Privacy Policy
Crossroads of Western Iowa and Pathways of Western Iowa
This notice describes how medical information about you may be used and disclosed and how you can get access to this information.
Please review it carefully.
If you have any questions about this Notice please contact: our Privacy Officer, Matt Zima at (712) 642-4114.
This Notice of Privacy Practices describes how we may use and disclose your protected health information to carry out treatment, payment or health care operations and for other purposes that are permitted or required by law. It also describes your rights to access and control your protected health information. “Protected health information” is information about you, including demographic information, that may identify you and that relates to your past, present or future physical or mental health or condition and related health care services.
We are required to abide by the terms of this Notice of Privacy Practices. We may change the terms of our notice, at any time. The new notice will be effective for all protected health information that we maintain at that time. Upon your request, we will provide you with any revised Notice of Privacy Practices by accessing our website www.crwi.com, calling the office and requesting that a revised copy be sent to you in the mail or asking for one at the time of your next appointment.
1. Uses and Disclosures of Protected Health Information
Uses and Disclosures of Protected Health Information Based Upon Your Written Consent
Once you have reviewed and signed this notice, your Service Coordinator and/or Director will use or disclose your protected health information as described in this Section 1. Your protected health information may be used and disclosed by your Service Coordinator, our office staff and others outside of our office that are involved in your care and treatment for the purpose of providing health care services to you. Your protected health information may also be used and disclosed to pay for services received and to support the operation of the Crossroads' and Pathways' facility.
Following are examples of the types of uses and disclosures of your protected health care information that the facilities are permitted to make once you have signed our consent form. These examples are not meant to be exhaustive, but to describe the types of uses and disclosures that may be made by our office once you have provided consent.
For each category, we will explain what we mean in general, but not describe all specific uses or disclosures of health information.
Treatment: We will use and disclose your protected health information to provide, coordinate, or manage your health care and any related services. This includes the coordination or management of your health care with a third party that has already obtained your permission to have access to your protected health information. Following are several examples of how we might use or disclose your protected health information for treatment purposes:
- We would disclose your protected health information, as necessary, to a home health agency that provides care to you. We will also disclose protected health information to physicians who may be treating you when we have the necessary permission from you to disclose your protected health information.
- Your protected health information may be provided to a physician to whom you have been referred to ensure that the physician has the necessary information to diagnose or treat you.
- We may need to disclose your health information to a case manager and/or social worker who is responsible for coordinating your care. We may also disclose your health information among our Service Coordinators and other staff (including Service Coordinators and or Directors other than your Service Coordinator or principal Service Coordinator) who work at Crossroads of Western Iowa or Pathways of Western Iowa.
- Our staff may discuss your care at a case conference or staffing.
In addition, we may disclose your protected health information from time-to-time to a physician or health care provider (e.g., a counselor or psychologist) who, at the request of your Service Coordinator and/or Director, becomes involved in your care by providing assistance with your health care diagnosis or treatment to your Service Coordinator and/or Director.
Payment: Your protected health information will be used, as needed, to obtain payment for your health care services. This may include certain activities that your health insurance plan may undertake before it approves or pays for the health care services we recommend for you such as; making a determination of eligibility or coverage for insurance benefits, reviewing services provided to you for medical necessity, and undertaking utilization review activities. The following is an example for this type of use or disclosure:
- The process of obtaining approval for services provided to you may require that your relevant protected health information be disclosed to Medicaid or your funding source.
Healthcare Operations: We may use or disclose, as-needed, your protected health information in order to support our business activities. These activities include, but are not limited to, quality assessment activities, employee review activities, training of staff, licensing, marketing and fundraising activities, and conducting or arranging for other business activities. Several examples follow:
- We may disclose your protected health information to other staff members of our organization, or our Board of Directors.
- In addition, we may use a sign-in sheet at the reception desk where you may be asked to sign your name and indicate the name of the individual you are waiting to see.
