NOTICE OF PRIVACY PRACTICES
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.
A federal regulation, known as the Health Insurance Portability and Accountability Act “HIPAA
Privacy Rule,” requires that we provide a detailed notice in writing of our privacy practices. The
HIPAA Privacy Rule requires us to address many specific things in this Notice.
I. OUR COMMITMENT TO PROTECTING HEALTH INFORMATION ABOUT YOU
In this Notice, we describe the ways that we may use and disclose health information about our
patients. The HIPAA Privacy Rule requires that we protect the privacy of health information
that identifies a patient, or where there is a reasonable basis to believe the information can be
used to identify a patient. This information is called “protected health information” or “PHI”.
This Notice describes your rights as our patient and our obligations regarding the use and
disclosure of PHI. We are required by law to:
- Make sure that your PHI is kept private;
- Provide you with this Notice of our legal duties and privacy practices with respect to PHI;
- Comply with the terms of our Notice of Privacy Practices that is currently in effect.
As permitted by the HIPAA Privacy Rule, we reserve the right to make changes to this Notice
and to make such changes effective for all PHI we may already have about you. If and when this
Notice is changed, we will post a copy in our Hospital and clinics in prominent locations. We will
also provide you with a copy of the revised Notice upon your request made to our Privacy
You will be asked to sign a form to show that you received this Notice. Even if you do not sign
this form, we will still provide you with treatment.
II. HOW WE MAY USE AND DISCLOSE PROTECTED HEALTH INFORMATION ABOUT YOU
USES AND DISCLOSURES FOR TREATMENT, PAYMENT, AND HEALTHCARE OPERATIONS
The following categories describe the different ways we may use and disclose PHI for treatment,
payment, or health care operations without your consent or authorization. The examples included in
each category do not list every type of use or disclosure that may fall within that category.
Treatment: We may use and disclose PHI about you to provide, coordinate, or manage your health
care and related services. We may consult with other health care providers regarding your treatment
and coordinate and manage your health care with others. For example, we may use and disclose PHI
when you need a prescription, lab work, an X-ray, or other health care services. In addition, we may
use and disclose PHI about you when referring you to another health care provider. For example, if
you are referred to another health care provider, we may disclose PHI to your new health care provider
regarding whether you are allergic to any medications. In emergencies, we may use and disclose PHI
to provide the treatment you need.
Payment: We may use and disclose PHI so that we can bill and collect payment for the treatment and
services provided to you. Before providing treatment or services, we may share details with your
health plan concerning the services you are scheduled to receive. For example, we may ask for
payment approval from your health plan before we provide care or services. We may use and disclose
PHI to find out if your health plan will cover the cost of care and services we provide. We may use and
disclose PHI to confirm you are receiving the appropriate amount of care to obtain payment for
services. We may use and disclose PHI for billing, claims management, and collection activities. We
may disclose PHI to insurance companies providing you with additional coverage. We may disclose
limited PHI to consumer reporting agencies relating to collection of payments owed to us.
We may also disclose PHI to another health care provider or to a company or health plan required to
comply with the HIPAA Privacy Rule for the payment activities of that health care provider, company,
or health plan. For example, we may allow a health insurance company to review PHI for the insurance
company’s activities to determine the insurance benefits to be paid for your care.
Health Care Operations: We may use and disclose PHI in performing business activities that are
called health care operations. Health care operations include doing things that allow us to improve the
quality of care we provide and to reduce health care costs. We may use and disclose PHI about you in
the following health care operations:
- Reviewing and improving the quality, efficiency, and cost of care that we provide to our patients. For example, we may use PHI about you to develop ways to assist our physicians and staff in deciding how we can improve the medical treatment we provide to others.
- Improving health care and lowering costs for groups of people who have similar health problems and helping to manage and coordinate the care for these groups of people. We may use PHI to identify groups of people with similar health problems to give them information, for instance, about treatment alternatives and educational classes.
- Reviewing and evaluating the skills, qualifications, and performance of health care providers taking care of you and our other patients.
- Providing training programs for students, trainees, health care providers, or non-health care professionals (for example, billing personnel) to help them practice or improve their skills.
- Cooperating with outside organizations that assess the quality of the care that we provide.
- Cooperating with outside organizations that evaluate, certify, or license health care providers or staff in a particular field or specialty. For example, we may use or disclose PHI so that one of our nurses may become certified as having expertise in a specific field of nursing.
- Cooperating with various people who review our activities. For example, PHI may be seen by doctors reviewing the services provided to you, and by accountants, lawyers, and others who assist us in complying with the law and managing our business.
- Assisting us in making plans for our Hospital’s future operations.
- Resolving grievances within our Hospital.
