At Whole Health Partners, we deeply value your trust and are committed to protecting your health information. Understanding your rights regarding this information is a crucial part of your healthcare journey. This guide clearly outlines your rights and explains how Whole Health Partners upholds your privacy and ensures secure handling of your data.
Accessing and Obtaining Your Medical Records
You have the right to see and obtain a copy of your medical record and any other health information Whole Health Partners maintains about you. This includes the option to receive your records in either electronic or paper format, whichever is more convenient for you.
To request your records, please contact us, and we will guide you through the process. We are committed to providing you with your information promptly, typically within 30 days of your request. Please note that a reasonable, cost-based fee may apply for providing copies of your records.
Correcting Inaccurate or Incomplete Information
Accuracy in your medical records is paramount for effective healthcare. If you believe any information in your record at Whole Health Partners is incorrect or incomplete, you have the right to request a correction, also known as an amendment.
To initiate a correction, please reach out to us, and we will provide you with the necessary steps. While we carefully consider every request, there might be instances where we cannot fulfill it. If we are unable to make the requested changes, we will inform you in writing within 60 days, explaining the reasons for our decision.
Confidential Communication Preferences
Your privacy matters in every aspect of our communication. You have the right to request confidential communication methods. For example, you can specify that we contact you only on your office phone instead of your home phone, or that we send mail to a specific address different from your home.
Whole Health Partners is dedicated to honoring all reasonable requests for confidential communications to ensure your comfort and privacy.
Limiting the Use and Sharing of Your Health Information
You have the right to request restrictions on how Whole Health Partners uses or shares your health information for treatment, payment, or our operational purposes. It’s important to understand that while we will consider your request, we are not obligated to agree to all limitations, especially if they could negatively impact your healthcare.
However, there is an important exception: if you pay for a specific service or healthcare item entirely out-of-pocket, you can request that we do not share information about that service with your health insurer for payment or operational purposes. In these cases, Whole Health Partners will honor your request unless legally required to share the information.
Accounting of Disclosures: Knowing Who Has Seen Your Information
You have the right to receive a list of instances where Whole Health Partners has shared your health information. This is known as an “accounting of disclosures.” This list will include disclosures made in the six years prior to your request, detailing who received your information, and why.
This accounting will include most disclosures but will exclude certain categories, such as disclosures for treatment, payment, healthcare operations, and disclosures you specifically authorized. You are entitled to one free accounting of disclosures within a 12-month period. Subsequent requests within the same period may incur a reasonable, cost-based fee.
Receiving a Copy of This Privacy Notice
Transparency is key to our relationship with you. You have the right to receive a paper copy of this privacy notice at any time. This right applies even if you previously agreed to receive this notice electronically. Whole Health Partners will promptly provide you with a paper copy upon your request.
Choosing Someone to Act on Your Behalf
You have the right to designate a personal representative who can exercise your health information rights on your behalf. This could be someone with medical power of attorney or a legal guardian.
Before allowing someone to act for you, Whole Health Partners will require proof of their authority to ensure the protection of your health information and your rights are properly represented.
Filing a Complaint if You Believe Your Rights Are Violated
If you believe that Whole Health Partners has violated your privacy rights, you have the right to file a complaint. We encourage you to first contact us directly so we can address your concerns. You can reach us at: [email protected]
You also have the right to file a formal complaint with the U.S. Department of Health and Human Services Office for Civil Rights. Complaints can be mailed to 200 Independence Avenue, S.W., Washington, D.C. 20201, or you can call 1-877-696-6775. Please be assured that Whole Health Partners will not retaliate against you for filing a complaint.
Your Choices Regarding Information Sharing
In certain situations, you have the right and choice to tell us your preferences about sharing your health information.
You have the option to instruct us to:
- Share information with your family members, close friends, or anyone else involved in your care.
- Share information in a disaster relief situation to assist in coordinating care.
- Include your information in a hospital directory (if applicable).
If you are unable to communicate your preference, such as in an emergency situation where you are unconscious, Whole Health Partners may share your information if we believe it is in your best interest. We may also share information when necessary to prevent a serious and imminent threat to health or safety.
