ALDEN REHABILITATION AND HEALTH CARE CENTER
NOTICE OF INFORMATION PRACTICES
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.
Understanding Your Health Record/Information
Each time you stay at a nursing facility, a record of your stay is made. Typically, this record contains your symptoms, examination and test results, diagnoses, treatment, and a plan for future care or treatment. This information, often referred to as your health or medical record, serves as a:
- basis for planning your care and treatment;
- means of communication among the many health professionals who contribute to your care;
- legal document describing the care you received;
- means by which you or a third-party payer can verify that services billed were actually provided;
- a source of information for public health officials who oversee the delivery of health care in the United States;
- a source of data for facility planning and marketing; and
- a tool with which we can assess and continually work to improve the care we render and the outcomes we achieve.
Understanding what is in your record and how your health information is used helps you to:
- ensure its accuracy;
- better understand who, what, when, where and why others may access your health information; and
- make more informed decisions when authorizing disclosure to others.
Our nursing facility is required to:
- maintain the privacy of your health information;
- provide you with a notice as to our legal duties and privacy practices with respect to information we collect and maintain about you;
- abide by the terms of this notice;
- notify you if we are unable to agree to a requested restriction; and
- accommodate reasonable requests you may have to communicate health information by alternative means or at alternative locations.
We reserve the right to change our practices and to make the new provisions effective for all protected health information we maintain.
We will not use or disclose your health information without your authorization, except as described in this notice.
How We Will Use or Disclose Your Health Information
- Treatment: We will use your health information for treatment. For example, information obtained by a nurse, physician, or other member of your healthcare team will be recorded in your record and used to determine the course of treatment that should work best for you. Your physician will document in your record his or her expectations of the members of your healthcare team. Members of your healthcare team will then record the actions they took and their observations. In that way, the physician will know how you are responding to treatment. We will also provide your physician or a subsequent healthcare provider with copies of various reports that should assist him or her in treating you once you’re discharged from our nursing facility.
- Payment: We will use your health information for payment. For example, a bill may be sent to you or a third-party payer, including Medicare or Medicaid. The information on or accompanying the bill may include information that identifies you, as well as your diagnosis, procedures, and supplies used.
- Healthcare Operations: We will use your health information for regular health operations. For example, members of the medical staff, the risk or quality improvement manager, or members of the quality improvement team may use information in your health record to assess the care and outcomes in your case and others like it. This information will then be used in an effort to continually improve the quality and effectiveness of the healthcare and service we provide.
- Business Associates: There are some services provided in our organization through contacts with business associates. Examples include, but are not limited to, our pharmacies, laboratories, therapy providers, medical equipment and supply companies, accountants, consultants and attorneys. When these services are contracted, we may disclose your health information to our business associates so that they can perform the job we’ve asked them to do. To protect your health information, however, we require the business associates to appropriately safeguard your information.
- Directory: Unless you notify us that you object, we may use your name, location in the facility, general condition, and religious affiliation for directory purposes. This information may be provided to members of the clergy and, except for religious affiliation, to other people who ask for you by name. We may also use your name on a name plate next to or on your door in order to identify your room. Unless you notify us that you object.
- Notification: We may use or disclose information to notify or assist in notifying a family member, personal representative, or another person responsible for your care, of your location and general condition. If we are unable to reach your family member or personal representative, then we may leave a message for them at the phone number that they have provided us, e.g., on an answering machine.
- Communication With Family: We may disclose to a family member, other relative, close personal friend or any other person you identify, health information relevant to that person’s involvement in your care or payment related to your care.
- Research: We may disclose information to researchers when their research has been approved by an institutional review board that has reviewed the research proposal and establish protocols to ensure the privacy of your health information.
- Funeral Directors: We may disclose health information to funeral directors and coroners to carry out their duties consistent with applicable law.
- Organ Procurement Organizations: Consistent with applicable law, we may disclose health information to organ procurement organizations or other entities engaged in the procurement, banking, or transplantation of organs for the purpose of tissue donation and transplant.
