Detailed Notice of Privacy Practices
practices, and lets you know how CAL SEMS. is permitted to use and disclose
PHI about you.
Uses and Disclosures of Your PHI We Can Make Without Your Authorization
CAL SEMS may use or disclose your PHI without your authorization, or
without providing you with an opportunity to object, for the following purposes:
Treatment. This includes such things as verbal and written information that we obtain about you
and use pertaining to your medical condition and treatment provided to you by us and other
medical personnel (including doctors and nurses who give orders to allow us to provide
treatment to you). It also includes information we give to other healthcare personnel to whom we
transfer your care and treatment, and includes transfer of PHI via radio or telephone to the
hospital or dispatch center as well as providing the hospital with a copy of the written record we
create in the course of providing you with treatment and transport.
Payment. This includes any activities we must undertake in order to get reimbursed for the
services that we provide to you, including such things as organizing your PHI, submitting bills to
insurance companies (either directly or through a third party billing company), managing billed
claims for services rendered, performing medical necessity determinations and reviews,
performing utilization reviews, and collecting outstanding accounts.
Healthcare Operations. This includes quality assurance activities, licensing, and training
programs to ensure that our personnel meet our standards of care and follow established policies
and procedures, obtaining legal and financial services, conducting business planning, processing
grievances and complaints, creating reports that do not individually identify you for data
collection purposes, fundraising, and certain marketing activities.
Fundraising. We may contact you when we are in the process of raising funds for CAL SEMS., or to provide you with information about our annual subscription
program.
In addition, we may use your PHI for certain fundraising activities. For example, we may use
PHI that we collect about you, such as your name, home address, phone number or other
information, in order to contact you to raise funds for our agency. We may also share this
information with another organization that may contact you to raise money on our behalf. If CAL SEMS. does use your PHI to conduct fundraising activities, you have the right
to opt out of receiving such fundraising communications from CAL SEMS.
If you do not want to be contacted for our fundraising efforts, you should contact our HIPAA
Compliance Department , in writing, by phone, or by email. Contact information for our HIPAA Compliance Department is listed at the end of this Notice.
We will also remind you of this right to opt out of receiving future fundraising communications every time that we use yourPHI to conduct fundraising and contact you to raise funds. CAL SEMS will
not condition the provision of medical care on your willingness, or non-willingness, to receive
fundraising communications.
Reminders for Information on Other Services. We may also contact
you to provide you with a reminder of any scheduled appointments for non-emergency
service, or for other information about alternative services we
provide or other health-related benefits and services that may be of interest to you.
Other Uses and Disclosure of Your PHI We Can Make Without Authorization.
authorization in situations including:
For the treatment activities of another healthcare provider;
To another healthcare provider or entity for the payment activities of the provider or
entity that receives the information (such as your hospital or insurance company);
To another healthcare provider (such as the hospital to which you are transported) for the
healthcare operations activities of the entity that receives the information as long as the
entity receiving the information has or has had a relationship with you and the PHI
pertains to that relationship;
For healthcare fraud and abuse detection or for activities related to compliance with the
law;
To a family member, other relative, or close personal friend or other individual involved
in your care if we obtain your verbal agreement to do so or if we give you an opportunity
to object to such a disclosure and you do not raise an objection. We may also disclose
health information to your family, relatives, or friends if we infer from the circumstances
that you would not object. For example, we may assume that you agree to our disclosure
of your personal health information to your spouse when your spouse has called the
ambulance for you. In situations where you are incapable of objecting (because you are
not present or due to your incapacity or medical emergency), we may, in our professional
judgment, determine that a disclosure to your family member, relative, or friend is in
your best interest. In that situation, we will disclose only health information relevant to
that person's involvement in your care. For example, we may inform the person who
accompanied you in the ambulance that you have certain symptoms and we may give that
person an update on your vital signs and treatment that is being administered by our
crew members;
To a public health authority in certain situations (such as reporting a birth, death or
disease, as required by law), as part of a public health investigation, to report child or
adult abuse, neglect or domestic violence, to report adverse events such as product
defects, or to notify a person about exposure to a possible communicable disease, as
required by law;
For health oversight activities including audits or government investigations, inspections,
disciplinary proceedings, and other administrative or judicial actions undertaken by the
government (or their contractors) by law to oversee the healthcare system;
For judicial and administrative proceedings, as required by a court or administrative
order, or in some cases in response to a subpoena or other legal process;
For law enforcement activities in limited situations, such as when there is a warrant for
the request, or when the information is needed to locate a suspect or stop a crime;
For military, national defense and security and other special government functions;
To avert a serious threat to the health and safety of a person or the public at large;
For workers’ compensation purposes, and in compliance with workers’ compensation
laws;
To coroners, medical examiners, and funeral directors for identifying a deceased person,
determining cause of death, or carrying on their duties as authorized by law;
If you are an organ donor, we may release health information to organizations that handle
organ procurement or organ, eye or tissue transplantation, or to an organ donation bank,
as necessary to facilitate organ donation and transplantation;
and For research projects, but this will be subject to strict oversight and approvals and health
information will be released only when there is a minimal risk to your privacy and
adequate safeguards are in place in accordance with the law.
Uses and Disclosures of Your PHI That Require Your Written Consent
Any other use or disclosure of PHI, other than those listed above, will only be made with your
written authorization (the authorization must specifically identify the information we seek to use
or disclose, as well as when and how we seek to use or disclose it). Specifically, we must obtain
your written authorization before using or disclosing your: (a) psychotherapy notes, other than
for the purpose of carrying out our own treatment, payment or health care operations purposes,
(b) PHI for marketing when we receive payment to make a marketing communication; or (c) PHI
when engaging in a sale of your PHI. You may revoke your authorization at any time, in
writing, except to the extent that we have already used or disclosed medical information in
reliance on that authorization.
