Notice of privacy practices

This excerpt outlines the Notice of Privacy Practices effective 9/1/2019 for patients under the Advocate Health Affiliated Covered Entity (AH ACE), which includes Advocate Aurora Health and Atrium Health. While this document does not specify a particular medical procedure or its direct costs, it is crucial for patients to understand how their medical information is used and protected—an important aspect when considering the overall experience and potential associated costs of any healthcare service. Patients should be aware that administrative fees related to records requests or corrections may apply, and it is wise to request itemized estimates for any charged services, including those related to medical information management.

Key Cost Components and Tips

• Any fees for accessing, copying, or amending your medical records may be billed separately.
• Administrative costs related to privacy management are typically included in general facility fees, but special requests (e.g., expedited processing, third-party requests) may incur charges.
• Always request a detailed estimate and clarification of what is included in any billed services related to medical information.

Insurance & Payment Advice

• Check with your insurance provider regarding coverage for administrative services, such as obtaining copies of your medical records.
• Some insurance plans may not cover fees associated with non-clinical services; verify in advance to avoid unexpected expenses.
• Ask the health system if they offer reduced fees for electronic copies compared to paper records.

Frequently Asked Questions

• What is a Notice of Privacy Practices? This is a document that explains how your medical information may be used and disclosed by the healthcare provider and your rights regarding your health information.
• Are there any costs associated with accessing my medical records? There may be administrative fees for copying, mailing, or electronically transmitting your medical records. These costs can vary by facility and request type.
• How can I minimize costs for obtaining my medical records? Request electronic copies when possible, as they are often less expensive than paper copies. Clarify all fees before finalizing your request.
• Does insurance typically cover costs related to medical record requests? Insurance usually does not cover administrative fees for records requests, as these are considered non-clinical services.
• Can I request an itemized estimate for administrative services? Yes, you have the right to request an itemized estimate for any fees related to accessing or amending your medical information.
• What should I do if I find an error in my medical record? You can request a correction; some facilities may charge an administrative fee for processing this request. Always ask about potential costs upfront.
• Who can access my health information? Your information can be accessed by authorized healthcare staff and, in some cases, shared with others as permitted by law and described in the privacy notice.
• How can I ensure my communications remain confidential? You can request in writing that communications regarding your health information be sent to a specific address or phone number for added privacy.
• Are there fees for limiting who can view my information? No, requesting restrictions on disclosures typically does not involve a fee, but you should confirm this with your provider.
• Can I get a list of who has accessed my information? Yes, you can request an accounting of disclosures, and there may be a nominal fee for requests beyond a certain frequency.

Effective Date: 9/1/2019

This notice describes how medical information about you may be used and disclosed and how you can get access to this information. Please review it carefully.

Ver la versión en español

This Notice applies to any health care facility, medical staff, medical group or other health care entity now or in the future controlled by or under common control by the Midwest Region of Advocate Health and any of its affiliates or subsidiaries.

Pursuant to 45 C.F.R. § 164.105(b), Advocate Aurora Health and Atrium Health hereby jointly designate themselves a single affiliated covered entity for purposes of compliance with HIPAA and in keeping with the permissions and exceptions set forth thereunder. The single covered entity shall be known as the “Advocate Health Affiliated Covered Entity” or
the “AH ACE”.

Your rights

When it comes to your health information, you have certain rights.

This section explains your rights and some of our responsibilities to help you.

Get an electronic or paper copy of your medical record

• You can ask to see or get an electronic or paper copy of your medical record and other health information we have about you. We may require that you put your request in writing. Ask us how to do this.
• We will provide a copy or a summary of your health information, usually within 30 days of your request. We may charge a reasonable, cost-based fee.

Ask us to correct your medical record

• You can ask us to correct health information about you that you think is incorrect or incomplete. Ask us how to do this.
• We may say “no” to your request, but we’ll tell you why in writing within 60 days.

Request confidential communications

• You can ask us to contact you in a specific way (for example, home or office phone) or to send mail to a different address.
• We will say “yes” to all reasonable requests.

Ask us to limit what we use or share

• You can ask us not to use or share certain health information for treatment, payment, or our operations. We are not required to agree to your request, and we may say “no” if it would affect your care.
• If you pay for a service or health care item out-of-pocket in full, you can ask us not to share that information for the purpose of payment or our operations with your health insurer. We will say “yes” unless a law requires us to share that information.

Get a list of those with whom we’ve shared information

• You can ask for a list (accounting) of the times we’ve shared your health information for six years prior to the date you ask, who we shared it with, and why.
• We will include all the disclosures except for those about treatment, payment, and health care operations, and certain other disclosures (such as any you asked us to make). We’ll provide one accounting a year for free but will charge a reasonable, cost-based fee if you ask for another one within 12 months.

Get a copy of this privacy notice

• You can ask for a paper copy of this notice at any time, even if you have agreed to receive the notice electronically. We will provide you with a paper copy promptly.

Choose someone to act for you

• If you have given someone medical power of attorney or if someone is your legal guardian, that person can exercise your rights and make choices about your health information.
• We will make sure the person has this authority and can act for you before we take any action.

