Corporate Compliance

If you have a Corporate Compliance concern regarding Schenectady ARC you may contact Corporate Compliance Officer, Lisa Serotta Phone: 688-8221 or call the helpline at 688-8681

Corporate Compliance Policy
Corporate Compliance Vendor Information
Corporate Compliance Helpline

 

Notice of Privacy Practices - Schenectady ARC

THIS NOTICE DESCRIBES HOW IDENTIFIABLE MEDICAL* INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION.
PLEASE REVIEW IT CAREFULLY

Effective Date

This notice went into effect April 14, 2003 and was amended on May 14, 2013, to add language to comply with the HIPAA 2.0 Omnibus Rule and on September 1, 2013 to comply with the HIPAA Final Rule.

If you have any questions about this notice, please contact Lisa Serotta, HIPAA Privacy Officer at (518) 372-1160.

Changes to this Notice

We reserve the right to change this notice. We reserve the right to make changes to terms described in this notice and to make the new notice terms effective to all protected health information that Schenectady ARC maintains. We will post the new notice with the effective date on our website at www.arcschenectady.org and in our facilities. In addition, we will offer you a copy of the revised notice at your next scheduled service planning meeting.

Our Privacy Commitment to You

At Schenectady ARC, we understand that information about you and your family is personal. We are committed to protecting your privacy and sharing information only with those who need to know and are allowed to see the information to assure quality services for you. This notice tells you how Schenectady ARC uses and discloses information about you. It describes your rights and what Schenectady ARC’s responsibilities are concerning information about you.

1. Who will follow this notice:
All people who work for Schenectady ARC in our residences, in our day (non-residential) services programs, and in our administrative offices will follow this notice. This includes employees, persons we contract with (contractors) who are authorized to enter information in your clinical record or need to review your record to provide services to you, and volunteers that Schenectady ARC allows to assist you.

2. What information* is protected:
All information we create or keep that relates to your health or care and treatment, or that identifies you as receiving services from us, including your name, address, birth date, social security number, your medical information, your individualized service plan, and other information (including photographs and other images) about your care in our programs. In this Notice, we refer to protected information as "protected health information".

Your Protected Health Information Rights

You have the following rights concerning your protected health information. When we use the word "you" in this notice we also mean your personal representative. Depending on your circumstances and in accordance with state law, your “personal representative may be your guardian, your health care proxy, or your involved parent, spouse, or adult child.

• We are required to notify you if your protected health information has been (or is reasonably believed to have been) accessed, acquired, or disclosed due to a breach. Our business associates have a similar duty to provide notification of health information breaches. We will notify you by first class mail within 60 days of our discovery of such an event.

• You have a right to see or inspect your protected health information and obtain a copy. Some exceptions apply, such as records regarding incident reports and investigations, and information compiled for use in court or administrative proceedings. In addition, if we maintain electronic health record, you have the right to obtain an electronic copy of your records and you may, by written request, have us send your record electronically directly to another party. To inspect or copy your protected health information, submit a request in writing to Lisa Serotta. We will respond within 30 days. We may charge you a fee for the costs of copying, mailing, or other supplies associated with your request. We may deny your request to inspect and copy records in very limited circumstances. If you are denied access to your protected health information, you may request that the denial be reviewed. We will comply with the outcome of the review.


• You have the right to ask Schenectady ARC to change or amend protected health information that you believe is incorrect or incomplete. We may deny your request in some cases, for example, if the record was not created by Schenectady ARC or if after reviewing your request, we believe the record is accurate and complete.

• You have the right to request a list of the disclosures Schenectady ARC has made of your protected health information. The list, however, does not include certain disclosures, such as those made for treatment, payment, and health care operations, or disclosures made to you or made to others with your permission.

• You have the right to request additional restrictions on uses or disclosures of your health information beyond the restrictions stated in this notice. If you pay out of pocket in full for service, you can request that the information regarding those services not be disclosed to your health plan as no claim to the health plan is involved. We must agree to this request.

