Privacy policy.
Hatten Family Chiropractic, LLC
NOTICE OF PRIVACY PRACTICES FOR PROTECTED HEALTH INFORMATION
(45 CFR 164.520)
PLEASE REVIEW THIS NOTICE CAREFULLY.
This notice describes how medical information about you may be used and disclosed and you can get access to that information as required by 45 CFR 164.520.
This Practice is committed to maintaining the privacy of your protected health information
("PHI"), which includes information about your health condition and the care and treatment you
receive from the Practice. The creation of a record detailing the care and services you receive
helps this office to provide you with quality health care. This Notice details how your PHI may
be used and disclosed to third parties. This Notice also details your rights regarding your PHI.
The privacy of PHI in patient files will be protected when the files are taken to and from the
Practice by placing the files in a box or brief case and kept within the custody of a doctor or
employee of the Practice authorized to remove the files from the Practice’s office. It may be
necessary to take patient files to a facility where a patient is confined or to a patient’s home where
the patient is to be examined or treated. This Notice may be amended or revised at which time you
will be provided the revised or amended Notice to review.
NO CONSENT REQUIRED
The Practice may use and/or disclose your PHI for the purposes of:
• (a) Treatment - In order to provide you with the health care you require, the Practice
will provide your PHI to those health care professionals, whether on the Practice's
staff or not, directly involved in your care so that they may understand your health
condition and needs. For example, a physician treating you for a condition or
disease may need to know the results of your latest physician examination by this
office.
• (b) Payment - In order to get paid for services provided to you, the Practice will
provide your PHI, directly or through a billing service, to appropriate third party
payers, pursuant to their billing and payment requirements. For example, the
Practice may need to provide the Medicare program with information about health
care services that you received from the Practice so that the Practice can be properly
reimbursed. The Practice may also need to tell your insurance plan about treatment
you are going to receive so that it can determine whether or not it will cover the
treatment expense.
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• (c) Health Care Operations - In order for the Practice to operate in accordance with
applicable law and insurance requirements and in order for the Practice to continue
to provide quality and efficient care, it may be necessary for the Practice to compile,
use and/or disclose your PHI. For example, the Practice may use your PHI in order
to evaluate the performance of the Practice's personnel in providing care to you.
1. The Practice may use and/or disclose your PHI, without a written Consent from you, in the
following additional instances:
(a) Any information is deleted that would identify you.
(b) To a company or person who is not employed by the practice to provide a service such
as billing insurance and/or electronic records. These persons/companies are called
“Business Associates.” Only that information necessary to perform the service will be
submitted to the business associate if the Practice obtains satisfactory written assurance, in
accordance with applicable law, that the business associate will appropriately safeguard
your PHI.
(c) To a person that you designate as a personal representative who, under applicable law,
has the authority to represent you in making decisions related to your health care.
(d) Emergency Situations -
• (i) for the purpose of obtaining or rendering emergency treatment to you
provided that the Practice attempts to obtain your Consent as soon as
possible; or
• (ii) to a public or private entity authorized by law or by its charter to assist
in disaster relief efforts, for the purpose of coordinating your care with such
entities in an emergency situation.
(e) Communication Barriers - If, due to substantial communication barriers or inability to
communicate, the Practice has been unable to obtain your Consent and the Practice
determines, in the exercise of its professional judgment, that your Consent to receive
treatment is clearly inferred from the circumstances.
(f) Public Health Activities - Such activities include, for example, information collected by
a public health authority, as authorized by law, to prevent or control disease and that does
not identify you and, even without your name, cannot be used to identify you.
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(g) Abuse, Neglect or Domestic Violence - To a government authority if the Practice is
required by law to make such disclosure. If the Practice is authorized by law to make such
a disclosure, it will do so if it believes that the disclosure is necessary to prevent serious
harm.
(h) Health Oversight Activities - Such activities, which must be required by law,
involve government agencies and may include, for example, criminal
investigations, disciplinary actions, or general oversight activities relating to the
community's health care system.
