To Our Patients...
Redwood Coast Medical Services (RCMS) is permitted by federal laws to make uses and disclosures of your health information for purposes of treatment, payment and health care operations. Protected Health Information (PHI) is the information we create and obtain in providing our services to you. Such information may include documenting your symptoms, examination and test results, diagnoses, treatment and applying for future care or treatment. It also includes billing documents for these services.
EXAMPLES OF USES OF YOUR HEALTH INFORMATION FOR TREATMENT PURPOSES ARE:
EXAMPLE OF USE OF YOUR HEALTH INFORMATION FOR PAYMENT PURPOSES:
EXAMPLES OF USE OF YOUR INFORMATION FOR HEALTH CARE OPERATIONS:
Redwood Coast Medical Services (RCMS) is permitted by federal laws to make uses and disclosures of your health information for purposes of treatment, payment and health care operations. Protected Health Information (PHI) is the information we create and obtain in providing our services to you. Such information may include documenting your symptoms, examination and test results, diagnoses, treatment and applying for future care or treatment. It also includes billing documents for these services.
EXAMPLES OF USES OF YOUR HEALTH INFORMATION FOR TREATMENT PURPOSES ARE:
- A staff member or provider obtains treatment information about you and records it in a health record.
- During the course of your treatment, the provider determines he/she will need to consult with another specialist in the area. He/she will share information with the specialist and obtain his/her input.
EXAMPLE OF USE OF YOUR HEALTH INFORMATION FOR PAYMENT PURPOSES:
- We submit requests for payment to your health insurance company. The health insurance company or business associate, helping us obtain payment, requests information from us regarding the medical care given to you. We will provide information to them about you and the care given.
EXAMPLES OF USE OF YOUR INFORMATION FOR HEALTH CARE OPERATIONS:
- We may obtain services from business associates such as quality assessment, quality improvement, outcome evaluation, protocol and clinical guidelines development, training programs, credentialing, medical review, legal services and insurance. We will share information about you with such business associates as necessary to obtain these services.
SacValley MedShare "Connect the Docs"
Participation in SacValley MedShare (SVMS) is voluntary. Your health information will automatically be included in SVMS unless you opt-out. Please read this notice carefully and decide if you wish to participate. It is your information and your choice. This service is entirely free to patients.
What is SVMS- SacValley MedShare:
SVMS is a Northern California internet-based, health information exchange (HIE). SVMS is sponsored by Northern California health care providers and health insurers who share and use your information for treatment and payment purposes. They can see specific health, demographic, and payment information (your health information) in each other’s records. They can use this information for treatment and payment purposes. For example:
How does sharing health information improve patient care:
Health care providers need your complete health information to diagnose and treat you accurately. Each of your providers may have different portions of your medical record. If they can access each other’s records and see complete health information, they can provide you with better care. Sharing your health information can help reduce medical care costs by eliminating unnecessary duplication of tests and procedures.
How is my health information currently shared:
Currently, your health information may be shared between health care providers and insurers by telephone, fax, mail, or through limited computer networks. This process is a burden on you or your provider while still not providing a complete record. SVMS makes the process of sharing health information more efficient. SVMS allows one participant (for example, a doctor) to locate records from another participant (for example, a hospital) in a matter of minutes. This can be critical in an emergency and may result in your providers having a more complete and accurate health record.
Who will have access to my health information:
Many California providers and health insurers participate in SVMS. You can obtain a current list at Sacvalleyms.org. Participating providers (such as doctors, hospitals, and pharmacies) and health insurers (for their own insureds or for insureds in group health plans they administer), public health agencies, and their staff and contractors will have access for treatment, payment, and public health purposes. SVMS staff and contractors will have access to provide technical and administrative support. All-access will be on a need-to-know basis for treatment, payment, and public health purposes. Medical researchers may have access to certain de-identified health information and/or limited data sets.
What health information will be shared:
Participating providers will not share records related to: (a) alcohol or substance abuse treatment programs (or information likely to be used by such programs), (b) emergency protective custody proceedings, (c) predictive genetic testing performed for genetic counseling purposes, (d) HIV testing, (e) STD testing or treatment of minors consented to by the minor, and (f) mental health treatment. However, information about test results may be available or referred to elsewhere in the record.
