Capital District Physicians' Health Plan, Inc., CDPHP Universal Benefits, Inc., and Capital District Physicians' Healthcare Network, Inc. (collectively referred to as "CDPHP") Notice of Privacy Practices.
At CDPHP, we believe in keeping your protected health information (PHI) safe. Your PHI includes information that we have created or received about your past, present, or future health or medical condition that could be used to identify you. It also includes information about medical treatment you have received and about payment for health care you have received. CDPHP keeps protected health information in strict confidence. As part of providing services, we may get nonpublic personal information from the following sources: applications, forms, claims, and other information provided to us. This information can be given to us in writing, in person, by telephone, electronically, or by any other means. This information may include names, dates of birth, and addresses. We do not give out any protected health information about our current or former members, except as permitted by law or to provide services to our members.
CDPHP restricts access to information to those CDPHP employees who need to know that information to provide services. We also maintain physical, electronic, and procedural safeguards that comply with federal and state regulations to guard your information.
Our Legal Duties
This Notice of Privacy Practices explains how CDPHP uses information about you and when we can share that information with others. The law requires CDPHP to maintain the privacy of your health information. We are also required to give you this notice about our legal duties, our privacy practices, and your health information rights. CDPHP must follow the terms of this notice. If you have questions about any part of this notice or if you want more information about the privacy practices at CDPHP please contact the CDPHP privacy official at (518) 641-5261 or 1-888-258-0477.
CDPHP has the right to change this Notice of Privacy Practices as well as CDPHP’s privacy policies and procedures as business needs and changes in federal and state law require. If we make a significant change to the privacy practices in this notice, we will send a new Notice of Privacy Practices to all subscribers 60 days before the change takes effect. Except as required by law, CDPHP will not put into practice a significant change to any part of this notice before the effective date of the new notice.
Uses and Disclosures of Your Health Information
CDPHP uses and discloses protected health information in a number of different ways in connection with your treatment, payment for your health care and our health care operations. The following are the types of uses and disclosures of your protected health information that we are allowed to make without your authorization.
We may share your information with your doctors or hospitals to help them provide medical management and care to you.
We may use and disclose your PHI to pay claims to providers who render services to you.
Health Care Operations
We may use and disclose your PHI to perform our healthcare operations. Examples of healthcare operations functions include determining premiums for your health plan, conducting quality improvement activities and engaging in care coordination or case management. We may not use or disclose your PHI that is genetic information for purposes of enrollment, determining your premiums, or underwriting.
Health-Related Benefits and Services
We may use your information to tell you about health-related benefits or services. For example, we might send you information about programs to help you manage your asthma or diabetes.
Disclosures to Business Associates
CDPHP may disclose your PHI to outside persons or organizations to perform specific functions on our behalf. These companies are called business associates. We may only disclose PHI to business associates upon completion of a written contract which requires the business associates to appropriately safeguard your information.
Disclosures to Plan Sponsors
If you are enrolled in a group health plan, we may disclose your PHI to the plan sponsor of your group health plan so that the plan sponsor can administer the plan. A plan sponsor is normally an employer or a company that manages the employee’s benefit plan. We only disclose PHI to a plan sponsor once we have received a signed certification from the plan that the plan documents have been amended in accordance with the law and the plan sponsor agrees to only use PHI for plan administration purposes.
If you are enrolled in a CDPHP government program plan, such as Select Plan (Medicaid eligible recipients), we may disclose your PHI to a business associate to determine your eligibility for the plan or for additional public benefits.
Required by Law
CDPHP may disclose your PHI to report information to state and federal agencies that regulate us such as the U.S. Department of Health and Human Services.
We are also allowed to disclose your PHI to a government agency authorized to oversee the health insurance system, such as for audits or to maintain our license.
We may disclose your PHI for law enforcement purposes. For example, we may give information to a law enforcement official for purposes of identifying or locating a suspect, fugitive, or material witness.
We may disclose your PHI in response to a court order or subpoena.
We may use and/or disclose your PHI for research as permitted by and subject to federal law.
We may share information relative to specialized government functions such as national security and intelligence activities.
