Notice of Privacy Practices & HIPAA

NOTICE OF PRIVACY PRACTICES & HIPAA

Effective Date: December 15, 2024

This notice outlines how medical information about you may be utilized and disclosed and details the procedures for accessing this information. It is imperative that you review this document thoroughly.

This Notice pertains to clients receiving or previously received in-home care services from Compassion Home Care of Illinois, LLC. As mandated by law, we must safeguard the privacy of all information contained within our client records. This document will elucidate how we may use and disclose your protected health information. Protected health information encompasses any healthrelated data about you that identifies you or for which there exists a reasonable basis to infer that the information could be utilized to identify you. Furthermore, this notice will delineate your rights and our responsibilities concerning your medical information. It will also outline the process for resolving complaints should you believe your privacy rights have been violated.

YOUR CLIENT RECORD

We are dedicated to protecting your privacy. A client record will be maintained for each individual receiving home services. Your client record may encompass protected health information, including medical details from your healthcare provider or other related entities, such as notes concerning your symptoms, diagnoses, care, and proposed future care plans. This record will additionally contain pertinent identifying information, including your name, address, and telephone number(s); the name, telephone number(s), and address of your authorized representative, if applicable; details of an individual or relative to be contacted in an emergency; the Plan of Care agreed upon by you and the agency; a copy of this Client Service Agreement; and documentation of services rendered during each visit. The client Plan of Care will be revised as necessary, but not less frequently than once per year. All records will be retained for a minimum of five (2) years following the last date services were provided.

This notice is provided to inform you of the various ways we may use and disclose your information while also outlining our responsibilities regarding privacy practices and your privacy rights. The law mandates that covered entities maintain the confidentiality of protected health information. We will furnish you with a paper copy of this Notice immediately upon request, even if you have consented to receive this Notice electronically. Please note that this notice does not constitute a contract and does not expand our obligations or create any rights not already established by applicable law.

OUR USES AND DISCLOSURES

The following categories will describe different methods through which we may use and disclose your information. It is important to note that not every potential use or disclosure within a given category will be detailed. We will adhere to the restrictions on such uses and disclosures as outlined in applicable law.

Our Typical Uses and Disclosures

We may utilize and disclose your health information for the following purposes without requiring your authorization:

1. Treatment: We may use your health information and share it with other healthcare professionals involved in your treatment. For instance, a physician treating you for an injury may inquire about your overall health status.
2. Operating Our Organization: We may utilize and share your health information to conduct our business operations, enhance your care, and contact you when necessary. For example, we may share information to improve and refine our services; assess and understand your experience through satisfaction surveys; ensure compliance with franchise and brand standards; obtain technical support, data backup, and storage; maintain business continuity; and perform recordkeeping. We may engage individuals and entities to carry out various functions on our behalf or to provide specific services, only after such third parties formally agree to contract terms designed to protect your information. These third parties may include global survey partners, technology companies that support our business operations, and various consultants.
3. Payment: We may utilize and share your health information to process billing and obtain payment from health plans or other entities and individuals. For example, we may share information with your long-term health insurance provider to facilitate payment for your services.

Other Potential Uses and Disclosure:

We may also utilize and disclose your health information for additional purposes without your authorization; however, specific conditions may apply before sharing.
1. Individuals Involved in Your Care: We may share information with family members, friends, or others who are involved in your care or payment for your care, using our professional judgment to determine that you do not object or that you instruct us to do so. If you are incapacitated or in an emergency situation and are unable to provide consent, we may share information if we believe it is in your best interest.
2. Public Health and Safety: We may disclose health information about you in certain situations, such as: -Reporting suspected abuse, neglect, or domestic violence -Preventing or mitigating a serious threat to public health or safety
3. Research: We may use or share your information for health research, but only when approved by an institutional review board or privacy board in compliance with applicable regulatory standards.
4. Compliance with the Law: We will share information related to you if mandated by state or federal laws, including with authorized regulatory authorities seeking to ensure our compliance with relevant laws and regulations. We may disclose confidential information concerning communicable diseases only as permitted or required by federal, state, or local law.
5. Organ and Tissue Donation Requests: If you are an organ donor, we may share your health information with organ procurement organizations as needed to facilitate the donation and transplantation process.
6. Medical Examiner or Funeral Director: Health information may be shared with a coroner, medical examiner, or funeral director in the event of an individual’s death.
7. Workers’ Compensation, Law Enforcement, and Other Government Requests – Health information about an individual may be utilized or disclosed, as authorized or mandated by law, for the following purposes:
-Workers’ compensation claims or similar programs.
-Law enforcement purposes or in collaboration with a law enforcement
-Activities authorized by law involving health oversight agencies.
-Special government functions, including military, national security, and presidential protective services.
8. Lawsuits and Legal Actions – Health information about an individual may be disclosed in compliance with a court order or administrative directive or in response to a subpoena.