How is my privacy protected:
SVMS and the participating providers and health insurers use a combination of safeguards to protect your health information. Technical safeguards include encryption, password protection, and the ability to track individual viewer’s usage of the system. Administrative safeguards include written policies controlling access to information through SVMS. All participating providers and health insurers must agree to follow these policies. All participating providers and health insurers are also regulated by federal and state privacy laws. They must have their own policies and other safeguards in place, including policies to train their staff and limit access to a need-to-know basis.
Are there privacy risks:
Yes, there is always a risk that the safeguards will not work and that someone will obtain, view. or use your health information for impermissible purposes. No system of safeguards is perfect – neither SVMS’s nor those currently employed by your providers or health insurers. The electronic search capability of SVMS and a large number of participating providers and health insurers and their staff will increase the risk of a privacy or security breach. The participating providers and health insurers believe the potential benefits outweigh the risk, but participation is a personal decision.
Can I choose not to participate in SVMS:
Yes, we call this a decision to "opt-out.” If you opt-out, your health information will not be available for sharing through SVMS, with these exceptions:
How can I opt-out:
You may opt-out and not participate in SVMS by completing the Health Information Exchange Opt-Out Form available at any RCMS Registration Desks. Follow the instructions on the Opt-Out form. Whatever method you choose, your opt-out decision cannot be implemented until after you have had your first visit as a patient. Until then, SVMS has no health record for you and no way to match you with your opt-out decision.
Can I hold back certain records I don’t want my health insurer or other providers to see:
No, SVMS is not set up to exclude specific visits, tests, or episodes of care or to prevent access by specific providers or health insurers. Opting out generally means that no one will be able to access your health information through SVMS, except as described in this brochure. If you don’t want some or all of your health information made available to participating providers, health insurers or public health agencies through SVMS, you should consider opting out of SVMS and not participating at all.
If I opt-out, can I change my mind later:
Yes, you may revoke your opt-out request by completing the Health Information Exchange Opt-Out Revocation Request Form available at any RCMS Registration Desks. Follow the instructions on the form and be aware that when you revoke your earlier decision to opt out, all of the information that has been gathered by participating providers, health insurers, and public health agencies since you opted out will be available for sharing through SVMS.
More information available about "Connect the Docs.”
SacValley MedShare (SVMS)
1488 Esplanade
Chico, CA 95926
www.sacvalleyms.org
Email: info@sacvalleyms.org
What is SVMS- SacValley MedShare:
SVMS is a Northern California internet-based, health information exchange (HIE). SVMS is sponsored by Northern California health care providers and health insurers who share and use your information for treatment and payment purposes. They can see specific health, demographic, and payment information (your health information) in each other’s records. They can use this information for treatment and payment purposes. For example:
- Using SVMS, your participating doctors can quickly find certain health information about you, such as your lab and x-ray results, from other participating providers who have treated you in the past.
- Using SVMS, your participating doctors, hospitals, or pharmacies can quickly verify your insurance coverage by checking your enrollment status with participating health insurers.
- Using SVMS, your participating providers can make required reports to public health agencies regarding immunizations, communicable diseases, etc.
- Using SVMS, your participating health insurer can electronically obtain the health information needed to process your claim from participating provider’s records.
- Using SVMS, researchers can use de-identified information and/or limited data sets to conduct research to improve health care for all Californians. A "limited data set” is health information that has had direct patient identifiers removed.
How does sharing health information improve patient care:
Health care providers need your complete health information to diagnose and treat you accurately. Each of your providers may have different portions of your medical record. If they can access each other’s records and see complete health information, they can provide you with better care. Sharing your health information can help reduce medical care costs by eliminating unnecessary duplication of tests and procedures.
How is my health information currently shared:
Currently, your health information may be shared between health care providers and insurers by telephone, fax, mail, or through limited computer networks. This process is a burden on you or your provider while still not providing a complete record. SVMS makes the process of sharing health information more efficient. SVMS allows one participant (for example, a doctor) to locate records from another participant (for example, a hospital) in a matter of minutes. This can be critical in an emergency and may result in your providers having a more complete and accurate health record.