Uses and Disclosures of PHI with an Authorization
For any other uses or disclosures CDPHP gets a member’s signed authorization and the information is used as stated in the authorization. You may cancel your authorization, in writing, at any time, except to the extent that CDPHP or another company or person has already relied on the authorization.
Your Health Information Rights
You have the following rights that deal with your medical information. You can contact CDPHP's member services department at the phone number on the back of your identification card or (518) 641-3000 or 1-888-258-0477 to obtain the appropriate form needed to use any of these rights. Or you can get any of the forms noted below at CDPHP's Web site at www.cdphp.com.
You have the right to look at and get a copy of your protected health information that is in your designated record set. If you would like to get your information, you must make your request in writing on the Inspection and Copying Request Form. If CDPHP does not have the information you asked for, we will tell you how you may be able to get it. CDPHP will respond in writing to your request. In certain situations, we may deny your request. If we do, we will tell you in writing the reason we are denying your request.
If you ask for a copy of your PHI, we may charge you a fee of up to 75 cents per page for the cost of copying. We can send you your PHI, or if you request, we may send you a summary or general explanation of your PHI if you agree to the cost of preparing and sending it.
CDPHP does not share your information without your prior authorization for any purposes other than to administer your plan or when permitted or required by law.
You have the right to ask for restrictions on uses and releases of your information. However, CDPHP is not required to agree to restriction requests. You can contact CDPHP’s member services department at the phone number on the back of your identification card or (518) 641-3000 or 1-888-258-0477 to ask for a restriction request.
You have the right to ask us to correct your PHI or add missing information if you think there is a mistake in your PHI. You must send us your request in writing on the Request for Amendment of Health Information Form and give the reason for your request. We will respond to you in writing. If we approve your request, we will make the change to your PHI. We will tell you that we have made the change. We will also tell others who need to know about the change to your PHI.
We may deny your request if your PHI is: a) correct and complete; b) not made by us; c) not allowed to be disclosed; or d) not part of our records. Our written denial will also explain your rights to file a written statement of disagreement. You have the right to ask that your written request, our written denial and your statement of disagreement be attached to your PHI any time we give it out in the future.
Confidential Communications Right
You have the right to ask that we send PHI to you at an address of your choice or to communicate with you in a certain way. All requests for confidential communications must be made in writing on the Confidential Communications Request Form. We will respond to you in writing.
Accounting of Disclosures Right
You have the right to get a list of instances in which we have given out your PHI by completing the Accounting of Disclosures Request Form. The list we provide will not include: a) disclosures we made so you could get treatment; b) disclosures we made so we could make payment for your treatment; c) disclosures we made in order to operate our business; d) disclosures made directly to you or to people you choose; e) disclosures made to corrections or law enforcement personnel; f) disclosures we made before April 14, 2003; or g) disclosures we made when we had your authorization.
We will respond to your request in writing. Your request must state a time period that may not be longer than six years and may not include dates before April 14, 2003.
The list will include: a) the date of the disclosure; b) the person to whom PHI was disclosed (including that person’s address, if known); c) a description of the information disclosed; and d) the reason for the disclosure. If you ask, we will give you one list of disclosures every 12 months for free. However, if you ask for another list within 12 months of getting your free list, we will send you one if you agree to pay the reasonable fee we will charge for the additional list. We will tell you in advance of the fee and give you a chance to cancel or change your request.
Notice of Privacy Practices Right
You have the right to receive a paper copy of this Notice of Privacy Practices at any time. You can call the member services number on the back of your identification card to request a copy of this notice.
Questions and Complaints
If you want more information about CDPHP’s privacy practices, please contact the CDPHP privacy official at (518) 641-5261. If you think that your privacy rights may have been violated, you may send a written complaint to: CDPHP Privacy Official, 500 Patroon Creek Blvd., Albany, NY 12206-1057. You also may submit a written complaint to the Office for Civil Rights, U.S. Department of Health and Human Services. At CDPHP, we are committed to safeguarding your information. Therefore, you will not be penalized in any way for filing a complaint about our privacy practices.
The effective date of this notice is June 26, 2013; updated March 1, 2013
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