HIPAA Policy and Procedures (about your private and protected health information)

Policy and Procedure
Notice of Privacy Practices 
Arizona Head, Neck and Facial Surgery, Ltd. & Arizona Sinus Center

Policy

The HIPAA Privacy Rule gives an individual a right to adequate notice of the uses and disclosures of protected health information (PHI) that may be made by this office, and of the individual’s rights and the office’s legal duties with respect to PHI.

Procedure for Content of Notice of Privacy Practices

• The Notice will be in plain language and inform the individual of the uses and disclosures of PHI that this office may make, and of the individual’s rights and the office’s legal duties with respect to their PHI as required by the HIPAA Privacy Rule and contained in our office Notice, which is incorporated into this procedure.
• The Notice will contain the mandatory elements required by the HIPAA Privacy Rule.
• The Notice will contain the following optional elements for certain uses and disclosures:
  • The office may contact the individual to provide appointment reminders or information about treatment alternatives or other health-related benefits and services that may be of interest to the individual.
• The Notice will reserve the right to change its policy and procedures, and the office will make the Notice available on request to individuals whenever there is a material change to it.

Procedure for Providing Notice

• The Notice will be posted in a clear and prominent place in the office where individuals seeking service will be able to read it.
• The Notice will be prominently posted on our office website and electronically available.
• This office will make available to each patient or prospective patient its “Notice of Privacy Practices.”
• The office person[s] responsible for obtaining the signed acknowledgment or documentation of good faith efforts to obtain it is Cheryl for Dr. Rehl.
• All current or new patients will be requested to sign a written acknowledgment of Receipt of Privacy Notice, which will be maintained in their medical record.
• For patients or their representatives who either refuse or are unable to sign the acknowledgment, the appropriate staff person will prepare a documentation of good faith efforts to obtain acknowledgment of Receipt of Privacy Notice, reflecting why the patient or representative did not sign, which will be maintained in their medical record.
• For those patients who cannot sign due to an emergency condition, the responsible staff person for follow-up is Cheryl Watson.

Procedure on Documentation

• This office will keep samples of its Notice of Privacy Practices for 6 years.
• This office will maintain in the individual’s medical record all acknowledgments and/or documentation of good faith efforts to obtain the acknowledgment.

Procedure for Revising Notice

• This office will, as necessary and at least annually, review its Notice of Privacy Practices and related policy and procedures for possible revision.

References: HIPAA Privacy Rule, 45 C.F.R. § 164.520