Who will have access to my health information:
Many California providers and health insurers participate in SVMS. You can obtain a current list at Sacvalleyms.org. Participating providers (such as doctors, hospitals, and pharmacies) and health insurers (for their own insureds or for insureds in group health plans they administer), public health agencies, and their staff and contractors will have access for treatment, payment, and public health purposes. SVMS staff and contractors will have access to provide technical and administrative support. All-access will be on a need-to-know basis for treatment, payment, and public health purposes. Medical researchers may have access to certain de-identified health information and/or limited data sets.
What health information will be shared:
- Lab and x-ray results
- Medication and immunization history
- Transcribed diagnostic and treatment records
- Records of allergies and drug reactions
- Other transcribed clinical reports
Participating providers will not share records related to: (a) alcohol or substance abuse treatment programs (or information likely to be used by such programs), (b) emergency protective custody proceedings, (c) predictive genetic testing performed for genetic counseling purposes, (d) HIV testing, (e) STD testing or treatment of minors consented to by the minor, and (f) mental health treatment. However, information about test results may be available or referred to elsewhere in the record.
How is my privacy protected:
SVMS and the participating providers and health insurers use a combination of safeguards to protect your health information. Technical safeguards include encryption, password protection, and the ability to track individual viewer’s usage of the system. Administrative safeguards include written policies controlling access to information through SVMS. All participating providers and health insurers must agree to follow these policies. All participating providers and health insurers are also regulated by federal and state privacy laws. They must have their own policies and other safeguards in place, including policies to train their staff and limit access to a need-to-know basis.
Are there privacy risks:
Yes, there is always a risk that the safeguards will not work and that someone will obtain, view. or use your health information for impermissible purposes. No system of safeguards is perfect – neither SVMS’s nor those currently employed by your providers or health insurers. The electronic search capability of SVMS and a large number of participating providers and health insurers and their staff will increase the risk of a privacy or security breach. The participating providers and health insurers believe the potential benefits outweigh the risk, but participation is a personal decision.
Can I choose not to participate in SVMS:
Yes, we call this a decision to "opt-out.” If you opt-out, your health information will not be available for sharing through SVMS, with these exceptions:
- Your name, address, and date of birth will appear in SVMS.
- Your opt-out status will also be available.
- Your doctors may be able to see your health information in their own electronic medical record.
How can I opt-out:
You may opt-out and not participate in SVMS by completing the Health Information Exchange Opt-Out Form available at any RCMS Registration Desks. Follow the instructions on the Opt-Out form. Whatever method you choose, your opt-out decision cannot be implemented until after you have had your first visit as a patient. Until then, SVMS has no health record for you and no way to match you with your opt-out decision.
Can I hold back certain records I don’t want my health insurer or other providers to see:
No, SVMS is not set up to exclude specific visits, tests, or episodes of care or to prevent access by specific providers or health insurers. Opting out generally means that no one will be able to access your health information through SVMS, except as described in this brochure. If you don’t want some or all of your health information made available to participating providers, health insurers or public health agencies through SVMS, you should consider opting out of SVMS and not participating at all.
If I opt-out, can I change my mind later:
Yes, you may revoke your opt-out request by completing the Health Information Exchange Opt-Out Revocation Request Form available at any RCMS Registration Desks. Follow the instructions on the form and be aware that when you revoke your earlier decision to opt out, all of the information that has been gathered by participating providers, health insurers, and public health agencies since you opted out will be available for sharing through SVMS.
More information available about "Connect the Docs.”
SacValley MedShare (SVMS)
1488 Esplanade
Chico, CA 95926
www.sacvalleyms.org
Email: info@sacvalleyms.org
Your Health Information Rights
The health and billing records we maintain are the physical property of Redwood Coast Medical Services (RCMS). You have the following rights with respect to your Protected Health Information (PHI):
- Request a restriction on certain uses and disclosures of your health information by delivering the request in writing to our office – we are not required to grant the request, but we will comply with any request granted;
- Obtain a paper copy of the Notice of Privacy Practices for PHI by making a request to our office
- Right to inspect and copy your health record or billing record – you may exercise this right by delivering the request in writing to our office using the form we provide you upon request; appeal a denial of access to your PHI except in certain circumstances;
- Right to request that your health care record be amended to correct incomplete or incorrect information by delivering a written request to our office using the form we provide to you upon request. (The Physician or other Provider is not required to make such amendments); you may file a statement of disagreement if your amendment is denied and require that the request for amendment and any denial be attached in all future disclosures of your PHI;
- Right to receive an accounting of disclosures of your health information as required to be maintained by law by delivering a written request to our office using the form we provide to you upon request. An accounting will not include internal uses of information for treatment, payment, operations, disclosures made to you or made at your request or disclosures made to family members or friends in the course of providing care;
- Right to confidential communication by requesting that communication of your health information be made by alternative means or at an alternative location by delivering the request in writing to our office using the form we give you upon request; and
If you want to exercise any of the above rights, please contact the receptionist in person or in writing during normal working hours. The receptionist will provide you with assistance on the steps to take to exercise your rights.