• You have the right to request that Schenectady ARC communicates with you in a way that will help keep your information confidential.

• You have the right to receive a paper copy of this notice. You may ask Schenectady ARC staff to give you another copy or you may obtain one from our website at www.arcschenectady.org.
• To request access to your protected health information or to request any of the rights listed here, you may contact Lisa Serotta, at 372-1160.

Schenectady ARC’s Responsibilities For Your Protected Health Information

Schenectady ARC is required to:

• Maintain the privacy of your information in accordance with federal and state laws.

• Give you this notice of our legal duties and practices concerning the protected health information we have about you.

• Follow the rules and restrictions in this notice. Schenectady ARC will use or share information about you only with your permission except for the reasons explained in this notice.

• Tell you if we make changes to our privacy practices in the future. If significant changes are made, Schenectady ARC will give you a new notice and post a new notice on our website at www.arcschenectady.org.

How Schenectady ARC Uses and Discloses Protected Health Information

Schenectady ARC may use and disclose protected health information without your permission for the purposes described below. For each of the categories of uses and disclosures, we explain what we mean and offer an example. Not every use or disclosure is described, but all of the ways we will use or disclose information will fall within these categories.

• Treatment: Schenectady ARC will use your protected health information to provide you with treatment and services. We may disclose protected health information to doctors, nurses, psychologists, social workers, therapists, qualified Intellectual Disability Professionals (QIDP’s), developmental aides, and other Schenectady ARC employees, volunteers or interns who are involved in providing you care. For example, involved staff may discuss your protected health information to develop and carry out your individualized service plan (ISP). Other Schenectady ARC staff may share your protected health information as necessary to provide you with services (such as residential habilitation or day habilitation), or to coordinate different services you need, such as medical tests, respite care, transportation, etc. We may also need to disclose your protected health information to your service coordinator and other providers outside of Schenectady ARC who are responsible for providing you with the services identified in your ISP or to obtain new services for you.

• Appointment Reminders: We may use and disclose protected health information to contact you as a reminder that you have an appointment for treatment or services at one of our programs.

• Payment: Schenectady ARC will use your protected health information so that we can bill and collect payment from you, a third party, an insurance company, Medicare or Medicaid or other government agencies. For example, we may need to provide the NYS Department of Health (Medicaid) with information about the services you received in our facility or through one of our HCBS waiver programs so they will pay us for the services. In addition, we may disclose your protected health information to receive prior approval for payment for services you may need. Also, we may disclose your protected health information to the US Social Security Administration, or the Department of Health to determine your eligibility for coverage or your ability to pay for services.

• Health Care Operations: Schenectady ARC will use protected health information for administrative operations. These uses and disclosures are necessary to operate Schenectady ARC programs and residences and to make sure all consumers receive appropriate, quality care. For example, we may use protected health information for quality improvement to review our treatment and services and to evaluate the performance of our staff in caring for you. We may also disclose information to clinicians and other personnel for on-the-job training. We will share your protected health information with other Schenectady ARC staff for the purposes of obtaining legal services, conducting fiscal audits, and for fraud and abuse detection and compliance through our internal Corporate Compliance and Quality Assurance programs. We will also share your protected health information with Schenectady ARC staff to resolve complaints or objections to your services. We may also disclose protected health information to our business partners who need access to the information to perform administrative or professional services on our behalf.