(i) Judicial and Administrative Proceeding - For example, the Practice may be required to
disclose your PHI in response to a court order or a lawfully issued subpoena.
(j) Law Enforcement Purposes - In certain instances, your PHI may have to be disclosed to
a law enforcement official. For example, your PHI may be the subject of a grand jury
subpoena. Or, the Practice may disclose your PHI if the Practice believes that your death
was the result of criminal conduct.
(k) Coroner or Medical Examiner - The Practice may disclose your PHI to a coroner or
medical examiner for the purpose of identifying you or determining your cause of death.
(l) Organ, Eye or Tissue Donation - If you are an organ donor, the Practice may disclose
your PHI to the entity to whom you have agreed to donate your organs.
(m) Research - If the Practice is involved in research activities, your PHI may be used, but
such use is subject to numerous governmental requirements intended to protect the privacy
of your PHI and that does not identify you and, even without your name, cannot be used to
identify you.
(n) Avert a Threat to Health or Safety - The Practice may disclose your PHI if it believes
that such disclosure is necessary to prevent or lessen a serious and imminent threat to the
health or safety of a person or the public and the disclosure is to an individual who is
reasonably able to prevent or lessen the threat.
(o) Workers' Compensation - If you are involved in a Workers' Compensation claim, the
Practice may be required to disclose your PHI to an individual or entity that is part of the
Workers' Compensation system.
(p) Disclosure of immunizations to schools required for admission upon your informal
agreement.
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APPOINTMENT REMINDER
The Practice may, from time to time, contact you to provide appointment reminders or
information about treatment alternatives or other health-related benefits and services that may be
of interest to you. Appointment reminders are used by the Practice. The Practice will use those
methods which you designate at the end of this Notice, such as: a) a postcard mailed to you at the
address provided by you; b) telephoning your home and leaving a message on your answering
machine or with the individual answering the phone; or sending you an email or text message.
DIRECTORY/SIGN-IN LOG
The Practice maintains a directory of and sign-in log for individuals seeking care and
treatment in the office. Directory and sign-in log are located in a position where staff can readily
see who is seeking care in the office, as well as the individual's location within the Practice's office
suite. This information may be seen by, and is accessible to, others who are seeking care or
services in the Practice's offices.
FAMILY/FRIENDS
The Practice may disclose to your family member, other relative, a close personal friend,
or any other person identified by you, your PHI directly relevant to such person's involvement with
your care or the payment for your care unless you direct the Practice to the contrary. The Practice
may also use or disclose your PHI to notify or assist in the notification (including identifying or
locating) a family member, a personal representative, or another person responsible for your care,
of your location, general condition or death. However, in both cases, the following conditions will
apply:
• (a) If you are present at or prior to the use or disclosure of your PHI, the Practice may use
or disclose your PHI if you agree, or if the Practice can reasonably infer from the
circumstances, based on the exercise of its professional judgment that you do not object to
the use or disclosure.
• (b) If you are not present, the Practice will, in the exercise of professional judgment,
determine whether the use or disclosure is in your best interests and, if so, disclose only
the PHI that is directly relevant to the person's involvement with your care.
AUTHORIZATION
Uses and/or disclosures, other than those described above, will be made only with your
written Authorization.
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YOUR RIGHTS
1. You have the right to:
(a) Revoke any Authorization and/or Consent, in writing, at any time. To request a revocation,
you must submit a written request to the Practice's Privacy Officer.
(b) Request restrictions on certain use and/or disclosure of your PHI as provided by law.
However, the Practice is not obligated to agree to any requested restrictions. To request
restrictions, you must submit a written request to the Practice's Privacy Officer. In your written
request, you must inform the Practice of what information you want to limit, whether you want
to limit the Practice's use or disclosure, or both, and to whom you want the limits to apply. If the
Practice agrees to your request, the Practice will comply with your request unless the information
is needed in order to provide you with emergency treatment.