Situations Requiring Your Written Permission:
Whole Health Partners will never share your information in the following cases without your explicit written permission:
- Marketing purposes: Using your health information for marketing activities.
- Sale of your information: Selling your health information to third parties.
- Most sharing of psychotherapy notes.
- Fundraising: While we may contact you for fundraising efforts, you have the right to opt out of future fundraising communications.
How Whole Health Partners Uses and Discloses Health Information
Typical Uses and Disclosures:
Whole Health Partners routinely uses and shares your health information in the following ways:
- Treatment: We use your health information and share it with healthcare professionals involved in your care to provide you with the best possible treatment. For example, if you see a specialist, your primary care physician might share relevant information to ensure coordinated care.
- Running our organization: We use your health information to manage and improve our services, operate Whole Health Partners effectively, and contact you when necessary for administrative or healthcare-related reasons.
- Billing for your services: We share your health information with health plans or other payers to process claims and receive payment for the healthcare services you receive at Whole Health Partners.
Other Permitted Uses and Disclosures:
We are also permitted or required to share your information in ways that contribute to the public good. These situations are subject to legal conditions and safeguards:
- Public health and safety issues: We may share information to:
- Prevent the spread of disease.
- Facilitate product recalls related to health.
- Report adverse reactions to medications.
- Report suspected abuse, neglect, or domestic violence.
- Prevent or reduce serious threats to anyone’s health or safety.
- Research: We may use or share de-identified health information for health research purposes. Personal identifiers are removed to protect your privacy.
- Legal Compliance: We will disclose your information if required by federal or state law. This includes providing information to the Department of Health and Human Services to ensure compliance with federal privacy regulations.
- Organ and tissue donation requests: We may share health information with organ procurement organizations to facilitate organ, eye, or tissue donation and transplantation.
- Medical examiners and funeral directors: We may share health information with coroners, medical examiners, or funeral directors in the event of a death.
- Workers’ compensation, law enforcement, and government requests: We may share health information for:
- Workers’ compensation claims.
- Law enforcement purposes or with law enforcement officials.
- Health oversight agencies for legally authorized activities.
- Special government functions such as military activities, national security, and presidential protective services.
- Lawsuits and legal actions: We may disclose health information in response to a court order, administrative order, or subpoena.
Whole Health Partners’ Responsibilities for Your Privacy
Whole Health Partners is legally obligated to:
- Maintain the privacy and security of your protected health information.
- Notify you promptly if a breach occurs that may compromise the privacy or security of your information.
- Adhere to the duties and privacy practices described in this notice and provide you with a copy.
- Refrain from using or sharing your information except as described in this notice, unless you provide written authorization.
- Allow you to change your mind and revoke your authorization at any time.
Data Sharing and SMS Communication Privacy
SMS Opt-in and Data Privacy:
Please be aware that SMS opt-in choices and phone numbers provided for SMS communication are not shared externally. Whole Health Partners is committed to protecting your consent for SMS messaging and will not sell or share customer SMS consent and phone numbers with any third parties under any circumstances.
Terms and Conditions
1. Introduction
Welcome to Whole Health Partners. By using our services, including SMS communications, you agree to be bound by these Terms and Conditions. If you disagree with these terms, please do not use our services.
2. Consent for SMS Communication
By consenting to receive SMS communications, you agree to receive text messages from Whole Health Partners at the phone number you provided. Information collected during the SMS consent process will not be shared with third parties.
3. Types of SMS Communications
If you have opted in to receive text messages, you may receive SMS communications related to:
- Customers and Guests: Updates regarding your appointments, health reminders, or other relevant health information.
- Job Applicants: Information about your application status or employment-related updates.
4. Standard Messaging Disclosures
- Message Frequency: The frequency of messages may vary based on your interactions with us.
- Standard Messaging Rates: Standard messaging and data rates from your mobile service provider may apply.
- Opt-out: You can opt out of SMS messages anytime by texting “STOP” to the number from which you received the message.
- Help: For assistance, text “HELP” to any text message or contact us directly at (719) 653-2595 or email us at [email protected]. You can also review our full Privacy Policy above.
This revised notice provides a comprehensive overview of your rights and how Whole Health Partners protects your health information. We are dedicated to maintaining your trust and ensuring your privacy is respected at every step of your care.