Other Uses and Disclosures that Do Not Require your Permission

In addition to treatment, payment and health care operations, Schenectady ARC may use your protected health information without your permission for the following reasons:

• When we are required to do so by federal or state law;

• For public health reasons, including prevention and control of disease, injury or disability, reporting births and deaths, reporting child abuse or neglect, reporting reactions to medication or problems with products, and to notify people who may have been exposed to a disease or are at risk of spreading the disease;

• To report domestic violence and adult abuse or neglect to government authorities if you agree or if necessary to prevent serious harm;

• For health oversight activities, including audits, investigations, surveys and inspections, and licensure. These activities are necessary for government to monitor the health care system, government programs, and compliance with civil rights laws. Health oversight activities do not include investigations that are not related to the receipt of health care or receipt of government benefits in which you are the subject ;

• For judicial and administrative proceedings, including hearings and disputes. If you are involved in a court or administrative proceeding we will disclose protected health information if the judge or presiding officer orders us to share the information;

• For law enforcement purposes, in response to a court order or subpoena, to report a possible crime, to identify a suspect or witness or missing person, to provide identifying data in connection with a criminal investigation, and to the district attorney in furtherance of a criminal investigation of client abuse;

• Upon your death, to coroners or medical examiners for identification purposes or to determine cause of death, and to funeral directors to allow them to carry out their duties;
• To organ procurement organizations to accomplish cadaver, eye, tissue, or organ donations in compliance with state law;

• For research purposes when you have agreed to participate in the research and an Institutional Review Board or Privacy Committee has approved the use of the protected health information for the research purposes;

• To prevent or lessen a serious and imminent threat to your health and safety or someone else’s;

• To authorized federal officials for intelligence and other national security activities authorized by law or to provide protective services to the President and other officials.

• To correctional institutions or law enforcement officials if you are an inmate and the information is necessary to provide you with health care, protect your health and safety or that of others, or for the safety of the correctional institution.

• To governmental agencies that administer public benefits if necessary to coordinate the covered functions of the programs

Uses and Disclosures that Require Your Agreement

Schenectady ARC may disclose protected health information to the following persons if we tell you we are going to use or disclose it and you agree or do not object:

• To family members and personal representatives who are involved in your care if the information is relevant to their involvement and to notify them of your condition and location; or

• To disaster relief organizations that need to notify your family about your condition and location should a disaster occur.

• We may use, or disclose to a related foundation, limited information for the purpose of fund raising. If we do use such information, however, we will give you the option to request that the information not be used in the future.

Authorization Required For All Other Uses and Disclosures

For all other types of uses and disclosures not described in this Notice, Schenectady ARC will use or disclose protected health information only with a written authorization signed by you that states who may receive the information, what information is to be shared, the purpose of the use or disclosure and an expiration for the authorization. Written authorizations are always required for use and disclosure of psychotherapy notes and for marketing purpose. We may not sell your protected health information or use your health information for marketing purposes without your prior authorization.


Note: If you cannot give permission due to an emergency, Schenectady ARC may release protected health information if we believe such a release to be in your best interest. We must tell you as soon possible after releasing the information.

You may revoke your authorization at any time. If you revoke your authorization in writing we will no longer use or disclose your protected health information for the reasons stated in your authorization. We cannot, however, take back disclosures we made before you revoked and we must retain protected health information that indicates the services we have provided to you.

Schenectady ARC may release student immunization records of a student or prospective student to a school if state law requires the school to have proof of immunization and we obtain and document your agreement. Your agreement may be in writing , either in hard copy or electronically. Alternatively, we may rely on a parent or adult student’s verbal agreement, in which case we would document the agreement.

Complaints

If you believe your privacy rights have been violated:

You may file a complaint with Schenectady ARC’s privacy officer, Lisa Serotta, at 214 State Street, Schenectady New York (518) 372-1160. Or, you may contact the Secretary of the Department of Health and Human Services. You may call them a (877) 696-6775 or write to them at 200 Independence Ave. S. W., HHH Building Room 509H, Washington DC, 20201.
You may file a grievance with the Office of Civil Rights by calling 866-OCR-PRIV or (866) 627-7748; or (TTY) (886) 788-4989; or by e-mail www.hhs.gov/ocr

All complaints must be submitted in writing. You will not be penalized for filing a complaint.

