disclose health information for the following treatment, payment and health care operations:
FOR TREATMENT: We are permitted to use and disclose your health information to teachers, therapists and other personnel involved in your care with Brightsong, LLC. Your health information may be shared with other medical professionals in order to coordinate services. We may use and disclose your health information to physicians or other health care providers providing medical care.
FOR PAYMENT: We may use and disclose your health information to obtain payment for services we provide to you.
FOR HEALTH CARE OPERATIONS: We may use and disclose your health information in connection with our health care operations. Health care operations include quality assessment and improvement activities, reviewing the competence of qualification of health care professionals, evaluating practitioner performance, conducting training programs, accreditation, certification, licensing and credential activities.
TO BUSINESS ASSOCIATES FOR TREATMENT, PAYMENT AND HEALTH CARE OPERATIONS: We are permitted to disclose your health information to our business associates in order to carry out treatment, payment or health care operations. For example, we may disclose your health information to a company we hire to bill insurance companies on our behalf to help us obtain payment for the health care services we provide.
YOUR AUTHORIZATION: In addition to our use of your health information for treatment, payment or health care operations, you may give us written authorization to use your health information or to disclose it to anyone for any purpose. If you give us an authorization, you may revoke it in writing at any time. Your revocation will not effect any use of disclosure permitted by your authorization while it was in effect. Unless you give us written authorization, we cannot use or disclose your health information for any reason except those described in this Notice.
TO YOUR FAMILY AND FRIENDS: We must disclose your health information to you as described in the Patient’s Rights section of this Notice. We may disclose your health information to a family member, friend or other person to the extent necessary to help with your health care or with payment for your health care, but only if you agree that we may do so.
MARKETING HEALTH-RELATED SERVICES: We will not use your health information for marketing communications without your written authorization.
APPOINTMENT REMINDERS: We may use and disclose medical information to contact you as a reminder that you have an appointment for treatment or medical care at Brightsong, LLC.
REQUIRED BY LAW: We may use or disclose your health information when we are required to do so by law. This includes, but is not limited to the following:
Preventing or controlling a disease, injury or disability
Notifying parents of recalls of products they may be using
Notifying a person who may have been exposed to a disease or may be at risk for contracting or spreading a disease or condition
Reporting suspected abuse or neglect (see below)
ABUSE OR NEGLECT: We may disclose your health information to appropriate authorities if we reasonably believe that you are a possible victim of abuse, neglect or domestic violence or the possible victim of other crimes. We may not disclose your health information to the extent necessary to avert a serious threat to your health or safety or the health or safety of others.
PATIENT RIGHTS: You have the following rights regarding your health information:
RIGHT TO ACCESS AND COPY: You have the right to inspect and obtain a copy of your health information, with limited exceptions. If you request a copy of your information, we may charge you a fee for the costs of copying, mailing or other costs incurred by Brightsong, LLC as a result of complying with your request. Requests for access to your protected health information must be made in writing.
RIGHT TO AMEND: You have the right to amend your health record if you believe that the information we have is incorrect or incomplete. You have the right to request an amendment for as long as the information is kept by or for Brightsong, LLC. You must include a reason that supports your request.
We may deny your request for an amendment if it is not in writing or does not include a reason to support the request. In addition, we may deny your request if you ask us to amend information that was not created by Brightsong, LLC; is not part of the health information kept by or for Brightsong, LLC; is not part of the information that you would be permitted to inspect or copy and/or is accurate and complete.
Brightsong, LLC will notify you in writing whether we agree or do not agree with your amendment request. Additionally, if we grant the request, we will make the correction and distribute the correction to those who need it and those you identify that you want to receive the corrected information. If we deny your request for an amendment, we will notify you how you may file a complaint with Brightsong, LLC or the Department of Health and Human Services.
RIGHT TO ACCOUNTING OF DISCLOSURES: You have the right to receive a list of instances in which we or our business associates disclosed your health information for purposes, other than treatment, payment, health care operations and certain other activities. You must make your request in writing. If you request this accounting more than once in a 12 month period, we may charge you a reasonable, cost-based fee responding to these additional requests.
RIGHT TO RESTRICT DISCLOSURES: You have the right to request that we place additional restrictions on our use or disclosure of your health information. We are not required to agree to these additional restrictions, but if we do, we will abide by our agreement (except in an emergency). You must make your request in writing.
RIGHT TO CONFIDENTIAL COMMUNICATIONS: You have the right to request that we communicate with you about your health information by alternative means. You must make your request in writing.
RIGHT TO FILE A COMPLAINT: You have the right express complaints to us and to the Secretary of the Department of Health and Human Services if you believe that your privacy rights have been violated. If you wish to file a complaint with us, you must do so in writing and direct your complaint to the Privacy Leader.
We support your right to privacy of your health information. You will not be penalized in any way if you choose to file a complaint with us and/or with the U.S. Department of Health and Human Services.
For more information about HIPAA or to file a complaint:
The U.S. Department of Health and Human Services
Office of Civil Rights
200 Independence Avenue, S.W.
Washington, D.C. 20201
(877) 696-6775 (toll-free)
You have the right to a paper copy of this notice. You may ask Brightsong, LLC to provide you a copy of this Notice at any time. If you have agreed to receive this notice electronically, you are still entitled to a paper copy as well. To obtain a paper copy of this Notice, contact the Brightsong, LLC office at (901) 309-3077.