Effective Date: [DATE — TO BE CONFIRMED]
1. Our Commitment to Your Privacy
Ratna HealthPlex ("we," "us," or "our") understands that health information about you and your care is personal. We are committed to protecting health information about you. We create a record of the care and services you receive in order to provide you with quality care and to comply with certain legal requirements. This notice applies to the protected health information ("PHI") created, received, or maintained through our platform and services, whether by us directly or on behalf of the healthcare organizations we serve.
We are required by law to maintain the privacy of PHI, provide individuals with notice of our legal duties and privacy practices with respect to PHI, and to notify affected individuals following a breach of unsecured PHI. We must follow the terms of this notice while it is in effect.
2. Understanding Your Health Information
Protected Health Information ("PHI") is individually identifiable health information that relates to your past, present, or future physical or mental health condition, the provision of health care to you, or the past, present, or future payment for health care, and that identifies you or could reasonably be used to identify you. PHI may exist in oral, written, or electronic form and may include, without limitation:
- Identifying information — name, date of birth, address, phone number, email, and government-issued identification numbers.
- Clinical information — diagnoses, treatment history, medications, lab and radiology results, and clinical notes.
- Payment and billing information — insurance details, claims, and billing records.
- Other health-related data — appointment records, care plans, and communications with providers.
3. How We May Use and Disclose Your Health Information
We may use and disclose your PHI for the following purposes without your written authorization, as permitted or required by law:
- Treatment — to provide, coordinate, or manage your health care and related services, including sharing information among health care providers involved in your care.
- Payment — to obtain payment for health care services, including billing, claims management, and eligibility verification.
- Health care operations — for activities such as quality assessment, care coordination, staff training, compliance auditing, and business management.
- As required by law — when disclosure is mandated by federal, state, or local law.
- Public health activities — for purposes such as disease prevention, reporting to public health authorities, and responding to public health investigations.
- Health oversight activities — to support audits, investigations, inspections, and licensure actions by health oversight agencies.
- Judicial and administrative proceedings — in response to a court order, subpoena, or other lawful process.
- Law enforcement purposes — under limited circumstances specified by law, such as reporting certain wounds or responding to a valid legal request.
- To avert a serious threat to health or safety — when necessary to prevent or lessen a serious and imminent threat to a person or the public.
- Business associates — with third parties that perform services on our behalf and that agree, in writing, to appropriately safeguard your information.
4. Uses and Disclosures Requiring Your Authorization
Other than the uses and disclosures described above, we will not use or disclose your PHI without your prior written authorization. Examples of uses and disclosures that generally require your written authorization include:
- Most uses and disclosures of psychotherapy notes, where applicable.
- Uses and disclosures of PHI for marketing purposes.
- Disclosures that constitute a sale of PHI.
- Any other use or disclosure not otherwise described in this notice.
You may revoke a prior authorization, in writing, at any time, except to the extent we have already taken action in reliance on it.
5. Your Rights Regarding Your Health Information
You have the following rights with respect to your PHI:
- Right to access — you may request to inspect and obtain a copy of your PHI maintained in a designated record set, subject to certain limited exceptions.
- Right to amend — you may request that we amend PHI that you believe is incorrect or incomplete, for as long as the information is kept.
- Right to request restrictions — you may request restrictions on certain uses and disclosures of your PHI; we are not required to agree, except in certain circumstances specified by law.
- Right to request confidential communications — you may request that we communicate with you about health matters in a certain way or at a certain location.
- Right to an accounting of disclosures — you may request a list of certain disclosures we have made of your PHI.
- Right to receive a paper copy — you may request a paper copy of this notice at any time, even if you agreed to receive it electronically.
- Right to file a complaint — you may file a complaint with us or with the U.S. Department of Health and Human Services if you believe your privacy rights have been violated (see Section 9, Complaints).
6. Our Responsibilities
We are required by law to:
- Maintain the privacy and security of your PHI.
- Provide you with this notice describing our legal duties and privacy practices with respect to your PHI.
- Abide by the terms of this notice currently in effect.
- Notify you if a breach occurs that may have compromised the privacy or security of your PHI.
- Not use or share your information other than as described here unless you tell us we can, in writing, and you may change your mind at any time by letting us know in writing.
7. Breach Notification
In the event of a breach of unsecured PHI, we will notify affected individuals, and where required, relevant regulatory authorities and the media, in accordance with applicable breach notification requirements under HIPAA and other applicable law. Notifications will describe the nature of the breach, the types of information involved, steps individuals should take to protect themselves, and the steps we are taking to investigate and mitigate the breach.
8. Changes to This Notice
We reserve the right to change the terms of this notice and to make the revised notice effective for PHI we already have about you as well as any information we receive in the future. We will make the current notice available upon request and, where applicable, post the updated notice on our website with a revised effective date.
9. Complaints
If you believe your privacy rights have been violated, you may file a complaint with us using the contact information below. Filing a complaint will not affect your care or any benefits you are otherwise entitled to receive.
[Privacy Officer contact and complaint process to be confirmed]. You may also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights.
10. Contact Information
If you have questions about this notice or would like to exercise any of the rights described above, please contact our Privacy Officer.
[Privacy Officer name/email/address to be confirmed]