- Business planning and development, such as cost-management analyses.
- Business management and general administrative activities of our Hospital, including managing our activities related to complying with the HIPAA Privacy Rule and other legal requirements.
- Creating “de-identified” information that is not identifiable to any individual, and disclosing PHI to a business associate for the purpose of creating de-identified information, regardless of whether we will use the de-identified information.
- Creating a “limited data set” of information that does not contain information directly identifying a patient. Our ability to disclose this information to others under limited conditions is discussed later in this Notice.
If another health care provider, company, or health plan that is required to comply with the HIPAA
Privacy Rule also has or once had a relationship with you, we may disclose PHI about you for certain
health care operations of that health care provider or company. For example, such health care
operations may include: reviewing and improving the quality, efficiency, and cost of care provided to
you; reviewing and evaluating the skills, qualifications, and performance of health care providers;
providing training programs for students, trainees, health care providers, or non-health care
professionals; cooperating with outside organizations that evaluate, certify, or license health care
providers or staff in a particular field or specialty; and assisting with legal compliance activities of that
health care provider or company.
We may also disclose PHI for the health care operations of any “organized health care arrangement” in
which we participate. An example of an organized health care arrangement is the joint care provided
by a hospital and the physicians who see patients at the hospital.
Hospital Directory: We may include your name, date of admission, and location in our facility in our
directory while you are a patient in our facility. This information may be released to people who ask
for you by name. Additionally, during the registration process you will be asked your religious
affiliation, if any. Your religious affiliation may be given to members of the clergy, such as minister,
priest or rabbi, who ask for you by name, or who ask for a list of patients who are members of their
church, parish or synagogue. If a telephone call or delivery ( for example, a florist or United States
Postal Service) arrives for you, we may acknowledge that you are a patient in our facility, and either
transfer the call to you or accept the delivery on your behalf. If a delivery arrives for you after
discharge, we will direct the party making the delivery to forward the item being delivered to your
home address after discharge. If there is an alternative address after discharge, please inform the
registration staff of it.
Should your stay with us attract media attention ( for example if you are involved in an accident or you
are a celebrity) we will disclose information about your general condition and location as an inpatient,
outpatient or emergency department patient if your PHI is not governed by other applicable law or you
have not requested that we withhold information from the media. If you do not want to be included in
our directory, or if you want to restrict the information that we include in the directory, please notify
the registration staff and they will assist you with your request.
Communication From Our Office: We may contact you to remind you of appointments and to
provide you with information about treatment alternatives or other health-related benefits and services
that may be of interest to you.
OTHER USES AND DISCLOSURES WE CAN MAKE WITHOUT YOUR WRITTEN
AUTHORIZATION FOR WHICH YOU HAVE THE OPPORTUNITY TO AGREE OR
Individuals Involved in Your Care or Payment for Your Care: We may use and disclose PHI about
you in some situations where you have the opportunity to agree or object to certain uses and
disclosures of PHI about you. These types of uses and disclosures of PHI include:
- We may disclose PHI about you to your family member, close friend, or any other person identified by you if that information is directly relevant to the person’s involvement in your care or payment for your care.
- If you are not present or you are unable to consent or object, we may exercise professional judgment in determining whether the use or disclosure of PHI is in your best interests. For example, if you are brought into the Hospital and are unable to communicate normally for some reason, we may find it is in your best interest to give your prescription and other medical supplies to the friend or relative who brought you in for treatment.
- We may also use and disclose PHI to notify such persons of your location, general condition, or death. We also may coordinate with disaster relief agencies to make this type of notification.
- We may also use professional judgment and our experience with common practice to make reasonable decisions about your best interests in allowing a person to act on your behalf to pick up filled prescriptions, medical supplies, X-rays, or other things that contain PHI about you.
OTHER USES AND DISCLOSURES WE CAN MAKE WITHOUT YOUR WRITTEN
AUTHORIZATION OR OPPORTUNITY TO AGREE OR OBJECT
We may use and disclose PHI about you in the following circumstances without your
authorization or opportunity to agree or object, provided that we comply with certain conditions
that may apply.
Required By Law: We may use and disclose PHI as required by federal, state, or local law to
the extent that the use or disclosure complies with the law and is limited to the requirements of
Public Health Activities: We may use and disclose PHI to public health authorities or other
authorized persons to carry out certain activities related to public health, including the
- To prevent or control disease, injury, or disability;
- To report disease, injury, birth, or death;
- To report child abuse or neglect;
- To report reactions to medications or problems with products or devices regulated by the federal Food and Drug Administration (FDA) or other activities related to quality, safety, or effectiveness of FDA-regulated products or activities;
- To locate and notify persons of recalls of products they may be using;
- To notify a person who may have been exposed to a communicable disease in order to control who may be at risk of contracting or spreading the disease; or
- To report to your employer, under limited circumstances, information related primarily to workplace injuries or illnesses, or workplace medical surveillance.
