- We will collect PHI from Users only if they voluntarily submit such information to us and Users can always refuse to supply PHI.
- However, refusing to provide certain information may prevent them from engaging in certain Site related activities or services rendered within our office.
- UNDER FEDERAL LAW, we are required to:
- Protect the privacy of Users PHI. All employees are required to maintain strict confidentiality privacy training.
- Provide Users with this Notice of Privacy Practices explaining our duties and practices regarding Users PHI.
- Follow the practices and procedures set forth in this Notice
WHAT IS PERSONAL IDENTIFICATION INFORMATION
- PHI includes, but is not limited to, when Users visit our site, register on the Site, and in connection with other activities, services, features or resources we make available on our Site, or within our office.
- Users may be asked for any of the following - name, email address, mailing address, social security number, phone number, individual dates, photographs, medical record numbers, payment information, and any information that is linked or linkable to Users.
- Users may, however, visit our Site anonymously.
HOW WE PROTECT USERS PHI INFORMATION
- We have strict security measures set in place to protect against unauthorized access, alteration, disclosure or destruction of Users personal information, username, password, transaction information and any data stored on our Site or our place of business.
- By law, HIPPA requires us not to destroy personal health information for 7 years and Users shall have immediate access to PHI at all times upon request.
- Our software systems are all PCI compliant to keep your data encrypted and secure 24/7/365.
WHY WE COLLECT USERS PHI INFORMATION
- Big Island Massage Therapy, LLC may collect and use Users personal information for the following purposes:
- To improve treatment plans and improve our customer service
- To improve our Site, business, and products.
- To process payments (OUTSIDE PARTIES NOT INVOLVED)
- To send periodic emails, marketing information, and service/product information.
SHARING USERS INFORMATION
- Big Island Massage Therapy, LLC does not sell, trade, or rent Users personal identification information to others.
- However, since we provide alternative healthcare, we are bound by certain legal obligations and thus, we must inform users what type of information may be shared with or without permission.
- Some examples of how we may use or disclose Users PHI without prior authorization are listed below.
(Note: If we share Users PHI with other organizations for this purpose, they must agree to protect Users privacy.)
- To other health care providers involved in Users treatment who are not our staff, such as physicians or emergency room staff.
- To bill Users for health care we provide.
- To organizations/providers for payment activities unless disclosure is prohibited by law.
- To administer and support our business activities or those of other healthcare organizations (as allowed by law) including providers and plans. For example, we may use Users PHI to review and improve the care Users receive, to provide training, and to help decide service rates.
- To other individuals (such as consultants or attorneys) and organizations that help us with our business activities.
- We may use or disclose Users PHI without prior authorization for legal and/or governmental purposes in the following circumstances:
- Required by Law - When we are required to do so by state and federal law, including workers’ compensation laws.
- Public Health and Safety - To an authorized public health authority or individual to:
- Protect public health and safety.
- Prevent or control disease, injury, or disability.
- Report vital statistics such as births or deaths.
- Investigate or track problems with prescription drugs and medical devices (Food and Drug Administration.)
- Abuse or Neglect - To government entities authorized to receive reports regarding abuse, neglect, or domestic violence.
- Oversight Agencies - To health oversight agencies for certain activities such as audits, examinations, inspections, and licensures.
- Legal Proceedings - In the course of any legal proceeding in response to an order of a court or administrative agency and, in certain cases, in response to a subpoena, discovery request, or other lawful process.
- Law Enforcement - To law enforcement officials in limited circumstances for law enforcement purposes. For example, disclosures may be made to identify or locate a suspect, witness, or missing person; to report a crime; or to provide information concerning victims of crimes.
- Military Activity and National Security - To the military/authorized federal officials for national security/intelligence purposes.
- We may also use or disclose Users PHI without your authorization in the following miscellaneous circumstances:
- Family and Friends - To a member of Users family, a relative, a close friend—or any other person Users identify who is directly involved in their health care—when Users are either not present or unable to make a health care decision for themselves and we determine that disclosure is in the Users best interest. For example, we may disclose PHI to a friend who brings Users into an emergency room (but only the minimum information required.)
