Notice of Privacy Practices
This notice describes how medical information about you may be used and shared, and how you can get access to this information. Please review it carefully.
When it comes to your health information, you have certain rights. This section explains your rights, and some of our responsibilities to help you.
Get an electronic or paper copy of your medical record
• You can ask to see or get an electronic or paper copy of your medical record and other health information we have about you. Ask us how to do this.
• We will provide a copy or a summary of your health information, usually within 30 days of your request. We may charge a reasonable, cost-based fee.
Ask us to correct your medical record
• You can ask us to correct health information about you that you think is incorrect or incomplete. Ask us how to do this.
• We may say “no” to your request. But, we’ll tell you why in writing within 60 days.
Request confidential communications
• You can ask us to contact you in a specific way. For example, home or office phone. Or, you can ask us to send mail to a different address.
• We will say “yes” to all reasonable requests.
Ask us to limit what we use or share
• You can ask us not to use or share certain health information for treatment, payment, or our operations.
• We are not required to agree to your request. We may say “no” if it would affect your care.
• If you pay for a service or health care item out-of-pocket in full, you can ask us not to share that information for the purpose of payment or our operations with your health insurer.
• We will say “yes” unless a law requires us to share that information.
Get a list of those with whom we’ve shared information
• You can ask for a list (accounting) of the times we’ve shared your health information, who we share it with and why. The list can go back six years before the date you ask.
• We will include all the disclosures except for those about treatment, payment, and health care operations. We may also leave out certain other disclosures, such as any you asked us to make. We’ll provide one accounting a year for free. If you ask for another one within 12 months, we will charge a reasonable, cost-based fee.
Get a copy of this privacy notice
• You can ask for a paper copy of this notice at any time, even if you have agreed to receive the notice electronically. We will provide you with a paper copy promptly.
Choose someone to act for you
• If you have given someone medical power of attorney or if someone is your legal guardian, that person can exercise your rights and make choices about your health information.
• We will make sure the person has this authority and can act for you before we take any action.
File a complaint if you feel your rights are violated
• You can complain if you feel we have violated your rights by contacting us directly.
• You can file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights by sending a letter to 200 Independence Avenue, S.W., Washington, D.C. 20201, calling 1-877-696-6775, or visiting www.hhs.gov/ocr/privacy/hipaa/complaints/.
• We will not retaliate against you for filing a complaint.
For certain health information, you can tell us your choices about what we share. If you have a clear preference for how we share your information in the situations described below, talk to us. Tell us what you want us to do, and we will follow your instructions.
In these cases, you have both the right and choice to tell us to:
• Share information with your family, close friends, or others involved in your care
• Share information in a disaster relief situation
• Include your information in a hospital directory
• Contact you for fundraising efforts
If you are not able to tell us your preference and we believe it is in your best interest, we may go ahead and share your information. An example is if you are unconscious. We may also share your information when needed to lessen a serious and imminent threat to health or safety.
In these cases we never share your information unless you give us written permission:
• Marketing purposes. Unless the communication is made directly to you in person, is simply a promotional gift of nominal value, is a prescription refill reminder, general health or wellness information, or a communication about health related products or services that we offer or that are directly related to your treatment.
• Sale of your information
• Most sharing of psychotherapy notes
In the case of fundraising:
• We may contact you for fundraising efforts. But, you can tell us not to contact you again.
our uses and disclosures
We typically use or share your health information in these ways.
• We can use your health information and share it with other professionals who are treating you.
Example: A doctor treating you for an injury asks another doctor about your overall health condition.
Run our organization
• We can use and share your health information to run our practice, improve your care, and contact you when necessary.
Example: We use health information about you to manage your treatment and services.
Bill for your services
• We can use and share your health information to bill and get payment from health plans or other entities.
Example: We give information about you to your health insurance plan so it will pay for your services.
How else can we use or share your health information?
We are allowed or required to share your information in other ways. Usually this is in ways that contribute to the public good, such as public health and research. We have to meet many conditions in the law before we can share your information for these purposes. For more information see: www.hhs.gov/ocr/privacy/hipaa/understanding/consumers/index.html.
Help with public health and safety issues
• We can share health information about you for certain situations such as:
• Preventing disease
• Helping with product recalls
• Reporting bad reactions to medications
• Reporting suspected abuse, neglect, or domestic violence
• Preventing or reducing a serious threat to anyone’s health or safety
• We can use or share your information for health research.
Comply with the law
• We will share information about you if state or federal laws require it. This includes the Department of Health and Human Services if it wants to see that we’re complying with federal privacy law.
Respond to organ and tissue donation requests
• We can share health information about you with organ donation organizations.
Work with a medical examiner or funeral director
• We can share health information with a coroner, medical examiner, or funeral director when an individual dies.
Address workers’ compensation, law enforcement, and other government requests
• We can use or share health information about you:
• For workers’ compensation claims
• For law enforcement purposes or with a law enforcement official
• With health oversight agencies for activities authorized by law
• For special government functions such as military, national security, and presidential protective services
Respond to lawsuits and legal actions
• We can share health information about you in response to a court or administrative order, or in response to a subpoena.
Our patient directory
• We maintain a patient directory listing the name and room number of our patients. This information will be disclosed to those who request it by asking for you by name. You have the right, during registration, to have your information excluded from this directory. You also have the right to request restrictions on what information is provided and/or to whom.
• We are required by law to maintain the privacy and security of your protected health information.
• We will let you know promptly if a breach occurs that may have compromised the privacy or security of your information.
• We must follow the duties and privacy practices described in this notice and give you a copy of it.
• We will not use or share your information other than as described here unless you tell us we can in writing. If you tell us we can, you may change your mind at any time. Let us know in writing if you change your mind.
• For more information see: www.hhs.gov/ocr/privacy/hipaa/understanding/consumers/noticepp.html.
Changes to the Terms of This Notice
We can change the terms of this notice. The changes will apply to all information we have about you. The new notice will be available upon request, in our office, and on our website.
Effective Date of this Notice: 01/01/2021
This Notice of Privacy Practices applies to the following organizations.
Dayton Children’s Hospital operating as a clinically integrated health care arrangement composed of Dayton Children’s Hospital (Dayton Children’s), Dayton Children’s Hospital Foundation, the physicians and other licensed professionals seeing and treating patients at Dayton Children’s, Dayton Children’s Health Partners, CARE House, Dayton Children’s Specialty Pediatrics, Dayton Children’s Pediatrics, Kids Express, Dayton Children’s urgent care centers, Children’s Home Care of Dayton, MEDNAX Services, Inc., Dayton Pediatric Imaging, Inc., and Wright State Physicians Inc.
You may receive a copy of our revised notice at any registration area, on Dayton Children’s web site, www.childrensdayton.org or a copy may be obtained by mailing a request to: Privacy Officer, One Children’s Plaza, Dayton, OH 45404-1815.