- Reporting cancer and pre-cancerous conditions to the state.
Abuse, Neglect, or Domestic Violence: We may disclose PHI in certain cases to proper government authorities if we reasonably believe that a patient has been a victim of domestic violence, abuse, or neglect.
Health Oversight Activities: We may disclose PHI to a health oversight agency for oversight
activities including, for example, audits, investigations, inspections, licensure and disciplinary
activities, and other activities conducted by health oversight agencies to monitor the health care
system, government health care programs, and compliance with certain laws.
Lawsuits and Other Legal Proceedings: We may use or disclose PHI when required by a
court or administrative tribunal order. We may also disclose PHI in response to subpoenas,
discovery requests, or other required legal process when efforts have been made to advise you
of the request or to obtain an order protecting the information requested.
Law Enforcement: Under certain conditions, we may disclose PHI to law enforcement
officials for the following purposes where the disclosure is:
- About a suspected crime victim if, under certain limited circumstances, we are unable to obtain a person’s agreement because of incapacity or emergency;
- To alert law enforcement of a death that we suspect was the result of criminal conduct;
- Required by law;
- In response to a court order, warrant, subpoena, summons, administrative agency request, or other authorized process;
- To identify or locate a suspect, fugitive, material witness, or missing person;
- About a crime or suspected crime committed at our facility; or
- In response to a medical emergency not occurring at our facility, if necessary to report a crime, including the nature of the crime, the location of the crime or the victim, and the identity of the person who committed the crime.
Coroners, Medical Examiners, Funeral Directors: We may disclose PHI to a coroner or
medical examiner to identify a deceased person and determine the cause of death. In addition,
we may disclose PHI to funeral directors, as authorized by law, so that they may carry out their
Organ and Tissue Donation: If you are an organ donor, we may use or disclose PHI to
organizations that help procure, locate, and transplant organs in order to facilitate an organ, eye,
or tissue donation and transplantation.
Research: We may use and disclose PHI about you for research purposes under certain limited
circumstances. We must obtain a written authorization to use and disclose PHI about you for
research purposes, except in situations where a research project meets specific, detailed criteria
established by the HIPAA Privacy Rule to ensure the privacy of PHI.
To Avert a Serious Threat to Health or Safety: We may use and disclose PHI about you in
limited circumstances when necessary to prevent a threat to the health or safety of a person or
to the public. This disclosure can only be made to a person who is able to help prevent the
Specialized Government Functions: Under certain conditions, we may disclose PHI:
• For certain military and veteran activities, including determination of eligibility for
veterans benefits and where deemed necessary by military command authorities;
• For national security and intelligence activities;
• To help provide protective services for the President of the United States and others;
• For the health or safety of inmates and others at correctional institutions or other law
enforcement custodial situations or for general safety and health related to correctional
Workers’ Compensation: We may disclose PHI as authorized by workers’ compensation laws
or other similar programs that provide benefits for work-related injuries or illness.
Disclosures Required by HIPAA Privacy Rule: We are required to disclose PHI to the
Secretary of the United States Department of Health and Human Services when requested by
the Secretary to review our compliance with the HIPAA Privacy Rule. We are also required in
certain cases to disclose PHI to you upon your request to access PHI or for an accounting of
certain disclosures of PHI about you (these requests are described in Section III of this Notice).
Incidental Disclosures: We may use or disclose PHI incident to a use or disclosure permitted
by the HIPAA Privacy Rule so long as we have reasonably safeguarded against such incidental
uses and disclosures and have limited them to the minimum necessary information.
Limited Data Set Disclosures: We may use or disclose a limited data set (PHI that has certain
identifying information removed) for the purposes of research, public health, or health care
operations. This information may only be disclosed for research, public health, and health care
operations purposes. The person receiving the information must sign an agreement to protect
OTHER USES AND DISCLOSURES OF PROTECTED HEALTH INFORMATION REQUIRE
All other uses and disclosures of PHI about you will only be made with your written authorization. If
you have authorized us to use or disclose PHI about you, you may later revoke your authorization at
any time, except to the extent we have taken action based on the authorization.