File a complaint if you feel your rights are violated

• You can complain if you feel we have violated your rights by contacting: Chief Privacy Officer 750 W. Virginia Street, Milwaukee, WI 53204 Phone: 1-888-847-6331 online: advocateaurorahealth.ethicspoint.com
• You can file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights by sending a letter to 200 Independence Avenue, S.W., Washington, D.C. 20201, calling 1-877-696-6775, or visiting https://www.hhs.gov/hipaa/filing-a-complaint/index.html.
• We will not retaliate against you for filing a complaint.

Your choices

For certain health information, you can tell us your choices about what we share.

If you have a clear preference for how we share your information in the situations described below, talk to us. Tell us what you want us to do, and we will follow your instructions.

In these cases, you have both the right and choice to tell us to:

• Share information with your family, close friends, or others involved in your care
• Share information in a disaster relief situation
• Include your information (your name, room location, general condition and religious affiliation) in a hospital directory. This information, except for religious affiliation, may be provided to people who ask for you by name. Members of the clergy may obtain your religious affiliation.
• If you are not able to tell us your preference, for example, if you are unconscious, we may go ahead and share your information if we believe it is in your best interest. We may also share your information when needed to lessen a serious and imminent threat to health or safety.

In these cases we never share your information unless you give us written permission:

• Marketing purposes
• Sale of your information
• Most sharing of psychotherapy notes
• In the case of fundraising:
  • We may contact you for fundraising efforts, but you can tell us not to contact you again.

Our uses and disclosures

How do we typically use or share your health information?

We typically use or share your health information in the following ways.

Treat you

• We can use your health information and share it with other professionals who are treating you.
  Example: A doctor treating you for an injury asks another doctor about your overall health condition.

Run our organization

• We can use and share your health information to run our practice, improve your care, and contact you when necessary.
  Example: We use health information about you to manage your treatment and services.

Bill for your services

• We can use and share your health information to bill and get payment from health plans or other entities.
  Example: We give information about you to your health insurance plan so it will pay for your services.

How else can we use or share your health information?

We are allowed or required to share your information in other ways – usually in ways that contribute to the public good, such as public health and research. We have to meet many conditions in the law before we can share your information for these purposes.

For more information see: https://www.hhs.gov/hipaa/for-individuals/index.html.

Help with public health and safety issues

We can share health information about you for certain situations such as:

• Preventing disease
• Helping with product recalls
• Reporting adverse reactions to medications
• Reporting suspected abuse, neglect, or domestic violence
• Preventing or reducing a serious threat to anyone’s health or safety

Do research

• We can use or share your information for health research.

Comply with the law

• We will share information about you if state or federal laws require it, including with the Department of Health and Human Services if it wants to see that we’re complying with federal privacy law.

Respond to organ and tissue donation requests

• We can share health information about you with organ procurement organizations.

Work with a medical examiner or funeral director

• We can share health information with a coroner, medical examiner, or funeral director when an individual dies.

Address workers’ compensation, law enforcement, and other government requests

We can use or share health information about you:

• For workers’ compensation claims
• For law enforcement purposes or with a law enforcement official
• With health oversight agencies for activities authorized by law
• For special government functions such as military, national security, and presidential protective services

Respond to lawsuits and legal actions

• We can share health information about you in response to a court or administrative order, or in response to a subpoena.

Our responsibilities

We are required by law to maintain the privacy and security of your protected health information.

• We will let you know promptly if a breach occurs that may have compromised the privacy or security of your information.
• We must follow the duties and privacy practices described in this notice and give you a copy of it.
• We will not use or share your information other than as described here unless you tell us we can in writing. If you tell us we can, you may change your mind at any time. Let us know in writing if you change your mind.

For more information see: https://www.hhs.gov/hipaa/for-individuals/notice-privacy-practices/index.html.

Changes to the Terms of this Notice

We reserve the right to change our privacy practices, policies and procedures at any time. We reserve the right to change the terms of this notice. These changes will apply to all information we have about you. The new notice will be available upon request, in our office, and on our website.

Other Instructions for notice

• Effective Date of this Notice: September 1, 2019
• For more information about your privacy rights or if you are concerned that your rights may have been violated, please contact Advocate Aurora Health Chief Privacy Officer 750 W. Virginia Street, Milwaukee, WI 53204 Phone: 1-888-847-6331 online: advocateaurorahealth.ethicspoint.com. We may restrict access to or disclosure of health information about you as required by other state and federal laws if those laws are more protective of your health information.
• Advocate Aurora Health participates in the About Health Organized Health Care Arrangement (OHCA), an organized system of health care in which more than one covered entity participates in the joint arrangement. The purpose of the participation includes conducting quality assessment and improvement activities, conducting utilization review, and performing other clinically integrated network activities. Your health information may be shared with other About Health OHCA participants for these purposes.
• We may participate in the electronic exchange of health information with other entities for the allowable purposes of treatment, payment, or health care operations. In an effort to improve the quality and efficiency of health care in our communities, we may allow other health care providers to participate in a joint electronic health record.