- We may also call you by name over the public address system, but will disclose no other information than to ask you to report to a certain area or take a phone call. If you do not wish to have your name announced over our system, you may contact our Privacy Officer, Matt Zima at (712) 642-4114 and ask that this not be done.
We may combine health information on many of our persons receiving services to decide what additional services we should offer, what services are no longer needed, and whether certain services are effective. We may use or disclose your protected health information, as necessary, to contact you to remind you of your appointment.
We will share your protected health information with third party “business associates” that perform various activities (e.g., billing, accreditation services) for the facility. Whenever an arrangement between our office and a business associate involves the use or disclosure of your protected health information, we will have a written contract that contains terms that will protect the privacy of your protected health information.
We may use or disclose your protected health information, as necessary, to provide you with information about treatment alternatives or other health-related benefits and services that may be of interest to you. We may also use and disclose your protected health information for other marketing activities. For example, your name and address may be used to send you a newsletter about our facility and the services we offer. We may also send you information about products or services that we believe may be beneficial to you. You may contact our Privacy Officer, Matt Zima at (712) 642-4114 to request that these materials not be sent to you.
We may use or disclose your demographic information and the dates that you received treatment from our facility, as necessary, in order to contact you for fundraising activities supported by our office. If you do not want to receive these materials, please contact our Privacy Officer, Matt Zima at (712) 642-4114 and request that these fundraising materials not be sent to you.
Uses and Disclosures of Protected Health Information Based upon Your Written Authorization
Other uses and disclosures of your protected health information will be made only with your written authorization, unless otherwise permitted or required by law as described below. You may revoke this authorization, at any time, in writing, except to the extent that your Service Coordinator and/or Director or this facility has taken an action in reliance on the use or disclosure indicated in the authorization.
Other Permitted and Required Uses and Disclosures That May Be Made With Your Acknowledgement of our Notice of Privacy Practice, Authorization or Opportunity to Object
We may use and disclose your protected health information in the following instances. You have the opportunity to agree or object to the use or disclosure of all or part of your protected health information. If you are not present or able to agree or object to the use or disclosure of the protected health information, then your Service Coordinator and/or Director may, using professional judgment, determine whether the disclosure is in your best interest. In this case, only the protected health information that is relevant to your health care will be disclosed.
Others Involved in Your Healthcare: Unless you object, we may disclose to a member of your family, a relative, a close friend or any other person you identify, your protected health information that directly relates to that person’s involvement in your health care. If you are unable to agree or object to such a disclosure, we may disclose such information as necessary if we determine that it is in your best interest based on our professional judgment. We may use or disclose protected health information to notify or assist in notifying a family member, personal representative or any other person that is responsible for your care of your location, general condition or death. Finally, we may use or disclose your protected health information to an authorized public or private entity to assist in disaster relief efforts and to coordinate uses and disclosures to family or other individuals involved in your health care.
Emergencies: We may use or disclose your protected health information in an emergency treatment situation. If this happens, your Service Coordinator and/or Director shall provide you with our Notice of Privacy Practice for you review and acknowledgment, as reasonably practicable after the delivery of treatment. If your Service Coordinator or another staff member in the facility is required by law to treat you and the Service Coordinator and/or Director has attempted to provide you with this Notice of Privacy Practice but is unable to obtain your acknowledgment, he or she may still use or disclose your protected health information to treat you.
Communication Barriers: We may use and disclose your protected health information if your Service Coordinator or another staff member in the facility attempts to provide you with our Notice of Privacy Practice but is unable to do so due to substantial communication barriers.
Other Permitted and Required Uses and Disclosures That May Be Made Without Your Acknowledgment of our Notice of Privacy Practice, Authorization or
Opportunity to Object
We may use or disclose your protected health information in the following situations without your consent or authorization. These situations include:
Required By Law: We may use or disclose your protected health information to the extent that the use or disclosure is required by law. The use or disclosure will be made in compliance with the law and will be limited to the relevant requirements of the law. You will be notified, as required by law, of any such uses or disclosures.