Notice of Privacy Practices - Ridge Health Services

Notice of Privacy Practices

THIS NOTICE DESCRIBES HOW IDENTIFIABLE MEDICAL* INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION.
PLEASE REVIEW IT CAREFULLY

Effective Date:
This notice went into effect January 3, 2011 and was amended on September 1, 2013 to comply with the HIPPA Final Rule. If you have any questions about this notice, please contact Schenectady County Chapter, NYSARC, Inc.’s Corporate Compliance Officer, at (518) 372-1160.

Changes to this Notice

We reserve the right to change this notice. We reserve the right to make changes to terms described in this notice and to make the new notice terms effective to all protected health information that Ridge Health Services, Inc. maintains. We will post the new notice with the effective date on the Schenectady ARC website at www.arcschenectady.org and in the clinic. In addition, we will offer you a copy of the revised notice at your next scheduled appointment.

Our Privacy Commitment to You

At Ridge Health Services, Inc., we understand that information about you and your family is personal. We are committed to protecting your privacy and sharing information only with those who need to know and are allowed to see the information to assure quality services for you. This notice tells you how Ridge Health Services, Inc. uses and discloses information about you. It describes your rights and what Ridge Health Services, Inc. responsibilities are concerning information about you.


1. Who will follow this notice:
All people who work for Ridge Health Services, Inc. and employees of Schenectady County Chapter, NYSARC, Inc. with whom it contracts services. This includes employees, persons we contract with (contractors) who are authorized to enter information in your clinical record or need to review your record to provide services to you, and volunteers that Ridge Health Services, Inc. allows to assist you.

2. What information* is protected:
All information we create or keep that relates to your health or care and treatment, or that identifies you as receiving services from us, including your name, address, birth date, social security number, your medical information, your individualized service plan, and other information (including photographs and other images) about your care in Ridge Health Services, Inc. In this Notice, we refer to protected information as "Protected Health Information".

Your Protected Health Information Rights

You have the following rights concerning your Protected Health Information. When we use the word "you" in this notice we also mean your personal representative. Depending on your circumstances and in accordance with state law, your “persona
l representative may be your guardian, your health care proxy, or your involved parent, spouse, or adult child.

We are required to notify you if your protected health information has been (or is reasonably believed to have been) accessed, acquired, or disclosed due to a breach. Our business associates have a similar duty to provide notification of health information breaches. We will notify you by first class mail within 60 days of our discovery of such an event.

You have a right to see or inspect your Protected Health Information and obtain a copy. Some exceptions apply, such as records regarding incident reports and investigations, and information compiled for use in court or administrative proceedings. In addition, if we maintain electronic health record, you have the right to obtain an electronic copy of your records and you may, by written request, have us send your record electronically directly to another party. To inspect or copy your protected health information, submit a request in writing to Lisa Serotta. We will respond within 30 days. We may charge you a fee for the costs of copying, mailing, or other supplies associated with your request. We may deny your request to inspect and copy records in very limited circumstances. If you are denied access to your protected health information, you may request that the denial be reviewed. We will comply with the outcome of the review.

If we deny your request to see your Protected Health Information, you have the right to request a review of that denial. Professionals chosen by Ridge Health Services, Inc. who were not involved in the initial decision to deny your request will review the record and decide if you may have access to the record.

You have the right to ask Ridge Health Services, Inc. to change or amend Protected Health Information that you believe is incorrect or incomplete. We may deny your request in some cases, for example, if the record was not created by Ridge Health Services, Inc. or if after reviewing your request, we believe the record is accurate and complete.

You have the right to request a list of the disclosures Ridge Health Services, Inc. has made of your Protected Health Information. The list, however, does not include certain disclosures, such as those made for treatment, payment, and health care operations, or disclosures made to you or made to others with your permission.