Your Rights Regarding Your PHI
Right to access, copy or inspect your PHI. You have the right to inspect and copy most of the
medical information that we collect and maintain about you. Requests for access to your PHI
should be made in writing to our HIPAA Compliance Officer. In limited circumstances, we may
deny you access to your medical information, and you may appeal certain types of denials. We
have available forms to request access to your PHI, and we will provide a written response if we
deny you access and let you know your appeal rights. If you wish to inspect and copy your
medical information, you should contact Our Compliance Department
We will normally provide you with access to this information within 30 days of your written
request. If we maintain your medical information in electronic format, then you have a right to
obtain a copy of that information in an electronic format. In addition, if you request that we
transmit a copy of your PHI directly to another person, we will do so provided your request is in
writing, signed by you (or your representative), and you clearly identify the designated person
and where to send the copy of your PHI.
We may also charge you a reasonable cost-based fee for providing you access to your PHI,
subject to the limits of applicable state law.
Right to request an amendment of your PHI. You have the right to ask us to amend protected
health information that we maintain about you. Requests for amendments to your PHI should be
made in writing and you should contact, our Compliance Department if you
wish to make a request for amendment and fill out an amendment request form.
When required by law to do so, we will amend your information within 60 days of your request
and will notify you when we have amended the information. We are permitted by law to deny
your request to amend your medical information in certain circumstances, such as when we
believe that the information you have asked us to amend is correct.
Right to request an accounting of uses and disclosures of your PHI. You may request an
accounting from us of disclosures of your medical information. If you wish to request an
accounting of disclosures of your PHI that are subject to the accounting requirement, you should
contact our compliance department, and make a request in writing.
You have the right to receive an accounting of certain disclosures of your PHI made within six
(6) years immediately preceding your request. But, we are not required to provide you with an
accounting of disclosures of your PHI: (a) for purposes of treatment, payment, or healthcare
operations; (b) for disclosures that you expressly authorized; (c) disclosures made to you, your
family or friends, or (d) for disclosures made for law enforcement or certain other governmental
purposes.
Right to request restrictions on uses and disclosures of your PHI. You have the right to request
that we restrict how we use and disclose your medical information for treatment, payment or
healthcare operations purposes, or to restrict the information that is provided to family, friends
and other individuals involved in your healthcare. However, we are only required to abide by a
requested restriction under limited circumstances, and it is generally our policy that we will not
agree to any restrictions unless required by law to do so. If you wish to request a restriction on
the use or disclosure of your PHI, you should contact Myron Smith, our HIPAA Compliance
Department and make a request in writing.
CAL SEMS is required to abide by a requested restriction when you ask that
we not release PHI to your health plan (insurer) about a service for which you (or someone on
your behalf) have paid CAL SEMS. in full. We are also required to abide by
any restrictions that we agree to. Notwithstanding, if you request a restriction that we agree to,
and the information you asked us to restrict is needed to provide you with emergency treatment,
then we may disclose the PHI to a healthcare provider to provide you with emergency treatment.
A restriction may be terminated if you agree to or request the termination. Most current
restrictions may also be terminated by CAL SEMS. as long we notify you. If
so, PHI that is created or received after the restriction is terminated is no longer subject to the
restriction. But, PHI that was restricted prior to the notice to you voiding the restriction must
continue to be treated as restricted PHI.
Right to notice of a breach of unsecured protected health information. If we discover that
there has been a breach of your unsecured PHI, we will notify you about that breach by first class
mail dispatched to the most recent address that we have on file. If you prefer to be notified
about breaches by electronic mail, please contact, our HIPAA Compliance department,
to make CAL SEMS. aware of this preference and to provide a valid email
address to send the electronic notice. You may withdraw your agreement to receive notice by
email at any time by contacting the compliance department.
Right to request confidential communications. You have the right to request that we send your
PHI to an alternate location (e.g., somewhere other than your home address) or in a specific
manner (e.g., by email rather than regular mail). However, we will only comply with reasonable
requests when required by law to do so. If you wish to request that we communicate PHI to a
specific location or in a specific format, you should contact our Compliance Department and make a request in writing.
Internet, Email and the Right to Obtain Copy of Paper Notice
If we maintain a web site, we will prominently post a copy of this Notice on our web site and
make the Notice available electronically through the web site. If you allow us, we will forward
you this Notice by electronic mail instead of on paper and you may always request a paper copy
of the Notice.
Revisions to the Notice
CAL SEMS. is required to abide by the terms of the version of this Notice
currently in effect. However, CAL SEMS. reserves the right to change the
terms of this Notice at any time, and the changes will be effective immediately and will apply to
all PHI that we maintain. Any material changes to the Notice will be promptly posted in our
facilities and on our web site, if we maintain one. You can get a copy of the latest version of this
Notice by contacting The Compliance Department
Your Legal Rights and Complaints
You also have the right to complain to us, or to the Secretary of the United States Department of
Health and Human Services, if you believe that your privacy rights have been violated. You will
not be retaliated against in any way for filing a complaint with us or to the government.
Should you have any questions, comments or complaints, you may direct all inquiries to Our Compliance Department. Individuals will not be retaliated against for filing a
complaint.
If you have any questions or if you wish to file a complaint or exercise any rights listed in this
Notice, please contact:
The Compliance Department
CAL SEMS
service@calsems.com
Effective Date of the Notice: 2/23/2016
