Privacy Policy

Use and Disclosure of Patient Medical Information

 We will not release or disclose your information for any purpose that is not listed below unless we receive written authorization from the patient.   Any authorization given can be revoked at any time.

 1. Treatment

We may use and disclose your personal health information to provide you with treatment or services. We may disclose medical information about you to doctors, nurses, technicians, medical students, referral staff, or other people who are involved in taking care of you.  This includes all other healthcare providers involved in your care.

 2. For Payment

We may use and disclose your personal health information for payment purposes.

 3. For Healthcare Operations

We may use and disclose  your personal health information for other healthcare operations such as: internal and external audits, training staff, evaluating employees and physicians and measuring quality.


Additional Uses and Disclosures

1. Appointment Reminders: We may use and disclose medical information to contact you as a reminder that you have an appointment for treatment or medical care in the office or in regards to a referral outside the office. Appointment information can be left on answering machines, voicemail, or live person.

2. Test results: We may use and disclose information to contact you regarding the availability of test results.

3. Referring to names: We may use patient names in the waiting area, as well as throughout the office when required to identify a patient.

4. Government Functions: Due to some government requirements, we may disclose or use health information for military personnel and veterans, for national security and intelligence activities, for protective services for the President and others, for medical suitability determinations for the Department of State, for correctional institutions and other law enforcement custodial situations, and for government programs providing public benefits.

5. Court Orders and Judicial Proceedings: We may disclose medical information in response to a court or administrative order, subpoena, discovery request, or other lawful process, under most circumstances. Under limited circumstances, such as a court order, warrant, or grand jury subpoena, we may share your medical information with law officials. We may share limited information with law enforcement official concerning the medical information of a suspect, fugitive, material witness, crime victim or missing person. We may share the medical information of an inmate or other person in lawful custody with a law enforcement official or correctional institution.

6. Public Health: As required by law, we may disclose your medical information to public health or legal authorities charged with preventing or controlling disease, injury or disability, including abuse or neglect. We may also disclose your medical information to persons subject to jurisdiction of the Food and Drug administration (FDA) for purposes of reporting adverse events associated with product defects or problems. We may also, when we are authorized by law to do so, notify a person who may have been exposed to a communicable disease or otherwise be at risk of contracting or spreading a disease or condition.

7. Health Oversight: We may disclose medical information to any agency providing health oversight for audits, civil, administrative or criminal investigations or proceedings, inspections, licensure or disciplinary actions or other authorized activities

8. Victims of Abuse, Neglect, or Domestic Violence: We may disclose medical information to appropriate authorities if we reasonably believe that patient is a possible victim of abuse, neglect, or domestic violence or the possible victim of other crimes. We may share your medical information if it is necessary to prevent a serious threat to your health or safety or the health or safety of others.

9. Emergencies: We may disclose medical information to others involved in emergency situations.

10. Transfer of Information: In order to provide proper medical treatment, personal health  information including medical history information, test and lab results of all pregnant patients will be sent directly to the birthing hospital, the baby’s pediatrcian and any other needed specialist for the baby’s care.  The hospital, the pediatrician and any other needed specialist may make this information part of the baby’s medical record.  Transfer of this information will help hospital staff, the pediatrician and any other needed specialist appropriately provide care and treatment of the newborn.

11. Photo, Announcements and Cards:  We may display images, baby photos, birth    announcements, or images of patients and their family members in our office.  Cards that are pertinent to the patient’s medical event may also be received from and sent to our patients.  Patients’ card may also be shared with staff members and may be posted in the office.


Required Authorizations

1.   General request for patient medical information.

2.   Request for medical information transfers out of our office.

3.   Psychotherapy notes.

4.   Life insurance

5.   Workman’s Compensation

6.   Any other reason deemed necessary

To give authorizationPatients must submit their request in writing through personal letter or by requesting a form from our office. The request must include patient name, date of birth, social security number, physician’s name, location where records are to be sent, place requestor can be contacted, patient signature and date.

Revoking and ExpirationRequestor can revoke any specific authorization given at any time.

PaymentWe have the right to request payment for copies of medical information. A small fee is charged for copies of medical records.

Availability of Medical RecordWe are allowed 30 days to retrieve and provide copies of medical records that are still available within the office. We are allowed 60 days to retrieve and provide copies of medical records that are being stored off site.


HIPAA:  Patient Rights

The Health Insurance Portability and Accountability Act of 1996 (HIPAA) provides patients with several basic rights that inform and empower them.

1. The patient has the right to receive a Notice of Privacy Practices.

2. The patient has the right to access or inspect their health record, and to     obtain a copy from their healthcare provider (a reasonable fee will be charged for copying). There are very few exceptions.  An inspection of the health record is made by appointment and is scheduled through the office.

3. The patient has the right to request an amendment (clarification or  challenge) to their medical record. The request must be made in writing, and the healthcare organization must respond to the request and notify the patient of the outcome.

4. The patient has the right to request a list of when and where their confidential information was released (Exceptions: treatment, payment,  healthcare operations).

5. The patient has the right to request restrictions in the use and disclosure of their confidential information if reasonable. Note: WOMEN Obstetrics & Gynecology, PLC is not legally required to accept the restrictions and will, given the complexity of multiple methods dealing with information, most likely elect not to treat the patient, or elect to disregard it in an emergency situation.

6. The patient has the right to file a complaint if she believes her privacy rights were violated. Reports can be made to Frances Laux, Privacy Officer of WOMEN Obstetrics & Gynecology, PLC at 340-4655 or to the Secretary of the Department of Health and Human Services.