III. YOUR RIGHTS REGARDING PROTECTED HEALTH INFORMATION ABOUT
Under federal law, you have the following rights regarding PHI about you:
Right to Request Restrictions: You have the right to request additional restrictions in writing on the
PHI that we may use or disclose for treatment, payment, and health care operations. You may also
request additional restrictions on our disclosure of PHI to certain individuals involved in your care that
otherwise are permitted by the Privacy Rule. We are not required to agree to your request. If we do
agree to your request, we are required to comply with our agreement except in certain cases, including
where the information is needed to treat you in the case of an emergency. To request restrictions, you
must make your request in writing to our Privacy Official. In your request, please include (1) the
information that you want to restrict; (2) how you want to restrict the information (for example,
restricting use to the Hospital or to one of its facilities or clinics, only restricting disclosure to persons
outside the Hospital or one of its facilities or clinics, or restricting both); and (3) to whom you want
those restrictions to apply.
Right to Receive Confidential Communications: You have the right to request that you receive
communications regarding PHI in a certain manner or at a certain location. For example, you may
request that we contact you at home, rather than at work. You must make your request in writing. You
must specify how you would like to be contacted (for example, by regular mail to your post office box
and not your home). We are required to accommodate only reasonable requests.
Right to Inspect and Copy: You have the right to request in writing the opportunity to inspect and
receive a copy of PHI about you in certain records that we maintain. This includes your medical and
billing records but does not include psychotherapy notes or information gathered or prepared for a
civil, criminal, or administrative proceeding. We may deny your request to inspect and copy PHI only
in limited circumstances. To inspect and copy PHI, please contact our Privacy Official. If you request
a copy of PHI about you, we may charge you a reasonable fee for the copying, postage, labor, and
supplies used in meeting your request.
Right to Amend: You have the right to request in writing that we amend PHI about you as long as
such information is kept by or for us. To make this type of request, you must submit your request in
writing to our Privacy Official. You must also give us a reason for your request. We may deny your
request in certain cases, including if it is not in writing or if you do not give us a reason for the request.
Right to Receive an Accounting of Disclosures: You have the right to request in writing an
“accounting” of certain disclosures that we have made of PHI about you. This is a list of disclosures
made by us during a specified period of up to 6 years, other than disclosures made: for treatment,
payment, and health care operations; for use in or related to a facility directory; to family members or
friends involved in your care; to you directly; pursuant to an authorization of you or your personal
representative; for certain notification purposes (including national security, intelligence, correctional,
and law enforcement purposes); as incidental disclosures that occur as a result of otherwise permitted
disclosures; as part of a limited data set of information that does not directly identify you; and before
April 14, 2003. If you wish to make such a request, please contact our Privacy Official identified on
the last page of this Notice. The first list that you request in a 12-month period will be free, but we may
charge you for our reasonable costs of providing additional lists in the same 12-month period. We will
tell you about these costs, and you may choose to cancel your request at any time before costs are
Right to a Paper Copy of this Notice: You have a right to receive a paper copy of this Notice at any
time. You are entitled to a paper copy of this Notice even if you have previously agreed to receive this
Notice electronically. To obtain a paper copy of this Notice, please contact our Privacy Official listed
in this Notice.
If you believe your privacy rights have been violated, you may file a complaint with us or the
Secretary of the United States Department of Health and Human Services. To file a complaint with us,
please contact our Privacy Official at 815-285-5916. To complain to the United States Department of
Health and Human Services, you may contact the Office for Civil Rights at 200 Independence Ave.
SW, Washington D.C., 20201. We will not retaliate or take action against you for filing a complaint.
If you have any questions about this Notice, please contact our Privacy Official at the address and
telephone number listed below.
VI. PRIVACY OFFICIAL CONTACT INFORMATION
You may contact our Privacy Official at the following address and phone number:
Privacy Official: Dave Ginn
Director of Information Technology
Address: KSB Hospital, 403 East First Street, Dixon, IL 61021
Telephone: (815) 285-5544
This notice covers the health care services provided at Katherine Shaw Bethea Hospital and affiliated
clinics and treatment sites, and covers those physicians and other health care providers on our
Katherine Shaw Bethea Hospital Medical Staff and those providing health care services in such
affiliated Katherine Shaw Bethea Hospital locations.
The Katherine Shaw Bethea Hospital facilities covered by this Notice are:
Katherine Shaw Bethea Hospital
Katherine Shaw Bethea Hospital Emergency Department
Katherine Shaw Bethea Hospital Home Health Care
KSB Center for Health Services/Amboy, Illinois
KSB Center for Health Services/Oregon, Illinois
KSB Center for Health Services/Polo, Illinois
KSB Medical Group, Ashton, Illinois
KSB Medical Group/Edwards Clinic, Dixon, Illinois
KSB Medical Group/Commerce Towers, Dixon, Illinois
KSB Eye and Vision Care, Dixon, Illinois
KSB Hospital Form F3.2A
Original Effective Date: June 2003
Last Revised Date: May 30, 2006; July 23, 2010