Ohio Administrative Code › Title 3364 - University of Toledo › Chapter 3364-90 - Guidelines for Protected Health Information › Section 3364-90-09 - Joint notice of privacy practices

Current through all regulations passed and filed through July 1, 2024
(A)
								Policy
			 statement
A summary of the joint notice of
				privacy practices "Notice" will be available to all individuals seeking
				healthcare services with a university of Toledo medical center "UTMC" covered
				component and affiliated covered entity "ACE." The Notice will provide the uses
				and disclosure of protected health information "PHI," the patient's rights and
				the university's duties in regard to PHI. The Notice will be provided and
				signature required at the individual's initial visit. The Notice will continue
				to be available upon request and posted in a prominent location.
(B)
								
			 Purpose of policy
The Notice will be provided to patients
				as required by privacy regulations and posted as required by the Notice,
				including the uses and disclosure of PHI as defined in C.F.R. 164.502(i),
				164.520 and 164.530(j) the Notice of privacy practices protected health
				information.
(C)
								Procedure
(1)
									The Notice will include all of the required elements
			 set forth in the privacy regulations. The Notice will describe how a university
			 healthcare provider may use and disclose an individual's PHI and the healthcare
			 provider's legal duties with respect to PHI. The Notice will include the
			 individual's rights with respect to PHI including the complaint process,
			 contact information, how a patient can obtain access to their PHI, and other
			 privacy practices.
(a)
										Receipt of the summary joint notice of privacy
			 practices
(i)
											Every patient with a direct treatment relationship will be
			 provided with the Notice at the initial visit. Patients will be asked to sign
			 and date the Notice.
(ii)
											The signed copy of the Notice will be maintained by the
			 health information management "HIM" department in the patient's medical record
			 electronically stored in the information system.
(iii)
											The Notice will
			 be available to patients upon their request and posted in clear and prominent
			 locations at all patient registration areas. The Notice also is available on
			 the UTMC web site in a printable format.
(iv)
											A copy of the
			 Notice will be mailed to patients registering by phone who have not previously
			 received a copy of the Notice. Patients will be instructed to return the signed
			 form. The form will be scanned into the patient's medical record and the signed
			 form returned to the patient.
(v)
											For emergent
			 cases, the patient will be asked to sign the Notice as soon as practicable
			 after the delivery of treatment.
(vi)
											If an attempt
			 has been made to provide the Notice but was unsuccessful, (such as the
			 inability to communicate with the patient) the reason for the failure and the
			 number of attempts must be documented on the form and it must be signed and
			 dated.
(vii)
											Patients who have additional questions regarding the
			 Notice will be referred to the unit manager or the privacy
			 officer.