- Marketing: We may contact you to provide appointment reminders or information about treatment alternatives or other health-related benefits and services that may be of interest to you.
- Food and Drug Administration (FDA): We may disclose to the FDA health information relative to adverse events with respect to food, supplements, product and product defects, or post marketing surveillance information to enable product recalls, repairs or replacement.
- Workers’ Compensation: We may disclose health information to the extent authorized by law and to the extent necessary to comply with laws relating to workers’ compensation or other similar programs established by law.
- Public Health: As required by law, we may disclose your health information to public health or legal authorities charged with preventing or controlling disease, injury or disability.
- Correctional Institution: Should you be an inmate of a correctional institution, we may disclose to the institution or agents thereof health information necessary for your health and the health and safety of other individuals.
- Law Enforcement: We may disclose health information for law enforcement purposes as required by law or in response to a valid subpoena.
- Judicial and Administrative Proceedings: We may disclose medical information about you in the course of any judicial or administrative proceeding in response to an order of the court or administrative tribunal. We also may disclose medical information about you in response to a subpoena, discovery request, or other legal process.
- Reports: Federal law makes provisions for your health information to be released to an appropriate health oversight agency, public health authority or attorney, provided that a work force member or business associate believes in good faith that we have engaged in unlawful conduct or have otherwise violated professional or clinical standards and are potentially endangering one or more patients, workers or the public.
- Disaster Relief: We may use or disclose medical information about you to a public or private entity authorized by law or by its charter to assist in disaster relief efforts. This will be done to coordinate with those entities in notifying a family member, other relative, close personal friend, or other person identified by you or your location, general condition or death.
- To Avert Serious Threat to Health or Safety: We may use or disclose protected health information about you if we believe the use or disclosure is necessary to prevent or lessen a serious or imminent threat to the health or safety of a person or the public. We may also release information about you if we believe the disclosure is necessary for law enforcement authorities to identify or apprehend an individual who admitted participation in a violent crime or who is an escapee from a correctional institution or from lawful custody.
- Military, Protection and Security: If you are a member of the Armed Forces, we may use and disclose medical information about you for activities deemed necessary by the appropriate military command authorities to assure the proper execution of the military mission. We may also disclose medical information about you to authorized federal officials so they can provide protection to certain government officials. We also may use medical information about you to make medical suitability determinations and may disclose the results to officials in the United States Department of State for purposes of a required security clearance or service abroad.
- Victims of Abuse, Neglect or Domestic Violence: We may disclose medical information about you to a government authority authorized by law to receive reports of abuse, neglect, or domestic violence, if we believe you are a victim of abuse, neglect, or domestic violence. This will occur to the extent the disclosure is: (a) required by law; (b) agreed to by you; or, (c) authorized by law and we believe the disclosure is necessary to prevent serious harm to you or to other potential victims, or, if you are incapacitated and certain other conditions are met, a law enforcement or other public official represents that immediate enforcement activity depends on the disclosure.
- Other Uses and Disclosures: Other uses and disclosures will be made only with your written authorization. You may revoke such an authorization at any time by notifying Alden in writing of your desire to revoke it. However, if you revoke such an authorization, it will not have any affect on actions taken by us in reliance on it.
Your Health Information Rights
Although your health record is the physical property of Alden, the information in your health record belongs to you. Accordingly, you have the following rights:
- You may request that we not use or disclose your health information for a particular reason related to treatment, payment, Alden’s general healthcare operations, and/or to a particular family member, other relative or close personal friend. We ask that such requests be made in writing on a form provided by our facility. Although we will consider your requests with regard to the use of your health information, please be aware that we are under no obligation to accept it or to abide by it. We will abide by your requests with regard to the disclosure of your clinical and personal records to anyone outside of Alden, except in an emergency, if you are being transferred to another health care institution, or the disclosure is required by law.
