HIPAA Compliance

Who will follow this notice

This notice describes the practices of Verbal Dimensions, LLC’s employees. This notice applies to all individuals employed by Verbal Dimensions, LLC and service sites and locations. Employees, sites and locations may share medical information with each other for treatment, payment, and health care operation purposes.

Information collected about consumers

The Standards for Privacy of Individually Identifiable Health Information or the “Privacy Rule” was established by the US Department of Health and Human Services as a requirement of the Health Insurance Portability and Accountability Act of 1996 (HIPAA). This standard addresses the use and disclosure of individuals’ Protected Health Information (PHI). PHI refers to any individually identifiable health information held or transmitted by a covered entity or business associate in all forms of media, whether electronic, written, or oral. The Privacy Rule was established to create standards for individual privacy rights to understand and control how an individual’s personal health information is used and to define and limit the circumstances in which PHI may be used or disclosed by covered entities.

During the ordinary course of treatment and services provided by Verbal Dimensions, LLC, consumers provide personal information to Verbal Dimensions’ employees such as:

• Medical history information
• Insurance information and coverage
• Doctor, nurse, or other medical provider information
• Family member’s medical history

Other medical information may also be gathered and a record of care created by Verbal Dimensions, LLC. Some information may also be collected from other individuals or providers that are part of the consumer’s treatment team including: referring physicians, close family members, health plans, and other providers.

How Verbal Dimensions, LLC may disclose personal information

As a healthcare provider, Verbal Dimensions is a covered entity. A covered entity is required to disclose PHI to individuals, or their authorized representative, who request access to their personal medical records or to the Department of Health and Human Services (HHS) when it is undertaking a compliance investigation or review. A covered entity is permitted, without an individual’s authorization, to use and disclose PHI for the entity’s own treatment, payment, and health care operations activities, for public health use when required by law, to appropriate governmental authorities regarding abuse, neglect or domestic violence, for legally authorized audits and investigations necessary for oversight of the healthcare system and government programs, as court mandated for judicial or administrative proceedings, for required law enforcement purposes, or to comply with worker’s compensation laws for benefits. A covered entity must obtain written authorization from the individual to use or disclose any PHI that is not for the treatment, payment, or healthcare operation practices otherwise permitted or required by the Privacy Rule.

Verbal Dimensions is required to obtain written permission from consumers to release personal information for all other reasons. If permission is provided by consumers, it may be revoked at any time, in writing. If permission to release information is revoked, Verbal Dimensions will no longer disclose personal information for reasons covered under the written authorization, except to the extent that Verbal Dimensions has already relied on the original written permission.

Our Business Associates

Verbal Dimensions sometimes work with outside agencies to help us operate our business successfully and efficiently. Verbal Dimensions may disclose personal information to these business associates in order for them to complete the tasks for which Verbal Dimensions hires them. All of our business associates are required to sign a contract indicating that they will protect all PHI.

Individual rights of consumers

As a client of Verbal Dimensions you have the following rights in regards to your protected health information:

• Obtain copies of your medical records in paper or electronic form
• Correction of inaccuracies in your paper or electronic medical record
• Request of confidential communication
• Ask Verbal Dimensions to limit the information shared
• Obtain information about whom we share your information with
• Obtain a copy of our privacy practices
• Choose a representative to act on your behalf
• File a complaint if you believe your privacy rights have been violated

Verbal Dimensions keeps a copy of its Notice of Privacy Practices on-hand for review. Please request to see our notices of privacy practices for further information and disclosures.

Confidentiality Statement

Verbal Dimensions is committed to ensuring the appropriate protection of the confidential information of its clients. Clients’ confidential information is stored in a secure location that is locked and/or password protected and only accessible to designated staff members who require this information on a “need to know basis” in order to provide medically necessary services. Client information will not be shared with non-essential staff members or anyone outside of the agency, except as required under the HIPAA Privacy Rule. Parent/Guardian(s) who request collaboration between Verbal Dimensions’ clinical team and outside service providers (such speech therapists, occupational therapists, educators, physicians, etc.) must complete an Exchange of Information Release Form to authorize us to collaborate with these outside parties.

Statement of Nondiscriminatory Practices

Verbal Dimensions does not discriminate against clients or prospective clients and their families based on race, religion, gender, gender identity, sexual orientation, ethnicity, socioeconomic status and any other legally protected category.

Changes to this notice

Verbal Dimensions reserves the right to revise this notice at any time and make the notice effective for existing personal information obtained from consumers as well as information obtained in the future. In the event of a revise of this notice, the revised notice will be posted. Consumers may request a copy of the revised notice at any time.

Complaints/Comments

Complaints concerning Verbal Dimensions’ privacy practices may be files with the Secretary of the Department of Health and Human Services, at 200 Independence Avenue, S.W., Room 509F, HHH Building, Washington, D.C. 20201 (e-mail: [email protected]). At no time will Verbal Dimensions, LLC or its employees retaliate against individuals or organizations who file a complaint.

More information about this notice can be obtained by contacting Jessica White at (619) 752-1542 or [email protected].

The effective date of this notice is November 17, 2023.