Prior written authorization will be obtained for all other uses or disclosures. An individual may also initiate the transfer of their records to another party by requesting and completing a written HIPAA Authorization Release Form. Such written authorization may be revoked at any time, except where actions have already been taken based on it. To revoke a written authorization, please contact us in writing using the information provided at the bottom of this document.

YOUR RIGHTS

Access to Personal Records

Individuals have the right to request access to their personal health records, whether in paper or electronic format. To obtain a copy, please utilize the contact information provided below. Upon request, we will supply a Protected Health Information (PHI) HIPAA Authorization Release Form that delineates the information to be disclosed, the recipient of the information, and the authorization duration. We will review your request and typically provide either a copy or a summary of your information within thirty days. Please be advised that a reasonable, cost-based fee may be applied.

Request for Corrections

If individuals believe their health records are inaccurate or incomplete, they may submit a request for correction. In certain circumstances, we reserve the right to deny such requests; however, a written explanation will be provided within sixty days. For instance, a request may be denied if the information in question is maintained by another entity.

Confidential Communication Requests

Individuals may request that we contact them using a specific method (e.g., via home or office phone) or send communications to an alternative address. All reasonable requests will be considered.

Limitation of Information

Usage and Sharing Individuals may request restrictions on using or sharing certain information related to treatment, payment, or operational activities. For instance, if payment for care is made outof-pocket in full, individuals may request that such information not be shared with their health insurer for payment or operational purposes. While we may agree to such requests as mandated by law, we will not agree to limitations on sharing deemed necessary for providing care or for business purposes.

Disclosure History

Individuals can request a comprehensive list of disclosures of their health records made within the prior six years, detailing to whom the information was shared and the purpose of the disclosure. This list will exclude disclosures made for treatment, payment, healthcare operations, and certain other disclosures (including those initiated by the individual). One complimentary request may be submitted annually; however, a reasonable cost-based fee may be charged for any additional requests made within a twelve-month period.

Authorized Representatives

Individuals may designate someone to act on their behalf by submitting a written notice and documentation validating that individual’s authority to act for them. If the selected individual holds medical power of attorney or is the legal guardian, that person may exercise the individual’s rights regarding their health information. We will verify the authority of the individual before taking any action.

OUR RESPONSIBILITIES

We will promptly inform you, in accordance with legal requirements, of any breaches involving unsecured health information that may have compromised the privacy or security of your data. In such instances, we will provide you with details regarding the information affected, recommended steps you may take, and a summary of the actions being implemented to investigate the breach, mitigate any potential harm to you, and safeguard against future occurrences.

We reserve the right to amend the provisions of this Notice, which will apply to all information we hold about you. The updated notice will be available upon request, accessible on our website, www.compassionhc.com, or we will mail a copy to you.

ADDITIONAL LAWS

State and federal privacy laws may govern the handling of your information. We shall adhere to the more stringent privacy regulations when such laws are applicable. Several states impose specific requirements concerning the use and disclosure of information related to HIV/AIDS status, sexually transmitted diseases, communicable diseases, reproductive health, mental health, substance abuse, genetic information, and issues of abuse and neglect. In accordance with these laws, unless permitted or mandated by state or federal legislation to make a particular type of use or disclosure without your consent, we shall not disclose any such information without obtaining the necessary authorization as dictated by law.

Complaints

Individuals may submit complaints to the Agency and the United States Secretary of Health and Human Services if they believe their privacy rights have been infringed upon. To file a complaint with us, please contact Compassion Home Care of Illinois, LLC at the address below. All complaints should be submitted in writing. We will make every effort to resolve your complaint within a period of ten (10) business days. To submit a complaint to the United States Secretary of Health and Human Services, please direct your correspondence to: U.S. Department of Health and Human Services, 200 Independence Avenue S.W., Room 509F HHH Building, Washington, DC 20201. There will be no retaliation against individuals who file a complaint.

COMPANY & CONTACT INFORMATION

For inquiries regarding this Notice, please contact us using the contact information provided below. Individuals may also file a complaint with either our organization or the Secretary of Health and Human Services if they believe their privacy rights have been infringed upon. Rest assured, there will be no retaliation for lodging such a complaint.

You may contact us either by telephone or through mail at:
Attention: Privacy Team
Compassion Home Care of Illinois,
LLC 4433 W Touhy Avenue,
Suite 522 Lincolnwood, IL 60712
Telephone: (773) 599-9174

