This applies to Halifax Regional Medical Center, The Cardiac & Vascular Center, Wildwood Clinic, Roanoke Clinic and Roanoke Valley Medical Ministries.

WE ARE REQUIRED BY LAW TO PROTECT MEDICAL INFORMATION

We are required by law to protect the privacy of medical information about you and that identifies you. This medical information may be information about health care we provided to you or payment for health care provided to you. It may also be information about your past, present, or future medical condition.

We are also required by law to provide you with this Notice of Privacy Practices explaining our legal duties and privacy practices with respect to medical information. We are legally required to follow the terms of this Notice. In other words, we are only allowed to use and disclose medical information in the manner that we have described in this Notice.

We may change the terms of this Notice in the future. We reserve the right to make changes and to make the new Notice effective for all medical information that we maintain. If we make changes to the Notice, we will:

• Post the new Notice in our waiting area

• Have copies of the new Notice available upon request (you may always contact the Privacy Officer at (252) 535-8575 to obtain a copy of the current Notice)
  

The rest of this Notice will:

• Discuss how we may use and disclose medical information about you

• Explain your rights with respect to medical information about you

• Describe how and where you may file a privacy-related complaint

If, at any time, you have questions about information in this Notice or about our privacy policies, procedures or practices, you can contact the Privacy Officer.

WE MAY USE AND DISCLOSE MEDICAL INFORMATION ABOUT YOU IN SEVERAL CIRCUMSTANCES

We use and disclose medical information about patients everyday. This section of our Notice explains in some detail how we may use and disclose medical information about you in order to provide health care, obtain payment for that health care, and operate our business efficiently. This section then briefly mentions several other circumstances in which we may use or disclose medical information about you. For more information about any of these uses or disclosures, or about any of our privacy policies, procedures or practices, contact the Privacy Officer.

1. Treatment
We may use and disclose medical information about you to provide health care treatment to you. In other words, we may use and disclose medical information about you to provide, coordinate or manage your health care and related services. This may include communicating with other health care providers regarding your treatment and coordination and managing your health care with others.

2. Payment
We may use and disclose medical information about you to obtain payment for healthcare services that you received. This means that, within Halifax Regional Medical Center, we may use medical information about you to arrange for payment (such as preparing bills and managing accounts). We also may disclose medical information about you to others (such as insurers, collection agencies, and consumer reporting agencies). In some instances, we may disclose medical information about you to an insurance plan before you receive certain health care services because, for example, we may want to know whether the insurance plan will pay for a particular service.

3. Health care operations
We may use and disclose medical information about you in performing a variety of business activities that we call “health care operations.” These “health care operations” activities allow us to, for example, improve the quality of care we provide and reduce health care costs. For example, we may use or disclose medical information about you in performing the following activities:

• Reviewing and evaluating the skills, qualifications, and performance of health care providers taking care of you.

• Providing training programs for students, trainees, health care providers or non-health care professionals to help them practice or improve their skills.

• Cooperating with outside organizations that evaluate, certify or license health care providers, staff or facilities in a particular field or specialty.

• Reviewing and improving the quality, efficiency and cost of care that we provide to you and our other patients.

• Improving health care and lowering costs for groups of people who have similar health problems and helping manage and coordinate the care for these groups of people.

• Cooperating with outside organizations that assess the quality of the care others and we provide, including government agencies and private organizations.

• Planning for our organization’s future operations.

• Resolving grievances within our organization.

• We may use medical information about you to contact you in an effort to raise money for the hospital and its operations. We may disclose information to a foundation related to the hospital so that the foundation may contact you in raising money for the hospital. If you do not want the hospital to contact you for fundraising efforts, you must notify them in writing.

• Reviewing our activities and using or disclosing medical information in the event that control of our organization significantly changes.

• Working with others (such as lawyers, accountants and other providers) who assist us to comply with this Notice and other applicable laws.
  