Public Health: We may disclose your protected health information for public health activities and purposes to a public health authority that is permitted by law to collect or receive the information. The disclosure will be made for the purpose of controlling disease, injury or disability. We may also disclose your protected health information, if directed by the public health authority, to a foreign government agency that is collaborating with the public health authority.
Communicable Diseases: We may disclose your protected health information, if authorized by law, to a person who may have been exposed to a communicable disease or may otherwise be at risk of contracting or spreading the disease or condition.
Health Oversight: We may disclose protected health information to a health oversight agency for activities authorized by law, such as audits, investigations, and inspections. Oversight agencies seeking this information include government agencies that oversee the health care system, government benefit programs, other government regulatory programs and civil rights laws.
Abuse or Neglect: We may disclose your protected health information to a public health authority that is authorized by law to receive reports of child abuse or neglect. In addition, we may disclose your protected health information if we believe that you have been a victim of abuse, neglect or domestic violence to the governmental entity or agency authorized to receive such information. In this case, the disclosure will be made consistent with the requirements of applicable federal and state laws.
Food and Drug Administration: We may disclose your protected health information to a person or company required by the Food and Drug Administration to report adverse events, product defects or problems, biologic product deviations, track products; to enable product recalls; to make repairs or replacements, or to conduct post marketing surveillance, as required.
Legal Proceedings: We may disclose protected health information in the course of any judicial or administrative proceeding, in response to an order of a court or administrative tribunal (to the extent such disclosure is expressly authorized), in certain conditions in response to a subpoena, discovery request or other lawful process.
Law Enforcement: We may also disclose protected health information, so long as applicable legal requirements are met, for law enforcement purposes. These law enforcement purposes include (1) legal processes and otherwise required by law, (2) limited information requests for identification and location purposes, (3) pertaining to victims of a crime, (4) suspicion that death has occurred as a result of criminal conduct, (5) in the event that a crime occurs on the premises of the practice, and (6) medical emergency (not on the Practice’s premises) and it is likely that a crime has occurred.
Coroners, Funeral Directors, and Organ Donation: We may disclose protected health information to a coroner or medical examiner for identification purposes, determining cause of death or for the coroner or medical examiner to perform other duties authorized by law. We may also disclose protected health information to a funeral director, as authorized by law, in order to permit the funeral director to carry out their duties. We may disclose such information in reasonable anticipation of death. Protected health information may be used and disclosed for cadaver organ, eye or tissue donation purposes.
Criminal Activity: Consistent with applicable federal and state laws, we may disclose your protected health information, if we believe that the use or disclosure is necessary to prevent or lessen a serious and imminent threat to the health or safety of a person or the public. We may also disclose protected health information if it is necessary for law enforcement authorities to identify or apprehend an individual.
Military Activity and National Security: When the appropriate conditions apply, we may use or disclose protected health information of individuals who are Armed Forces personnel (1) for activities deemed necessary by appropriate military command authorities; (2) for the purpose of a determination by the Department of Veterans Affairs of your eligibility for benefits, or (3) to foreign military authority if you are a member of that foreign military services. We may also disclose your protected health information to authorized federal officials for conducting national security and intelligence activities, including for the provision of protective services to the President or others legally authorized.
Workers’ Compensation: Your protected health information may be disclosed by us as authorized to comply with workers’ compensation laws and other similar legally established programs.
Inmates: We may use or disclose your protected health information if you are an inmate of a correctional facility and your Service Coordinator and/or Director created or received your protected health information in the course of providing care to you.
Required Uses and Disclosures: Under the law, we must make disclosures to you and when required by the Secretary of the Department of Health and Human Services to investigate or determine our compliance with the requirements of Section 164.500 et. seq.
2. Your Rights
Following is a statement of your rights with respect to your protected health information and a brief description of how you may exercise these rights.
