Effective: April 14, 2003
It is the policy of Advanced Reproductive Care, Inc. (ARC) that all staff preserves the integrity and the confidentiality of protected health information (PHI) pertaining to our clients, which are patients of ARC practices. The purpose of this policy is to ensure that ARC and its staff have the necessary medical and PHI to ensure the highest quality medical care possible while protecting the confidentiality of the PHI of our clients to the highest degree possible. Patients should not be afraid to provide information to ARC and its staff for purposes of providing referral and administrative services to ARC clients. To that end, ARC and its staff will–
- Adhere to the standards set forth in the Notice of Privacy Practices as outlined in HIPAA (Health Insurance Portability and Accountability Act of 1996).
- Collect, use and disclose PHI only in conformance with state and federal laws and current patient covenants and/or authorizations, as appropriate. ARC and its staff will not use or disclose PHI for uses outside of ARC, such as marketing, employment, life insurance applications, etc. without an authorization from the patient.
- Recognize that PHI collected about clients must be accurate, timely, complete, and available when needed. ARC and its staff will
- Implement reasonable measures to protect the integrity of all PHI maintained about patients.
- Recognize that patients have a right to privacy. ARC and its staff respect the patient’s individual dignity at all times. ARC and its staff will respect patient’s privacy to the extent consistent with providing the highest quality care possible and with the efficient administration of the facility.
- Act as responsible information stewards and treat all PHI as sensitive and confidential. Consequently, ARC and its staff will.
- Treat all PHI data as confidential in accordance with professional ethics, accreditation standards, and legal requirements.
- Not disclose PHI data unless the patient (or his or her authorized representative) has properly authorized the release or the release is otherwise authorized by law.
- Recognize that, although ARC “owns” the medical information, the patient has a right to inspect and obtain a copy of his/her PHI. In addition, patients have a right to request an amendment to his/her medical information if he/she believes his/her information is inaccurate or incomplete. ARC and its staff will–
- Permit patients access to their medical records when their written requests are approved by ARC. If we deny their request, then we must inform the patients that they may request a review of our denial. In such cases, we will have an on-site healthcare professional review the patients’ appeals.
- Provide patients an opportunity to request the correction of inaccurate or incomplete PHI in their medical records in accordance with the law and professional standards.
- All staff of ARC will maintain a list of certain disclosures of PHI for purposes other than referral and administrative services for each patient and those made pursuant to an authorization as required by HIPAA rules. We will provide this list to patients upon request, so long as their requests are in writing.
- All ARC staff will adhere to any restrictions concerning the use or disclosure of PHI that patients have requested and have been approved by ARC.
- All ARC staff must adhere to this policy. ARC will not tolerate violations of this policy. Violation of this policy is grounds for disciplinary action, up to and including termination of employment and criminal or professional sanctions in accordance with ARC’s personnel rules and regulations.