- Appointment Reminders - To remind Users in writing, by phone/voicemail, or any other means that Users have a health care appointment with us. These reminders may be made by post, phone, voicemail, email, text message or other means unless Users specifically ask us to communicate through a different method as described in this Notice.
- Treatment Alternatives and Plan Description - To communicate with Users about treatment services, options, or alternatives, as well as health-related benefits or services that may be of interest to Users, or to describe our health plan and providers to Users.
- De-identify Information - To “de-identify” information by removing PHI from Users records that could be used to identify them.
- Coroners, Funeral Directors, and Organ Donation - To coroners, funeral directors, and organ donation organizations as authorized by law.
- Disaster Relief - To an authorized public or private entity for disaster relief purposes. For example, we might disclose Users PHI to help notify family members of Users location or general condition.
- Threat to Health or Safety - To avoid a serious threat to the health or safety of Users and others.
- Correctional Facilities - If Users are an inmate in a correctional facility we may disclose Users PHI to the correctional facility for certain purposes, such as providing health care to Users or protecting Users health and safety or that of others.
2. WITH PERMISSION
- Except in the situations listed in the sections above, we will use and disclose Users PHI only with written authorization using our authorization form.
- Users may request said form when in our office.
- In some situations, federal and state laws provide special protections for specific kinds of PHI and require authorization from Users before we can disclose that specially protected PHI. In these situations, we will contact Users for the necessary authorization.
- If Users have questions about these laws, please contact Hawaii’s HIPPA Privacy Officer at 808-692-8071 or contact Big Island Massage Therapy, LLC at 808-339-4510.
USERS RIGHTS REGARDING PHI
- Request Restrictions - You have the right to request restrictions by asking that we limit the way we use or disclose your PHI for treatment, payment, or health care operations. You may also ask that we limit the information we give to someone who is involved in your care, such as a family or friend. Please note that we are not required to agree to your request. If we do agree, we will honor your limits unless it is an emergency situation.
- Ask to Change Communication - For example, if you want us to communicate with you at a different address we can usually accommodate that request. We may ask that you make your request to us in writing. We will agree to reasonable requests.
- Request a copy of your PHI - We may ask you to make this request in writing and we may charge a reasonable fee for the cost of producing and mailing the copies. In certain situations we may deny your request and will tell you why we are denying it. In some cases you may have the right to ask for a review of our denial.
- Ask to amend PHI - Your request for an amendment must be in writing and provide the reason for your request. In certain cases we may deny your request, in writing. You may respond by filing a written statement of disagreement with us asking that the statement be included with your PHI
- Seek an Account of Disclosures - You may request a list of the times we have disclosed your PHI. Your request must be in writing and give us the specific information we need in order to respond to your request. You may request disclosures made up to six years before your request. You may receive one list per year and we may charge you a reasonable fee, as permitted by applicable law. These lists will not include disclosures to other organizations that might pay for your care provided by Big Island MT.
- Request a paper copy of this Notice. No fee will be charged for providing you with our Notice of Privacy Practices.
- We encourage Users to periodically check this page for any changes throughout the year in order to stay informed about how we help to protect Users PHI that we keep on file.
ACCEPTANCE OF THESE TERMS
- By using this Site and our place of business, you signify your acceptance of this policy. If you do not agree to this policy, please do not use our Site or our business. Your continued use of the Site, our place of business, software, and all products and services following the posting of changes to this policy will be deemed your acceptance of those changes.
QUESTIONS AND COMPLAINTS
- You may file a complaint to us or the Secretary for Health and Human Services: 1-877-628-5076, if you feel that we have violated your privacy rights.
- There will be no retaliation for filing a complaint. Written comments should be addressed to our office or the Secretary for Health and Human Services, 88 Kanoelehua Avenue, Room 107, Hilo, HI 96720 – 4670
- Big Island Massage Therapy, LLC
101 Aupuni Street, STE 246
Hilo, HI 96720
*This document was last updated on March 27th, 2017.