You have the right to inspect and copy your protected health information. This means you may inspect and obtain a copy of protected health information about you that is contained in a designated record set for as long as we maintain the protected health information. A “designated record set” contains medical and billing records and any other records that your Service Coordinator and the facility uses for making decisions about you.
Under federal law, however, you may not inspect or copy the following records; psychotherapy notes; information compiled in reasonable anticipation of, or use in, a civil, criminal, or administrative action or proceeding, and protected health information that is subject to law that prohibits access to protected health information. Depending on the circumstances, a decision to deny access may be reviewable. In some circumstances, you may have a right to have this decision reviewed. Please contact our Privacy Officer, Matt Zima at (712) 642-4114 if you have questions about access to your medical record.
You have the right to request a restriction of your protected health information. This means you may ask us not to use or disclose any part of your protected health information for the purposes of treatment, payment or healthcare operations. You may also request that any part of your protected health information not be disclosed to family members or friends who may be involved in your care or for notification purposes as described in this Notice of Privacy Practices. Your request must state the specific restriction requested and to whom you want the restriction to apply.
Your Service Coordinator and/or Director is not required to agree to a restriction that you may request. If your Service Coordinator and/or Director believes it is in your best interest to permit use and disclosure of your protected health information, your protected health information will not be restricted. If your Service Coordinator and/or Director does agree to the requested restriction, we may not use or disclose your protected health information in violation of that restriction unless it is needed to provide emergency treatment. With this in mind, please discuss any restriction you wish to request with your Service Coordinator and/or Director. You may request a restriction by contacting our Privacy Officer:
Matt Zima
Crossroads of Western Iowa
One Crossroads Place
Missouri Valley Iowa 51555
Or by calling (712) 642-4114.
You have the right to request to receive confidential communications from us by alternative means or at an alternative location. We will accommodate reasonable requests. We may also condition this accommodation by asking you for information as to how payment will be handled or specification of an alternative address or other method of contact. We will not request an explanation from you as to the basis for the request. Please make this request in writing to our Privacy Officer:
Matt Zima
Crossroads of Western Iowa
One Crossroads Place
Missouri Valley Iowa 51555
You may have the right to have your Service Coordinator and/or Director amend your protected health information. This means you may request an amendment of protected health information about you in a designated record set for as long as we maintain this information. Crossroads of Western Iowa and Pathways of Western Iowa can only amend protected health information that was created by a staff member of this organization. In certain cases, we may deny your request for an amendment. If we deny your request for amendment, you have the right to file a statement of disagreement with us and we may prepare a rebuttal to your statement and will provide you with a copy of any such rebuttal. Please contact our Privacy Officer, Matt Zima at (712) 642-4114 if you have questions about amending your medical record.
You have the right to receive an accounting of certain disclosures we have made, if any, of your protected health information. This right applies to disclosures for purposes other than treatment, payment or healthcare operations as described in this Notice of Privacy Practices. It excludes disclosures we may have made to you, for a facility directory, to family members or friends involved in your care, or for notification purposes. You have the right to receive specific information regarding these disclosures that occurred after April 14, 2003. You may request a shorter timeframe.
The first accounting you request within a twelve-month period will be free. For additional accountings in that time frame, we may charge you for the costs of providing the information. We will notify you of the cost involved and you may choose to withdraw or modify your request at that time before any costs are incurred. The right to receive this information is subject to certain exceptions, restrictions and limitations.
You have the right to obtain a paper copy of this notice from us, upon request, even if you have agreed to accept this notice electronically. You may request this copy by contacting our Privacy Officer, Matt Zima at (712) 642-4114.
3. Complaints
You may complain to us or to the Secretary of Health and Human Services if you believe your privacy rights have been violated by us. You may file a complaint with us by notifying our Privacy Officer, Matt Zima at (712) 642-4114 of your complaint. We will not retaliate against you for filing a complaint.
You may contact our Privacy Officer, Matt Zima at (712) 642-4114 or info@cwiowa.org for further information about the complaint process.
This notice was published and becomes effective on April 14, 2003.