HIPAA POLICY
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HIPAA POLICY
At Roadway LLC, protecting your personal and health information is our top priority. We comply with the Health Insurance Portability and Accountability Act (HIPAA) to ensure your information is secure, confidential, and used only for authorized purposes.
This page explains what HIPAA is, why it’s important, and how we adhere to its regulations.
WHAT IS HIPAA?
The Health Insurance Portability and Accountability Act (HIPAA) is a federal law enacted in 1996. HIPAA establishes national standards to protect sensitive patient health information from being disclosed without the patient’s consent or knowledge.
HIPAA applies to organizations like healthcare providers, health plans, and certain business associates that handle protected health information (PHI). It ensures your medical records and other personal health information remain private and secure.
WHAT IS PROTECTED HEALTH INFORMATION (PHI)?
Protected Health Information (PHI) includes any information about your health status, medical care, or payment for healthcare services that can be linked to you.
Examples of PHI:
- Your name, address, and phone number when linked to health data.
- Medical records, diagnoses, and treatment information.
- Billing information for healthcare services.
- Any identifiable information used to deliver or coordinate your care.
OUR COMMITMENT TO HIPAA COMPLIANCE
At Roadway LLC, we are dedicated to safeguarding your PHI. We implement strict policies, procedures, and safeguards, including:
- Privacy Protections: Your information is only accessed by authorized personnel.
- Security Measures: We use encryption, secure systems, and regular audits to protect your data.
- Access Control: PHI is only accessible to employees who need it to provide services.
- Staff Training: All staff undergo annual HIPAA compliance training to ensure they understand and follow regulations.
HOW WE USE YOUR INFORMATION
- Providing Services: To deliver and coordinate the care and assistance you need.
- Billing and Payment: To process claims and payments for services rendered.
- Legal Requirements: To comply with legal obligations, such as audits or investigations.
YOUR HIPAA RIGHTS
Under HIPAA, you have the following rights regarding your protected health information:
- Access to Your Information: You can request a copy of your medical or service records.
- Amendments: You can request corrections to your health information if it is inaccurate or incomplete.
- Restriction Requests: You can ask us to restrict certain uses or disclosures of your PHI.
- Confidential Communications: You can request that we contact you in a specific way (e.g., only via mail).
- Accounting of Disclosures: You have the right to know when and why your information has been shared.
To exercise any of these rights, please contact us at info@roadwaymn.org or call 612-437-4150.
TELEHEALTH AND REMOTE SERVICES
For virtual or remote services, we ensure HIPAA compliance by using secure, encrypted platforms for video calls, messaging, and document sharing. Your health information is as safe during virtual interactions as it is during in-person visits.
BUSINESS ASSOCIATE AGREEMENTS (BAA)
We work with third-party service providers, such as IT vendors and billing platforms, to support our operations. All such vendors must sign a Business Associate Agreement (BAA) to confirm their compliance with HIPAA standards for protecting your PHI.
SHARING INFORMATION WITH FAMILY OR CAREGIVERS
We may share your PHI with family members, caregivers, or other individuals involved in your care, but only with your explicit consent. Exceptions may include emergencies or when required by law.
BREACH NOTIFICATION POLICY
In the unlikely event of a data breach affecting your protected health information:
- We will notify you in writing within 60 days of discovering the breach.
- Notifications will include details about the breach, what information was affected, and steps you can take to protect yourself.
• We will take corrective measures to prevent future incidents and comply with federal reporting requirements.
CLIENT CONSENT FORMS
Before sharing your PHI for non-standard purposes (e.g., research, surveys, or referrals), we will provide you with a clear and detailed consent form. This form will explain how your information will be used, any associated risks, and your right to withdraw consent at any time.
SAFEGUARDS TO PROTECT YOUR INFORMATION
Technical Safeguards:
- Encryption for electronic records.
- Secure systems to prevent unauthorized access.
- Regular assessments to identify and address potential risks.
Administrative Safeguards:
- Staff training on HIPAA regulations and compliance.
- Policies restricting access to PHI to only authorized personnel.
- Routine audits to ensure compliance.
Physical Safeguards:
- Locked storage for paper records.
- Controlled access to offices and secure areas.
ACCESSIBILITY STATEMENT
We are committed to ensuring this policy is accessible to all individuals, including those with disabilities. If you require this policy in an alternative format, such as large print or Braille, please contact us at info@roadwaymn.org or call 612-437-4150.
Frequently Asked Questions
HIPAA is a federal law designed to protect your personal health information. It ensures your medical data remains private and gives you control over how it’s shared.
We use encryption, secure systems, and staff training to protect your information. We also limit access to PHI to only authorized employees.
Yes, you can request access to your records by contacting info@roadwaymn.org or calling 612-437-4150.
We will only share your PHI with your explicit consent or when required by law, such as during investigations or audits.
ADDITIONAL RESOURCES
REPORTING A BREACH OR COMPLAINT
If you believe your health information has been accessed or disclosed inappropriately, you can file a complaint with us or directly with the U.S. Department of Health and Human Services (HHS).
To file a complaint with Roadway LLC:
Roadway LLC
|Attn: Privacy Officer
- 5775 Wayzata Blvd., Suite 700 St. Louis Park, MN 55416
- Email: info@roadwaymn.org
- Phone: 612-437-4150
To file a complaint with HHS:
Visit https://www.hhs.gov/hipaa/filing-a-complaint/index.html.
At Roadway LLC, safeguarding your health information is at the core of our mission. We remain committed to maintaining the highest standards of privacy and security to earn and retain your trust.