Quantum Chiropractic HIPAA Compliance Policy

Effective Date: Nov. 1, 2024

 

Purpose:

Quantum Chiropractic is committed to protecting the privacy and security of our patients’ health information in compliance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA). This policy outlines our practices to safeguard Protected Health Information (PHI) and ensure compliance with applicable laws and regulations.

 

1. Definitions

 

• Protected Health Information (PHI): Any individually identifiable health information, including demographic data, related to the patient’s health, healthcare, or payment for healthcare services.

• Covered Entity: Quantum Chiropractic, as a healthcare provider, is a HIPAA-covered entity.

• Business Associate: A person or entity performing certain functions or activities involving the use or disclosure of PHI on behalf of Quantum Chiropractic.

 

2. Privacy Practices

 

Patient Rights:

Patients have the right to:

• Access their PHI and request copies.

• Request amendments to their PHI.

• Request restrictions on the use and disclosure of their PHI.

• Obtain an accounting of disclosures of their PHI.

• File a complaint regarding the handling of their PHI.

• Notice of Privacy Practices:

Quantum Chiropractic provides all patients with a Notice of Privacy Practices (NPP) at their first visit. The NPP details:

• How PHI may be used or disclosed.

• Patients’ rights concerning their PHI.

• How patients may contact our office regarding privacy concerns.

 

3. Use and Disclosure of PHI

 

Permitted Uses and Disclosures:

PHI may be used or disclosed for:

• Treatment: To provide, coordinate, or manage patient care.

• Payment: For billing, claims management, and payment processing.

• Healthcare Operations: For administrative purposes, quality assessments, and compliance activities.

• Authorization:

Written patient authorization is required for uses or disclosures of PHI not related to treatment, payment, or healthcare operations, or as otherwise permitted by law.

• Minimum Necessary Rule:

Quantum Chiropractic ensures that the minimum necessary amount of PHI is used, disclosed, or requested to accomplish the intended purpose.

 

4. Safeguards

 

• Administrative Safeguards:

• Staff training on HIPAA policies and procedures.

• Designation of a Privacy Officer to oversee compliance.

• Conducting regular risk assessments.

• Physical Safeguards:

• Securing patient records in locked cabinets or rooms.

• Restricting access to areas where PHI is stored.

• Technical Safeguards:

• Implementing password-protected systems.

• Encrypting electronic PHI.

• Using secure methods for transmitting PHI electronically.

 

5. Breach Notification

 

In the event of a breach of unsecured PHI, Quantum Chiropractic will:

• Notify affected individuals within 60 days of discovering the breach.

• Report the breach to the Department of Health and Human Services (HHS) as required.

• Document and investigate the breach to prevent future occurrences.

 

6. Training and Awareness

 

All employees, contractors, and volunteers are trained on HIPAA policies upon hiring and annually thereafter. Training includes:

• Understanding patient privacy rights.

• How to handle PHI securely.

• Identifying and reporting potential breaches.

 

7. Complaints and Reporting

 

Patients may file complaints regarding privacy concerns or potential HIPAA violations by:

• Contacting the us via the Contact Us Form on our website.

• Filing a complaint with the Office for Civil Rights (OCR) at HHS if necessary.

 

No patient will face retaliation for filing a complaint.

 

8. Policy Updates

 

This HIPAA policy will be reviewed annually or as required by changes in applicable laws. Updates will be communicated to all staff, and revised policies will be made available to patients.

 

9. Contact Information:

If you have any questions or concerns about our HIPAA Privacy Policy you may contact us via the Contact Us form on our website.