4. Person involved in your care
We may disclose medical information about you to a relative, close personal friend or any other person you identify if that person is involved in your care and the information is relevant to your care. If the patient is a minor, we may disclose medical information about the minor to a parent, guardian or other person responsible for the minor except in limited circumstances. For more information on the privacy of minors’ information, contact the Privacy Officer.

We may also use or disclose medical information about you to a relative; another person involved in your care or possibly a disaster relief organization (such as the Red Cross) if we need to notify someone about your location or condition.

You may ask us at any time not to disclose medical information about you to persons involved in your care. We will agree to your request and not disclose the information except in certain limited circumstances (such as emergencies) or if the patient is a minor. If the patient is a minor, we may or may not be able to agree to your request.

5. Required by law
We will use and disclose medical information about you whenever we are required by law to do so. There are many state and federal laws that require us to use and disclose medical information. For example, a state law requires us to report gunshot wounds and other injuries to the police and to report known or suspected child abuse or neglect to the Department of Social Services. We will comply with those state laws and with all other applicable laws.

6. National priority uses and disclosures
When permitted by law, we may use or disclose medical information about you without your permission for various activities that are recognized as “national priorities.” In other words, the government has determined that under certain circumstances (described below), it is so important to disclose; medical information that it is acceptable to disclose medical information without the individual’s permission. We will only disclose medical information about you in the following circumstances when we are permitted to do so by law. For more information on these types of disclosures, contact the Privacy Officer.

• Threat to health or safety: We may use or disclose medical information about you if we believe it is necessary to prevent or lessen a serious threat to health or safety.

• Public health activities: We may use or disclose medical information about you for public health activities. Public health activities require the use of medical information for various activities, including, but not limited to, activities related to investigating diseases, reporting child abuse and neglect, monitoring drugs or devices regulated by the Food and Drug Administration, and monitoring work-related illnesses or injuries. For example, if you have been exposed to a communicable disease (such as a sexually transmitted disease), we may report it to the State and take other actions to prevent the spread of the disease.

• Abuse, neglect or domestic violence: We may disclose medical information about you to a government authority (such as the Department of Social Services) if you are an adult and we reasonably believe that you may be a victim of abuse, neglect or domestic violence.

• Health oversight activities: We may disclose medical information about you to a health oversight agency-which is basically an agency responsible for overseeing the health care system or certain government programs. For example, a government agency may request information from us while they are investigating possible insurance fraud.

• Court proceedings: We may disclose medical information about you to a court or an officer of the court (such as an attorney). For example, we would disclose medical information about you to a court if a judge orders us to do so.

• Law enforcement: We may disclose medical information about you to law enforcement official for specific law enforcement purposes. For example, we may disclose limited medical information about you to a police officer if the officer needs the information to help find or identify a missing person.

• Coroners and others: We may disclose medical information about you to a coroner, medical examiner, or funeral director or to organizations that help with organ, eye and tissue transplants.

• Workers’ compensation: We may disclose medical information about you in order to comply with workers’ compensation laws.

• Research organizations: We may use or disclose medical information about you to research organizations if the organization has satisfied certain conditions about protecting the privacy of medical information.

• Certain government functions: We may disclose medical information about you for certain government functions, including but not limited to military and veterans’ activities and national security and intelligence activities. We may also use or disclose medical information about you to a correctional institution in some circumstances.

Authorization
Other than the uses and disclosures described above (#1-6), we will use or disclose medical information about you without the authorization” or signed permission by you or your personal representative. In some instances, we may wish to use or disclose medical information about you and we may contact you to ask you to sign an authorization form. In other instances, you may contact us to us to disclose medical information and we will ask you to sign an authorization form.

If you sign a written authorization allowing us to disclose medical information about you, you may later revoke (or cancel) your authorization in writing (except in very limited circumstances related obtaining insurance coverage).

If you would like to revoke your authorization, you may write us a letter revoking your authorization. If you revoke your authorization, will follow your instructions except to the extent that we have already relied upon your authorization and taken some action.

