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Notice of Privacy Practices

The Health Insurance Portability and Accountability Act of 1996 (HIPAA) and its later amendments require that On With Life provide you with a Notice of Privacy Practices. Please review this Notice carefully. For more information or to file a complaint:

This Notice has been provided to you as a summary of how On With Life may use and disclose your protected health information (PHI) and your rights with respect to your PHI. Please contact the Privacy Officer at the phone number listed below with questions, requests for more information or to file a complaint if you believe your privacy rights have been violated. You may also file a complaint with the Secretary of Health and Human Services. If you file a complaint, there will be no retaliation and you will continue to receive care and treatment.  

On With Life reserves the right to revise practices with respect to protected health information and to amend this Notice. Should you wish to obtain a revised Privacy Notice, please contact On With Life's Privacy Officer:

Privacy Officer

On With Life, Inc.

715 SW Ankeny Rd.

Ankeny, IA  50023

Telephone:  515-289-9601


Introduction

While receiving services from On With Life, information regarding your medical history, treatment and payment for your health care may be originated and/or received by us.  Information which can be used to identify you and which relates to your medical care or payment for your medical care is commonly known as "protected health information," or PHI, and its use and disclosure is protected by state and federal law. Except for the types of situations listed below, On With Life must obtain your specific written authorization for any release of your PHI.  

Ways Your Protected Health Information (PHI) Can Generally Be Disclosed

Generally speaking, health professionals, using their best judgment, may release 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.


We may request specific written authorization from you to release records related to mental health information, substance abuse, human immunodeficiency virus (HIV) test results, suspected assault and abuse, legal requests, and the records of minors.  Any requests related to marketing, such as highlighting the story of a person served for our Headway magazine, will also require a specific written authorization.

How On With Life Will Use Your Health Information For Treatment Purposes

On With Life provides multi-disciplinary, team-based care to our persons served, so staff working in all areas of your care need access to your PHI.  Those individuals may include, but are not limited to: physicians, nurses, social workers, rehabilitation and therapy staff, psychologists, and dietitians.  All On With Life staff are oriented at hire and re-educated annually on safeguarding the protected health information of our persons served.  Non-staff, such as students in training, are also educated on these policies and are required to sign confidentiality statements before they are allowed access to your PHI.  It may also be necessary to release your PHI to health care providers outside On With Life who are involved in your care, such as a hospital or clinic, to ensure continuation of your medical care. 

How On With Life Will Use Your Health Information For Payment Purposes

It is necessary for On With Life to use or release PHI to you, your insurance company, or other third party payer, so that treatment and services provided by On With Life may be billed and collected for.  Documentation related to payment may include PHI which identifies you, your diagnosis, and any care you may receive. On With Life may also release your PHI to another health care provider, individual or entity covered by the HIPAA privacy regulations for payment activities, including, but not limited to, Medicaid, Medicare or your personal health insurance carrier.


How On With Life Will Use Your Health Information For Health Care Operations

Your PHI may also be used for internal quality assurance purposes, such as measuring our performance on certain quality of care measures.  We take steps to de-identify this information so that it cannot be tied to you as an individual person served.


We may disclose PHI to our business associates that perform functions on our behalf or provide us with services (such as a third party administrator that assists with claims processing) if the information is necessary for such functions or services.  All of our business associates are obligated to protect the privacy of your information and are not allowed to use or disclose any information other than as specified in our business associate agreements.

On With Life will never sell your protected health information.

Using PHI for Research Purposes

Your de-identified PHI may be used or released for research purposes if the research follows all required approval procedures and the necessary rules governing uses and disclosures of protected health information are agreed to and followed.  An example of such research is comparing outcomes for the same treatment amongst different persons served. We will ask you for specific authorization for any research in which your protected health information would not be de-identified.

