This Notice of Privacy Practices applies to all medical information and medical records generated by any Rutland Regional Medical Center (RRMC) facility including outpatient/physician clinics referenced to on the Locations page on www.RRMC.org/locations.
This Notice of Privacy Practices will be followed by all staff and healthcare professionals who treat you in the hospital or in any of the above referenced locations. In addition, Rutland Regional and the physician members of the Medical Staff act as an Organized Health Care Arrangement (OHCA) when a member of the Medical Staff provide services at a Rutland Regional facility and when they access, use or disclose information related to services provided at Rutland Regional. Physicians and other caregivers may have access to your health information in their offices to assist in reviewing past treatment as it may affect present and future treatment plans. If your doctor is not employed by Rutland Regional, he or she may have different policies and notices regarding the doctor’s use or disclosure of the medical information created in the doctor’s office. Although RRMC participates in an OHCA, each professional is responsible for his/her own medical judgment.
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.
Sharing Your Information with Community Health Teams:
Rutland Regional Medical Center participates in the Vermont Blueprint for Health, a statewide public-private initiative to improve health outcomes and enable everyone in the State of Vermont to receive seamless, well-coordinated care. As part of the Blueprint for Health, RRMC may share some of your medical information with community health teams that have been established to help us assess your needs, coordinate community-based support services, and provide multi-disciplinary care.
For Health Information Exchange:
We may participate in one or more health information exchanges (HIEs) such as the Vermont Information Technology Leaders (VITL) statewide exchange and may electronically share health information for treatment, payment and healthcare operations purposes with other participants in the HIEs. HIEs allow health care providers to efficiently access a patient’s past medical history when the patient received care from other providers who participate in the HIE. If a patient opts-in to make their health information accessible on HIEs that Rutland Regional participates with, information regarding their care at Rutland Regional will be accessible to the patient’s other providers who participate in the same HIE.
Rutland Regional Medical Center is committed to providing you with high-quality health care. We value our relationship with you, a relationship built on trust. We protect your privacy and confidentiality by creating and implementing policies and procedures that limit access to your personal health information.
Each time you visit a hospital, physician, or other healthcare provider, a record of your visit is made. Typically, this record contains your symptoms, examination and test results, diagnoses, treatment, and a plan for future care or treatment. This information is your health or medical record and it is an essential part of the health care we provide for you.
Your Health Record Serves as a:
- Basis for planning your care and treatment.
- Means of communication among the health professionals who contribute to your care.
- Document describing the care you received.
- Means by which you or a third party payer can verify that services billed were actually provided.
- Tool in educating health professionals.
- Source of data for medical research.
- Source of information for public health officials charged with improving the health of the nation.
- Source of data for facility planning and marketing.
- Tool with which we can access and continually use to improve the care we render.
Your health record contains personal health information, the confidentiality of which is protected under both state and federal law. Understanding how we will use and disclose your health information helps you to:
- Ensure your record’s accuracy.
- Better understand who, what, when, where, and why your healthcare providers and others may access your health information.
- Make more informed decisions when you authorize disclosure of your health information to others.
Although your health record is the physical property of RRMC, the information belongs to you. You have the right to:
- Receive this notice describing the uses and disclosures we expect to make of your health information.
- Restrict certain disclosures of your health information to a health insurance plan for the purpose of carrying out payment or healthcare operations that is not otherwise required by law and you have paid RRMC in full for the service provided and the health information restricted is limited to that for which RRMC has been paid.
- Request additional restrictions on uses and disclosures of your health information, however, RRMC is not required to agree to any such request.
- Request that we send you confidential communications of protected health information by alternative means or to alternative locations. This request must be in writing.
- Inspect and obtain a paper or electronic copy of your health record and request that your health or claims record is sent to a third party within 30 days of request. Contact the Correspondence Section of the Health Information Services at 802.747.3656 to obtain a copy. We may charge a reasonable, cost based fee.
- Request that your health record be amended. A request for amending your health information must be in writing using the specific form and directed to Health Information Services at RRMC. A request for amendment letter must state a reason for the requested change.
- Obtain an accounting of disclosures of your health information made after April 13, 2003, for purposes other than treatment, payment and health care operations. A request for an accounting of disclosures must be in writing and directed to the Privacy and Security Compliance Officer at RRMC.
- Obtain a paper copy of the Notice upon request even if you have received the Notice electronically.
RRMC is required by the Federal Privacy Rules to:
- Maintain the privacy and security of your health information.
- Notify you promptly if a breach occurs that may have compromised the privacy and security of your information.
- Provide you with this notice about our privacy practices with respect to your health information.
- Follow the information practices that are described in this notice.
- Notify you of certain unauthorized uses or disclosures of your health information.
RRMC reserves the right to change our health information practices and the terms of this notice, and to make the new provisions effective for all protected health information we maintain, including health information created or received prior to the effective date of any such revised notice. If our health information practices change, we will post our revised notice in our Registration/Patient Access Areas and on our website. We will not use or disclose your health information except as described in this notice.
We will use your health information for treatment. For example:
Information obtained by a nurse will be recorded in your medical record and used to determine the course of treatment that should work best for you. Also, the nurse will write observations in your record so the physician will know how you are responding to treatment.