You have the right to request additional restrictions on uses or disclosures of your health information beyond the restrictions stated in this notice. Ridge Health Services, Inc., however, is not required to agree to your request. If you pay out of pocket in full for service, you can request that the information regarding those services not be disclosed to your health plan as no claim to the health plan is involved. We must agree to this request.

You have the right to request that Ridge Health Services, Inc. communicates with you in a way that will help keep your information confidential.

You have the right to receive a paper copy of this notice. You may ask Ridge Health Services, Inc. staff to give you another copy.

To request access to your Protected Health Information or to request any of the rights listed here, you may contact the Corporate Compliance Officer, at (518)372-1160.

Ridge Health Services, Inc.’s Responsibilities For Your Protected Health Information

Ridge Health Services, Inc. is required to:

Maintain the privacy of your information in accordance with federal and state laws.

Give you this notice of our legal duties and practices concerning the Protected Health Information we have about you.

Follow the rules and restrictions in this notice. Ridge Health Services, Inc. will use or share information about you only with your permission except for the reasons explained in this notice.

Tell you if we make changes to our privacy practices in the future. If significant changes are made, Ridge Health Services, Inc. will give you a new notice and post a new notice on our website at www.arcschenectady.org.

How Ridge Health Services, Inc. Uses and Discloses Clinical Information

Ridge Health Services, Inc. may use and disclose Protected Health Information without your permission for the purposes described below. For each of the categories of uses and disclosures, we explain what we mean and offer an example. Not every use or disclosure is described, but all of the ways we will use or disclose information will fall within these categories.

Treatment: Ridge Health Services, Inc. will use your Protected Health Information to provide you with treatment and services. We may disclose Protected Health Information to doctors, nurses, podiatrists, psychiatrists, and other Ridge Health Services, Inc. employees, consultants, volunteers or interns who are involved in providing you care. For example, involved staff may discuss your Protected Health Information to develop and carry out your plan of care. We may also need to disclose your Protected Health Information to your service coordinator and other providers outside of Ridge Health Services, Inc. who are responsible for providing you with the services identified in your ISP or to obtain new services for you.
Appointment Reminders: We may use and disclose Protected Health Information to contact you as a reminder that you have an appointment for treatment.

Payment: Ridge Health Services, Inc. will use your Protected Health Information so that we can bill and collect payment from you, a third party, an insurance company, Medicare or Medicaid or other government agencies. For example, we may need to provide the NYS Department of Health (Medicaid) with information about the services you received in our facility. In addition, we may disclose your Protected Health Information to receive prior approval for payment for services you may need. Also, we may disclose your Protected Health Information to the US Social Security Administration, or the Department of Health to determine your eligibility for coverage.

Health Care Operations: Ridge Health Services, Inc. will use Protected Health Information for administrative operations. These uses and disclosures are necessary to operate Ridge Health Services, Inc. and to make sure all patients receive appropriate, quality care. For example, we may use Protected Health Information for quality improvement to review our treatment and services and to evaluate the performance of our staff in caring for you. We may also disclose information to clinicians and other personnel for on-the-job training. We will share your Protected Health Information with other Ridge Health Services, Inc. staff for the purposes of obtaining legal services, conducting fiscal audits, and for fraud and abuse detection and compliance through our internal Corporate Compliance and Quality Assurance programs. We will also share your Protected Health Information with Ridge Health Services, Inc. staff to resolve complaints or objections to your services. We may also disclose Protected Health Information to our business partners who need access to the information to perform administrative or professional services on our behalf.