Our Responsibility
Redwood Coast Medical Services (RCMS) is required to:
We reserve the right to amend, change or eliminate provisions in our privacy practices, assess practices and enact new provisions regarding the PHI we maintain. If our information practices change, we will amend our notice. You are entitled to receive a revised copy of the notice by calling and requesting a copy of our notice or by visiting our office and picking up a copy
- Maintain the privacy of your health information as required by law;
- Provide you with a notice as to our duties and privacy practices as to the information we collect and maintain about you;
- Abide by the terms of this Notice;
- Notify you if we cannot accommodate a requested restriction or request;
- Accommodate your reasonable requests regarding methods to communicate health information with you; and
- Accommodate your request for an accounting of disclosures.
We reserve the right to amend, change or eliminate provisions in our privacy practices, assess practices and enact new provisions regarding the PHI we maintain. If our information practices change, we will amend our notice. You are entitled to receive a revised copy of the notice by calling and requesting a copy of our notice or by visiting our office and picking up a copy
RCMS also maintains social media pages and takes measures to assure that interactions on social media are monitored and handled respectfully. For more information on the RCMS Social Media Commenting Policy click here.
Request Information; File a Complaint/feedback
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If you have questions, would like additional information, or want to report a problem regarding the handling of your information, you may contact:
Ara Chakrabarti, CEO P.O. Box 1100 Gualala, CA 95445 707-884-4050 You can also use the buttons to the left to file your complaint online. Your message will be delivered to the RCMS CEO and the RCMS Corporate Compliance Officer. |
Additionally, if you believe that your privacy rights have been violated, you may file a written complaint to Ara Chakrabarti at the above address. A written complaint is best. You may also file a complaint to: OHCComplaint@hhs.gov
RCMS cannot, and will not, require you to waive the right to file a complaint with the Secretary of Health and Human Services (HHS) as a condition of receiving treatment from any of our offices.
RCMS cannot, and will not, retaliate against you for filing a complaint with the Secretary of Health and Human Services.
The following is a list of other uses and disclosures allowed by the Privacy Rule:
Patient Contact: We may contact you to provide you with appointment reminders, with information about treatment alternatives or with information about other health related benefits and services that may be of interest to you.
Notification – Opportunity to Agree or Object: Unless you object, we may use or disclose your PHI to notify, or assist in notifying, a family member, personal representative or other person responsible for you care, about your location and about your general condition or death.
Communication with Family: Using our best judgment, we may disclose to a family member or other relative, close friend or any person you identify, health information relevant to that person’s involvement in your care or in payment for such care if you do not object or in an emergency.
PUBLIC HEALTH ACTIVITIES
We can disclose PHI to governmental authorities to the extent the disclosure is authorized by statute or regulation and in the exercise of professional judgment if the Physician or Provider believes the disclosure is necessary to prevent serious harm to the individual or other potential victim.
Oversight Agencies: Federal law allows us to release your PHI to appropriate health oversight agencies or for health oversight activities to include audits, civil, administrative or criminal investigations; inspections; licensures or disciplinary actions and for similar reasons related to the administration of healthcare.
Judicial/Administrative Proceedings: We may disclose your PHI in the course of any judicial or administrative proceeding as allowed or required by law, or as directed by a proper court order or administrative tribunal, provided that only the Protected Health Information released is expressly authorized by such order, or in response to a subpoena, discovery request or other lawful process.
Law Enforcement: We may disclose your PHI for law enforcement purposes as required by law, such as when required by court order, including laws that require reporting of certain types of wounds or other physical injury.
Coroners, Medical Examiners and Funeral Directors: We may disclose your PHI to coroners or funeral directors consistent with applicable law to allow them to carry out their duties.