We allow electronic access to your electronic medical record for authorized providers at independent medical practices who agree that they will only access medical information for their current patients for treatment purposes.
We may provide your physician or a subsequent healthcare provider copies of various reports that should assist in your treatment once you have been discharged from the hospital. We may send relevant portions of your medical record to specialists to whom you are being referred for care, or to physicians whom your providers here may want to consult on a care issue.
When you sign the RRMC Consent for Treatment at the time of registration, you will be allowing us to send your medication or durable medical device prescription electronically to the pharmacy of your choice.
We may use and disclose health information about you to remind you that you have an appointment with us for treatment, provide you with information about treatment alternatives or that it is time for you to schedule an appointment with us.
We may post your name and other details on a white board in a patient care area to promote rapid communication about your care among your healthcare providers.
If during the course of your care or treatment, a psychotherapist creates psychotherapy notes pertaining to you; we will not use or disclose those psychotherapy notes without an authorization.
Unless you object, healthcare professionals, using their best judgment, may disclose 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 will use your health information for payment. For example:
A bill may be sent to you or your insurance company or health plan. The information on or accompanying the bill may include information that identifies you and may contain your diagnosis, procedures performed and supplies used.
We will use your health information for regular healthcare operations. Examples of healthcare operations include:
- Quality improvement: for example, members of the medical staff, managers, or members of the quality improvement team may use information in your health record to assess the care and outcomes in your case and others like it. This information is then used to continually improve the quality and effectiveness of the healthcare services we provide.
- Utilization review: a process by which patients’ needs are matched with the appropriate type and level of care, i.e., hospital, nursing home, outpatient, etc. It involves communication between insurance companies that pay for the care and the professionals that provide the care.
- Medical education and training.
- Peer review: a process whereby healthcare professionals (physicians, nurses and others) review their work to improve the delivery of care.
- Providing identifying information for clergy.
We will not use your health information for marketing purposes as defined under the Privacy Rules without your authorization. RRMC does not sell health information, however any disclosure that would constitute a sale of your health information will only occur with your written authorization.
We may use your health information for fundraising efforts on behalf of RRMC and its programs; all communications to you regarding our fundraising efforts will provide you with the option to choose not to receive any further such fundraising solicitations utilizing your health information.
We provide some services with business associates, who are independent professionals that use patient health information provided by us in order to perform these services. Examples of business associates are our transcription and Microfilming professional services, which are contracted. We may disclose your health information to them so they can perform the job we have asked them to do. Other examples of business associates include accrediting agencies and patient satisfaction survey companies. To protect your health information, we require the business associate to appropriately safeguard your information.
Inpatient Facility Directory
Unless you notify us that you object, we will use your name, location in the facility, general condition and religious affiliation in our facility directory. This information may be provided to members of your family, friends, members of the clergy and to other people who ask for you by name.
In addition, we are required to use and disclose your health information without your authorization for certain purposes, including:
- When required by state or federal law.
- To state and federal public health authorities, including state medical officers, the Food and Drug Administration, and other agencies charged with preventing or controlling disease.
- To government authorities, including protective service agencies, authorized to receive reports of abuse and neglect.
- To government health oversight agencies, such as the state and federal Departments of Health and Human Services, Medicare/Medicaid Peer Review Organizations, state Boards of Medicine, Nursing, and Pharmacy, and other licensing authorities.
- When required by court order in a judicial or administrative proceeding.
- To law enforcement officials for certain law enforcement purposes, including the reporting of certain types of wounds or injuries and any crimes against a person under 16 years of age.
- To coroners, medical examiners, or funeral directors for purposes of identifying a deceased person or carrying out their duties as required by law.
- For purposes of organ or tissue donation and transplantation, consistent with applicable law.
- For research approved by an Investigational Review Board or Privacy Board that has reviewed the research proposal and established protocols to ensure the privacy of your health information.
- When required to avert a serious threat to health or safety.
- When requested for certain specialized government functions authorized by law, including military and similar situations, e.g., national security.
The Federal Privacy Rules require us to disclose your personal health information in two instances: to you at your request and to the Secretary of Health and Human Services when requested as part of an investigation or compliance review.
We expect to make other uses and disclosures of your protected health information only on the basis of written authorization forms signed by you. You have the right to revoke any such authorization at any time, except to the extent we have already relied on it in making an authorized use or disclosure.
If you have any questions or complaints about this notice or our privacy practices, please contact:
RRMC Privacy & Security Compliance Officer
160 Allen Street
Rutland, VT 05701
If you believe your privacy rights have been violated, you may send a written complaint to the RRMC Privacy & Security Compliance Officer at the above address, or to the U.S. Department of Health and Human Services Office of Civil Rights, 200 Independence Avenue, S.W., Washington, D.C. 20201 or by calling 1-877-696-6775, or visiting http://www.hhs.gov/hipaa/filing-a-complaint/index.html.
RRMC will not retaliate against any individual filing a complaint.
Effective Date: April 2003, October 2006, April 2009, December 2009, June 2010, November 2010, April 2011, August 2011, October 2011, February 2012, June 2012, June 2016, April 2017
Note: This Notice is available in alternate formats.