Arkansas Valley Regional Medical Center
Notice of Privacy Practices
POLICY:
It is the policy of the hospital to provide all patients with a notice describing Arkansas Valley Regional Medical Center’s privacy practices and describing the patient’s privacy rights with regard to Protected Health Information.
PROCEDURE:
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I. |
Responsibility for Providing the Notice. In routine situations, Arkansas Valley Regional Medical Center will be responsible for providing the form entitled “Notice of Privacy Practices,” a copy of which is attached to this policy, and for obtaining written acknowledgement of receipt.
In non-routine situations, such as when the patient raises difficult questions or concerns about the Notice, Arkansas Valley Regional Medical Center will be responsible for discussing the Notice with the patient and obtaining written acknowledgement of receipt. |
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II. |
Provision of Notice. The Notice must be made available as follows:
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A. |
The Notice will be given to all patients (or to their personal representative if the patient is not able to receive the Notice) the first time they receive treatment at Arkansas Valley Regional Medical Center. See Arkansas Valley Regional Medical Center’s separate policy entitled “Personal Representatives and Authority to Exercise Privacy Rights.” References to the “patient” in this policy, also refer to the patient’s personal representative. |
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B. |
It is not necessary to give the Notice to inmates who are brought to Arkansas Valley Regional Medical Center in the custody of correctional officers. |
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C. |
The Notice may, but does not have to, be provided to the patient at subsequent visits. |
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D. |
A copy of the Notice must be posted prominently on the waiting area, the admissions office, and the billing office where it can easily be read. |
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E. |
Printed copies of the Notice must be made available to any person (whether or not a patient) who requests a copy. |
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F. |
Copies of the Notice may be provided electronically as long as the patient is advised that he or she may request a written copy as well. |
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III. |
Acknowledgement of Receipt of Notice. The first time the patient receives treatment at Arkansas Valley Regional Medical Center, the patient or the patient’s personal representative must be asked to sign a receipt acknowledging that the Notice was provided. If the person’s signature cannot be obtained, document Arkansas Valley Regional Medical Center’s good faith attempt to obtain the acknowledgement and the reasons why it could not be obtained. |
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IV. |
Emergencies. In an emergency, it is not necessary to provide the Notice or to obtain Acknowledgement until after the emergency has been resolved. The Business Office is responsible for following up to obtain an acknowledgement. |
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V. |
Revisions to Notice. Any changes to the Notice must be approved by the Privacy Officer Arkansas Valley Regional Medical Center’s legal counsel to assure that the revised Notice contains all required elements and accurately reflects state and federal law.
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A. |
The Notice must be revised before Arkansas Valley Regional Medical Center may change its privacy practices in any way inconsistent with the current description. |
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B. |
The Notice must be revised as necessary to reflect changes in state or federal privacy requirements. |
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The effective date of the new Notice must be printed on the Notice. The effective date may not be made retroactive. |
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D. |
Any time the Notice is revised, the revised copy must be posted prominently and printed copies must be made available upon request. |
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VI. |
Documentation. This version of the policy, together with any forms and other documentation obtained in accordance with the policy, shall be retained for a minimum of six years. |
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