Program Policy:
Privacy Notice
What is this Notice?
Healthy Mothers, Healthy Babies Coalition of Palm Beach County, Inc., is required by law to provide our clients with notice of their rights and of our legal duties and privacy protection practices with respect to your Protected Health Information (PHI).
What is “Protected Health Information”?
The term ‘Protected Health Information” (PHI) means individually identifiable health information including, without limitation, all information, data, documentation, records and materials, including without limitation, demographic, medical, and financial information, that relates to the past, present or future physical or mental health, or condition, of an individual client; and that identifies the individual client.
What types of personal information does Healthy Mothers, Healthy Babies collect and how do we gather it?
To effectively serve our clients, Healthy Mothers, Healthy Babies must collect your PHI. We consider this information private and confidential and have policies and procedures to protect the information we collect, to explain when, how and to whom we disclose it, and to provide you with additional important information. We gather this information directly or indirectly from you in writing, in person, by telephone or electronically to identify you and to coordinate your care/service This could include your name, address, phone number, consent to send SMS messages, email address, Social Security number, date of birth, marital status, dependent information, employment information, medical history, information about your screening and assessment appointments, or about other services you may have received.
How does Healthy Mothers, Healthy Babies protect this information?
At Healthy Mothers, Healthy Babies we restrict access to PHI to only those employees or agencies who need it to provide or coordinate services for you. We also maintain physical, electronic and procedural safeguards to protect PHI against unauthorized access and use. Files in a computer are placed in a secure database with enhanced firewalls and cybersecurity; paper files are kept in a locked cabinet and/or locked room, etc. We educate personnel about proper PHI practices, and oversee the implementation and enforcement of policies and procedures to protect PHI against inappropriate access, use, or disclosure as consistent with applicable law.
What does a client need to do to request disclosure of PHI to others, or to correct PHI inaccuracies?
To arrange disclosure of your PHI to others, please ask your service provider for assistance. They will provide the necessary form for you to complete and sign. Then, with your consent, we will arrange for the PHI to be sent out as you have instructed. For example, some clients may want us to make their records available to a family member or health care provider to aid in their care and ability to receive services. If you believe any information in your client record is wrong or incomplete, also contact your service provider. Where required by law, or if we are the source of a confirmed error, we will correct or amend the records we maintain. (but not the records maintained by other third parties).
Who does Healthy Mothers, Healthy Babies disclose PHI to, and for what purposes?
We do not disclose PHI to anyone other than you, except with your consent or otherwise permitted by law. When necessary for a client’s continued care we use PHI internally and share it with agencies working within the Healthy Beginnings Programs or appropriate outside agencies. These parties are also required to keep PHI confidential as provided by applicable law. PHI may be disclosed during Quality Assurance Assessments to review the quality of your services, or during service improvement activities to evaluate the impact of our programs in helping you and other clients. We are also legally required to report any suspected child abuse or neglect to the proper authorities. Finally, we can disclose your PHI as a result of a valid and properly served legal subpoena or court order.
How can a client revoke consent and change their mind about giving out information?
To revoke any consent that you previously gave to allow others to see your PHI, you must do so in writing. You should send a letter or email to your service provider informing them of your change of mind and that you now do not now want your information to be released and sent to those previously granted permission to have access to your records. Please provide specific instructions in your letter as well as your name, address, phone number and email address in case we need to contact you about your request.
What does Healthy Mothers, Healthy Babies do with personal information about clients who are no longer receiving services?
We keep and maintain PHI records for 7 years, as required by law, after clients terminate services with us.
When is this Privacy Notice distributed?
We distribute this Privacy Notice to you at the start of services by Healthy Mothers, Healthy Babies.
What should a client do if they believe this policy has been violated?
If you believe this privacy policy has been violated with respect to your PHI records, please call the administrative office of Healthy Mothers, Healthy Babies to obtain assistance.