BILL OF RIGHTS AND RESPONSIBILITIES

I. BILL OF RIGHTS

As a client of Compassion Home Care of Illinois, LLC, you are entitled to the following rights:
1. To be informed of your rights, both verbally and in writing, prior to the initiation of care.
2. To receive competent, individualized care and services from Compassion Home Care of Illinois, LLC personnel, without discrimination based on age, race, color, national origin, religion, sex, disease, disability, or any other category protected by law, including matters related to advance directives.
3. To be treated with dignity, courtesy, consideration, and respect, and to have your personal property treated with the same regard.
4. To receive clear verbal and written information regarding the services available, along with related charges applicable to primary insurance, other payers, and self-pay arrangements, before the commencement of care. You shall also be informed of any changes in payment sources and your financial responsibilities as soon as feasible, but no later than thirty (30) calendar days following Compassion Home Care of Illinois, LLC’s awareness of such changes.
5. To be informed verbally and in writing of the Plan of Care, including any modifications, and to have a role in the care planning process before services begin. You shall be apprised of all services provided, including the timeline and method of service delivery, as well as the names and functions of individuals and/or affiliated programs involved in your care, including photo identification of agency personnel.
6. To actively participate in the planning of your care and to receive advance notice of any amendments to the Plan of Care.
7. To refuse care and services after receiving comprehensive information and understanding the consequences of such refusal.
8. To receive information regarding community resources and to be informed of any financial relationships that exist between Compassion Home Care of Illinois, LLC and other providers to whom you may be referred by the Agency.
9. To be informed of the procedures for submitting client complaints, and to express these complaints and recommend changes in policies or services to the Agency Manager (Matthew Mueller) by contacting 773-599-9174. Such complaints shall be expressed without interference, coercion, discrimination, or reprisal.
10. Should you remain dissatisfied with the resolution, you may submit your complaint to the Illinois Department of Public Health, Health Care Facilities and Programs Section, located at 525 W Jefferson St., Fourth Floor, Springfield, IL 62761-0001, or to any external representative chosen by the client. The expression of such complaints by the client or their designee shall also be free from interference, coercion, discrimination, or reprisal.
11. To express grievances about the care and services rendered, or the lack thereof, and to voice concerns regarding any lack of respect for personal property by personnel representing Compassion Home Care of Illinois, LLC, with the expectation that the Agency will investigate such complaints promptly.
12. To receive timely notification of impending discharge as outlined herein.
13. To privacy, including the confidential handling of records and access to your records upon request. Information will not be disclosed without your written consent, except in instances mandated by law, regulation, or third-party reimbursement protocols as described in the “Notices of Privacy Practices & HIPAA.”
14. In circumstances where the client lacks the capacity to exercise these rights, said rights shall be exercised on behalf of the client by an individual, guardian, or entity legally authorized to represent the client.

BILL OF RIGHTS AND RESPONSIBILITIES

II. BILL OF RESPONSIBILITIES

As a client of Home Care services or as an authorized representative, you are entrusted with several responsibilities:
– Provide complete and accurate health information directly impacting the services being delivered.
– Adhere to the treatment plan prescribed by your physician.
– Communicate any lack of understanding or inability to comply with the “Plan of Care” agreement.
– Collaborate with agency personnel and maintain an atmosphere of respect for all staff members.
– Inform the Agency in advance if you are unavailable for a scheduled service appointment.
– Notify the Agency of any changes in your health status.
– Accept responsibility for any decisions you make regarding the refusal of services or noncompliance with the Agency’s recommendations.
– Permit the caregiver from Compassion Home Care of Illinois, LLC to utilize your telephone to communicate with the Agency at the commencement and conclusion of shifts.
– At your discretion, allow personnel from Compassion Home Care of Illinois, LLC to take photographs and videos within your home to document observations relating to your safety, health, or well-being, or to supervise and validate caregiver adherence to Agency policies.
– Maintain a residential environment that supports the effective and safe delivery of home care services.
– Facilitate home safety evaluations and assessments conducted by Compassion Home Care of Illinois, LLC.
– Recognize the distinction between Medication Reminders and Medication
Administration/Skilled Nursing, including the applicable restrictions: Compassion Home Care of Illinois, LLC caregivers are authorized solely to provide medication reminders (as defined below). They cannot administer medications or perform skilled nursing tasks (as outlined below).
– Medication Administration/Skilled Nursing encompasses, but is not limited to, the preparation and dosing of medications into pre-filled trays, injections, wound or pain management, IV therapy, catheter care, or any services classified as “skilled nursing.” Compassion Home Care of Illinois, LLC caregivers are not permitted to perform these tasks.
– Medication Reminding involves reminding the client when medications have been pre-selected or pre-poured by the client, a family member, a nurse, or a pharmacist and are stored in containers other than prescription bottles. Should you have any questions regarding the specific activities that fall under medication administration versus medication reminding, please contact Agency Manager Matthew Mueller at 773-599-9174.
– Regarding House Keys: Personnel from Compassion Home Care of Illinois, LLC are not authorized to accept keys to the client’s residence unless explicit written permission for key management is obtained from the client or the designated representative.
– On Gifts: It is understood that Compassion Home Care of Illinois, LLC personnel are prohibited from accepting gifts from the client or the client’s representative.
– Concerning Meal Expenses: Live-out (hourly) caregivers are expected to bring their meals. However, should you request that a caregiver accompany you to meals, movies, or other activities, you will be responsible for all incidental expenses incurred.
– Regarding Valuables: You are encouraged to apply a prudent approach in managing valuable items and cash while Agency services are being rendered in your home. You should remove or secure any irreplaceable items, including cash, jewelry, or other valuables, in an inaccessible location.