Other Uses and Disclosures that Do Not Require your Permission

In addition to treatment, payment and health care operations, Ridge Health Services, Inc. may use your Protected Health Information without your permission for the following reasons:

When we are required to do so by federal or state law;

For public health reasons, including prevention and control of disease, injury or disability, reporting births and deaths, reporting child abuse or neglect, reporting reactions to medication or problems with products, and to notify people who may have been exposed to a disease or are at risk of spreading the disease;

To report domestic violence and adult abuse or neglect to government authorities if you agree or if necessary to prevent serious harm;

For health oversight activities, including audits, investigations, surveys and inspections, and licensure. These activities are necessary for government to monitor the health care system, government programs, and compliance with civil rights laws. Health oversight activities do not include investigations that are not related to the receipt of health care or receipt of government benefits in which you are the subject ;

For judicial and administrative proceedings, including hearings and disputes. If you are involved in a court or administrative proceeding we will disclose Protected Health Information if the judge or presiding officer orders us to share the information;

For law enforcement purposes, in response to a court order or subpoena, to report a possible crime, to identify a suspect or witness or missing person, to provide identifying data in connection with a criminal investigation, and to the district attorney in furtherance of a criminal investigation of client abuse;

Upon your death, to coroners or medical examiners for identification purposes or to determine cause of death.

To organ procurement organizations to accomplish cadaver, eye, tissue, or organ donations in compliance with state law;

For research purposes when you have agreed to participate in the research and an Institutional Review Board or Privacy Committee has approved the use of the Protected Health Information for the research purposes;

To prevent or lessen a serious and imminent threat to your health and safety or someone else’s;

To authorized federal officials for intelligence and other national security activities authorized by law or to provide protective services to the President and other officials.

To correctional institutions or law enforcement officials if you are an inmate and the information is necessary to provide you with health care, protect your health and safety or that of others, or for the safety of the correctional institution.

To governmental agencies that administer public benefits if necessary to coordinate the covered functions of the programs

Uses and Disclosures that Require Your Agreement

Ridge Health Services, Inc. may disclose Protected Health Information to the following persons if we tell you we are going to use or disclose it and you agree or do not object:

To family members and personal representatives who are involved in your care if the information is relevant to their involvement and to notify them of your condition and location; or

To disaster relief organizations that need to notify your family about your condition and location should a disaster occur.

We may use, or disclose to a related foundation, limited information for the purpose of fund raising. If we do use such information, however, we will give you the option to request that the information not be used in the future.

Authorization Required For All Other Uses and Disclosures

For all other types of uses and disclosures not described in this Notice, Ridge Health Services, Inc. will use or disclose Protected Health Information only with a written authorization signed by you that states who may receive the information, what information is to be shared, the purpose of the use or disclosure and an expiration for the authorization. Written authorizations are always required for use and disclosure of psychotherapy notes and for marketing purposes. We may not sell your protected health information or use your health information for marketing purposes without your prior authorization.

Note: If you cannot give permission due to an emergency, Ridge Health Services, Inc. may release Protected Health Information if we believe such a release to be in your best interest. We must tell you as soon possible after releasing the information.

You may revoke your authorization at any time. If you revoke your authorization in writing we will no longer use or disclose your Protected Health Information for the reasons stated in your authorization. We cannot, however, take back disclosures we made before you revoked and we must retain Protected Health Information that indicates the services we have provided to you.

Ridge Health Services, Inc. may release student immunization records of a student or prospective student to a school if state law requires the school to have proof of immunization and we obtain and document your agreement. Your agreement may be in writing, either in hard copy or electronically. Alternatively, we may rely on a parent or adult student’s verbal agreement, in which case we would document the agreement.

Complaints

If you believe your privacy rights have been violated:

You may file a complaint with Schenectady County Chapter, NYSARC, Inc, at 214 State Street, Schenectady New York (518) 372-1160. Or, you may contact the Secretary of the Department of Health and Human Services. You may call them a (877) 696-6775 or write to them at 200 Independence Ave. S. W., HHH Building Room 509H, Washington DC, 20201.

You may file a grievance with the Office of Civil Rights by calling 866-OCR-PRIV or (866) 627-7748; or (TTY) (886) 788-4989; or by e-mail www.hhs.gov/ocr

All complaints must be submitted in writing. You will not be penalized for filing a complaint.