Restrictions from your health plan (insurance company): You have the right to request that we
restrict disclosure of your medical information to your health plan for covered services, provided
the disclosure is not required by other laws. Services must be paid in full by you, out of pocket.
(c) Receive confidential communications or PHI by alternative means or at alternative locations.
You must make your request in writing to the Practice's Privacy Officer. The Practice will
accommodate all reasonable requests.
(d) Inspect and obtain a copy your PHI as provided by 45 CFR 164.524. To inspect and copy your
PHI, you are requested to submit a written request to the Practice's Privacy Officer. The Practice
can charge you a fee for the cost of copying, mailing or other supplies associated with your request
(e) Amend your PHI as provided by 45 CFR 164.528. To request an amendment, you must submit
a written request to the Practice's Privacy Officer. You must provide a reason that supports your
request. The Practice may deny your request if it is not in writing, if you do not provide a reason
in support of your request, if the information to be amended was not created by the Practice (unless
the individual or entity that created the information is no longer available), if the information is
not part of your PHI maintained by the Practice, if the information is not part of the information
you would be permitted to inspect and copy, and/or if the information is accurate and complete. If
you disagree with the Practice's denial, you will have the right to submit a written statement of
disagreement.
(f) Receive an accounting of disclosures of your PHI as provided by 45 CFR 164.528. The request
should indicate in what form you want the list (such as a paper or electronic copy)
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(g) Receive a paper copy of this Privacy Notice from the Practice upon request to the Practice's
Privacy Officer.
(h) Receive notice of any breach of confidentiality of your PHI by the Practice.
(i) Prohibit report of any test, examination or treatment to your health plan or anyone else for which
you pay in cash or by credit card.
(j) Complain to the Practice or to the Office of Civil Rights, U.S. Department of Health and Human
Services, 200 Independence Avenue, S.W., Room 509F, HHH Building, Washington, D.C. 20201,
If you believe your privacy rights have been violated. To file a complaint with the Practice, you must contact the
Practice's Privacy Officer. All complaints must be in writing.
(k) Request copies of your PHI in electronic format.
To obtain more information on, or have your questions about your rights answered; you
may contact the Practice's Privacy Officer, Dr. William Hatten, at (770) 693-9840 or via email at William@DrWilliamHatten.com
PRACTICE'S REQUIREMENTS
1. The Practice:
• (a) Is required by federal law to maintain the privacy of your PHI and to provide you with
this Privacy Notice detailing the Practice's legal duties and privacy practices with respect
to your PHI.
• (b) Is required by State law to maintain a higher level of confidentiality with respect to
certain portions of your medical information that is provided for under federal law. In
particular, the Practice is required to comply with the following State statutes:
Section 381.004 relating to HIV testing, Chapter 384 relating to sexually
transmitted diseases, Section 456.057 relating to patient records ownership, control
and disclosure and Section 501.171 relating to protecting your personal
information, Social Security and driver license numbers, credit or debit card
information, financial accounts information, email address, and medical
information.
• (c) Is required to abide by the terms of this Privacy Notice.
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• (d) Reserves the right to change the terms of this Privacy Notice and to make the new
Privacy Notice provisions effective for your entire PHI that it maintains.
• (e) Will distribute any revised Privacy Notice to you prior to implementation.
• (f) Will not retaliate against you for filing a complaint.
QUESTIONS AND COMPLAINTS
You may obtain additional information about our privacy practices or express concerns or
complaints to the person identified below whom is the Privacy Officer and Contact person
appointed for this practice. The Privacy Officer is Dr. William Hatten.
You may file a complaint with the Privacy Officer if you believe that your privacy rights
have been violated relating to release of your protected health information. You may, also, submit
a complaint to the Department of Health and Human Services the address of which will be provided
to you by the Privacy Officer. We will not retaliate against you in any way if you file a complaint.
EFFECTIVE DATE:
This Notice is in effect as of 2/11/2023.