Organ Procurement Organizations: Consistent with applicable law, we may disclose your PHI to organ procurement organizations or other entities engaged in the procurement, banking or transportation of organs, eyes or tissue for the purpose of donation or transplant.
Research: We may disclose to researchers when their research has been approved by an institutional review board that has reviewed the research proposal and established protocols to ensure the privacy of your PHI.
Threat to Health and Safety: To avert a serious threat to health or safety, we may disclose your PHI consistent with applicable law to prevent or lessen a serious, imminent threat to health or safety of a person or the public.
For Specialized Government Functions: We may disclose your PHI for specialized government functions as authorized by law such to Armed Forces personnel, for national security purposes, or to public assistance program personnel.
Workers Compensation: If you are seeking compensation through Workers Compensation, we may disclose your PHI to the extent necessary to comply with laws relating to Workers Compensation.
Other Issues and Disclosures: Other uses and disclosures besides those identified in this notice will be made only as otherwise authorized by law and with your written authorization which you may revoke except to the extent information or action has already been taken.
For more information, please pick up a printed copy of Notice of Privacy Practices for Protected Health Information. Copies are available at all RCMS clinic locations.
RCMS cannot, and will not, require you to waive the right to file a complaint with the Secretary of Health and Human Services (HHS) as a condition of receiving treatment from any of our offices.
RCMS cannot, and will not, retaliate against you for filing a complaint with the Secretary of Health and Human Services.
The following is a list of other uses and disclosures allowed by the Privacy Rule:
Patient Contact: We may contact you to provide you with appointment reminders, with information about treatment alternatives or with information about other health related benefits and services that may be of interest to you.
Notification – Opportunity to Agree or Object: Unless you object, we may use or disclose your PHI to notify, or assist in notifying, a family member, personal representative or other person responsible for you care, about your location and about your general condition or death.
Communication with Family: Using our best judgment, we may disclose to a family member or other relative, close friend or any person you identify, health information relevant to that person’s involvement in your care or in payment for such care if you do not object or in an emergency.
PUBLIC HEALTH ACTIVITIES
We can disclose PHI to governmental authorities to the extent the disclosure is authorized by statute or regulation and in the exercise of professional judgment if the Physician or Provider believes the disclosure is necessary to prevent serious harm to the individual or other potential victim.
Oversight Agencies: Federal law allows us to release your PHI to appropriate health oversight agencies or for health oversight activities to include audits, civil, administrative or criminal investigations; inspections; licensures or disciplinary actions and for similar reasons related to the administration of healthcare.
Judicial/Administrative Proceedings: We may disclose your PHI in the course of any judicial or administrative proceeding as allowed or required by law, or as directed by a proper court order or administrative tribunal, provided that only the Protected Health Information released is expressly authorized by such order, or in response to a subpoena, discovery request or other lawful process.
Law Enforcement: We may disclose your PHI for law enforcement purposes as required by law, such as when required by court order, including laws that require reporting of certain types of wounds or other physical injury.
Coroners, Medical Examiners and Funeral Directors: We may disclose your PHI to coroners or funeral directors consistent with applicable law to allow them to carry out their duties.
Organ Procurement Organizations: Consistent with applicable law, we may disclose your PHI to organ procurement organizations or other entities engaged in the procurement, banking or transportation of organs, eyes or tissue for the purpose of donation or transplant.
Research: We may disclose to researchers when their research has been approved by an institutional review board that has reviewed the research proposal and established protocols to ensure the privacy of your PHI.
Threat to Health and Safety: To avert a serious threat to health or safety, we may disclose your PHI consistent with applicable law to prevent or lessen a serious, imminent threat to health or safety of a person or the public.
For Specialized Government Functions: We may disclose your PHI for specialized government functions as authorized by law such to Armed Forces personnel, for national security purposes, or to public assistance program personnel.
Workers Compensation: If you are seeking compensation through Workers Compensation, we may disclose your PHI to the extent necessary to comply with laws relating to Workers Compensation.
Other Issues and Disclosures: Other uses and disclosures besides those identified in this notice will be made only as otherwise authorized by law and with your written authorization which you may revoke except to the extent information or action has already been taken.
For more information, please pick up a printed copy of Notice of Privacy Practices for Protected Health Information. Copies are available at all RCMS clinic locations.