Using PHI As Required Or Permitted By Law

Federal law requires additional disclosures of PHI that are not related to the above.  These include:

  • Abuse Reporting: On With Life may have to respond to a court order or report documented or suspected abuse, neglect, domestic violence or certain physical injuries, to legal authorities such as law enforcement officials, court officials, or government agencies.
  • Public Health Activities: On With Life may be required to release your PHI to authorities to help prevent or control disease, injury, or disability, including but not limited to, the reporting of disease, injury, vital events such as birth or death and the conduct of public health surveillance, investigations and interventions.
  • Health Oversight Activities: On With Life may be required to release your PHI to agencies that monitor, investigate, inspect, discipline or license those who work in the health care system.
  • To Avoid A Serious Threat To Health Or Safety: As required by law and standards of ethical conduct, we may release your PHI to the proper authorities if it is believed, in good faith, that it is necessary to prevent or minimize a serious and approaching threat to you or others' health or safety.
  • Law Enforcement: On With Life may release your PHI for law enforcement purposes as required by law or in response to a court order, subpoena, warrant or other lawful process.
  • Judicial and Administrative Proceedings: If you are involved in a lawsuit or other administrative proceeding, we may release your Protected Information in response to a court order requesting the release.
  • Medical Examiners/Coroners: We may release PHI for purposes of identification or determining cause of death.
  • Workers Compensation: We may release PHI to comply with laws relating to workers compensation or other similar programs established by law.
  • Social Security Administration: On With Life may release PHI for eligibility and benefit determinations related to Social Security.

Specialized Government Functions: Your PHI may be used or disclosed for a variety of other government functions, subject to some limitations. These functions include:

  • Military and veterans activities;
  • National security and intelligence activities;
  • Protected service of the President and others;
  • Correctional institutions and custodial situations; or
  • Provision of public benefits.

If you are an organ donor, On With Life may release your PHI to organizations involved with obtaining, storing or transplanting organs for donation purposes.

Your Rights

Federal law grants you certain rights with respect to your PHI. Specifically, you have the right to:

  • Receive notice of On With Life's policies and procedures used to protect your PHI (this document).
  • Ask, in writing, that certain uses and disclosures of your PHI be restricted, such as limiting the amount of information disclosed to a certain family member.
  • Ask, in writing, to inspect and copy your PHI.
  • Ask, in writing, that your PHI be amended.
  • Obtain an accounting of certain disclosures of your PHI by On With Life after the effective date of this Notice.  Please submit this request in writing.
  • Request cancellation, in writing, of any prior authorizations or consents for use or disclosure of PHI, except to the extent that action has already been taken.
  • Request, in writing, communication of your PHI by alternative means or at alternative locations (such as a specific phone number or mailing address).
  • As a non-profit, On With Life occasionally sends fundraising communications to former persons served and families.  You have the right to opt-out of fundraising communications from On With Life.  To do so, please notify a member of your care team or contact the Privacy Officer at the phone number listed on this Notice.

Our Responsibilities

Federal law also imposes certain obligations and duties upon On With Life with respect to your PHI.  Specifically, On With Life is required to:

  • Provide you with a notice of On With Life's legal duties and its policies regarding the use and disclosure of your protected health information (this document).
  • Maintain the privacy of your PHI in accordance with state and federal law.  This includes protecting PHI for 50 years after an individual is deceased.
  • Notify you if your unsecured PHI is breached.
  • Respond to your request to restrict certain uses and disclosures of your PHI.  We must agree to your request to restrict PHI if the information pertains to a health care item or service for which you, or person other than a health plan on your behalf, have paid in full.
  • Allow you to inspect and obtain a copy of your PHI during regular business hours and according to On With Life policy.  If your PHI is maintained electronically in one or more designated records sets, we must provide you access to your PHI in the electronic form and format you request.
  • Act on your request to amend PHI within sixty (60) days and notify you of any delay that would require On With Life to extend the deadline by thirty (30) days.
  • Accommodate reasonable requests to communicate PHI by alternative means or methods.
  • Obtain a signed acknowledgement that you have received this Notice.
  • Abide by the terms of this Notice.