- If you are dissatisfied with the manner or the location in which you are receiving communications from us that are related to your health information, you may request that we provide you with such information by alternative means or at alternative locations. Such a request must be made in writing, and submitted to Alden, 4200 West Peterson Avenue, Chicago, Illinois 60646. We will attempt to accommodate all reasonable requests.
- You may request to inspect and/or obtain copies of health information about you, which will be provided to you in the time frames established by law. You may make such request in writing; preferably, in order to better respond to your request, using Alden’s standard form. If you request to have copies made, we will charge you a reasonable fee.
- If you believe that any health information in your record is incorrect or if you believe that important information is missing, you may request that we correct the existing information or add the missing information. Such requests must be made in writing, and must provide a reason to support the amendment. We ask that you use the form provided by Alden to make such requests. For a request form, please contact the Privacy Officer.
- You may request that we provide you with a written accounting of all disclosures made by us during the time period for which you request (not to exceed 6 years). We ask that such requests be made in writing on a form provided by Alden. Please note that an accounting will not apply to any of the following types of disclosures: disclosures made for reasons of treatment, payment or healthcare operations;
- disclosures made to you or your legal representative, or any other individual involved with your case;
- disclosures made to correctional institutions or law enforcement officials;
- disclosures made for national security purposes; or
- disclosures made prior to April 14, 2003.
You will not be charged for your first accounting request in any 12 month period. However, for any requests that you make thereafter, you will be charged a reasonable, cost-based fee.
- You have the right to obtain a paper copy of our Notice of Information Practices upon request.
- You may revoke an authorization to use or disclose health information, except to the extent that action has already been taken. Such a request must be made in writing.
For More Information or to Report a Problem
If you have questions and would like additional information, you may contact the Administrator of the facility, or designee.
If you believe that your privacy rights have been violated, you may file a complaint with us. These complaints must be filed in writing on a form provided by Alden. The complaint form may be obtained from Alden, 4200 West Peterson Avenue, Chicago, Illinois 60646, and when completed should be returned to the Privacy Officer at the address listed above. You may also file a complaint with the secretary of the federal Department of Health and Human Services. There will be no retaliation for filing a complaint.
Biometric Timekeeping Use Policy
To define the policy and procedures for collection, use, safeguarding, storage, retention, and destruction of biometric data collected by Alden.
Biometric data means personal information about an individual’s physical characteristics that can be used to identify that person. Biometric data is used to identify an employee by the Kronos Timekeeper System.
How It Works
Employees register their biometric data during a one-time supervised enrollment process. As each employee scans their data, the scanner encrypts and stores a mathematical representation of the fingerprint to create a biometric template that is used as a unique record to identify the employee in the future.
Biometric scanners used by the Alden Kronos Timekeeper System never store any images of the biometric data that is registered. Instead, the scanner determines the characteristics of each worker’s data (such as the pattern of ridges and valleys) and creates a binary code that is impossible to duplicate, decrypt, or reconvert to an image.
- Alden’s policy is to protect and store biometric data in accordance with applicable standards and laws including, but not limited to, the Illinois Biometric Information Privacy Act.
- An individual’s biometric data will not be collected or otherwise obtained by Alden without prior written consent of the individual. Alden will inform the individual of the reason his or her biometric information is being collected and the length of time the data will be stored. A sample consent statement is included in this policy.
- Alden will not sell, lease, trade, or otherwise profit from an individual’s biometric data.
- Biometric data will not be disclosed by Alden unless (a) consent is obtained, (b) disclosure is required by law, or (c) disclosure is required by subpoena.
- Biometric data will be stored using a reasonable standard of care and in a manner, that is the same or exceeds the standards used to protect other confidential information held by Alden.
- Alden will destroy biometric data when employment ends and/or the use of biometric data is no longer needed by the Kronos Timekeeper System.
- Alden reserves the right to amend this Biometric Timekeeping Use Policy at any time.