Appointment reminders
We may use and/or disclose medical information about you to send reminders about an appointment.

Fundraising
We may use medical information about you to contact you in an effort raise money for the hospital and its operations. We may disclose medical information to a foundation related to the hospital so that the foundation may contact you in raising money for the hospital. We would only release contact information, such as your name, address phone number and the dates you received your treatment or services at the hospital. If you do not want the hospital to contact you fundraising efforts, you must notify them in writing.

YOU HAVE RIGHTS WITH RESPECT TO MEDICAL INFORMATION ABOUT YOU

You have several rights with respect to medical information about you. This section of the Notice will briefly mention each of these rights. If you would like to know more about your rights, please contact the Privacy Officer.

1. Right to a copy of this Notice
You have a right to have a paper copy of our Notice of Privacy Practices at any time.

2. Right of access to inspect and copy
You have the right to inspect (which means see or review) and receive a copy of medical information about you that we maintain in certain groups of records. If you would like to inspect or receive a copy of medical information about you, you must provide us with a request in writing. You may write us a letter requesting access.

We may deny your request in certain circumstances. If we deny your request, we will explain our reason for doing so in writing. We will also inform you in writing if you have the right to have our decision reviewed by another person.

If you would like a copy of the information, we will charge you a fee to cover the costs of the copy.

We may be able to provide you with a summary or explanation of the information. Contact our Privacy Officer for more information on these services and any possible additional fees.

3. Right to have medical information amended
You have the right to have us amend (which means correct or supplement) medical information about you that we maintain in certain groups of records. If you believe what we have is inaccurate or incomplete, we may amend the information to indicate the problem and notify others who have copies of the inaccurate or incomplete information. If you would like us to amend information, you must provide us with a request in writing. You may write us a letter requesting an amendment.

We may deny your request in certain circumstances. If we deny your request, we will explain our reason for doing so in writing. You will have the opportunity to send us a statement explaining why you disagree with our decision to deny your amendment request and we will share this statement whenever we disclose the information in the future.

4. Right to an accounting of disclosures we have made
You have the right to receive an accounting (which means a detailed listing) of disclosures that we have made for the previous six (6) years. If you would like to receive an accounting, you may send us a letter requesting an accounting.

The accounting will not include several types of disclosures, including disclosures for treatment, payment or health care operations. It will also not include disclosures made prior to April 14, 2003.

If you request an accounting more than once every twelve (12) months, we may charge you a fee to cover the costs of preparing the accounting.

5. Right to request an alternative method of contact
You have the right to request to be contacted at a different location or by a different method. For example, you may prefer to have all written information mailed to your work address rather than to your home address.

We will agree to any reasonable request for alternative methods of contact. If you would like to request an alternative method of contact, you must provide us with a request in writing. You may write us a letter for this request.

6. Treatment Alternatives
We may use and/or disclose medical information about you in order to inform you of or recommend new treatment or different methods for treating a medical condition that you have or to inform you of other health related benefits and services that may be of interest to you.

Acknowledgement
Halifax Regional Medical Center will make a “good faith” effort to obtain a written acknowledgment that the individual (or his or her personal representative) has received the Notice (except in emergency treatment situations).

YOU MAY FILE A COMPLAINT ABOUT OUR PRIVACY PRACTICES
If you believe that your privacy rights have been violated or if you are dissatisfied with our privacy policies or procedures, you may file a complaint either with us or with the federal government. We will not take any action against you or change our treatment of you in any way if you file a complaint. You must name the agency that is the subject of the complaint and describe the acts or omissions believed to be in violation of the applicable requirement. The complaint must be filed within 180 days of when the acts or omissions believed to have occurred.

To file a written complaint mail it to the following address:

Privacy Officer
Halifax Regional Medical Center
250 Smith Church Road
Roanoke Rapids, North Carolina 27870