Introduction

At Family Tree Wellness, protecting the privacy of our clients' personal and health information is a top priority. This policy outlines how we collect, use, store, and protect the personal health information (PHI) of individuals receiving services in compliance with the Health Insurance Portability and Accountability Act (HIPAA), the New Jersey Division of Developmental Disabilities (DDD) regulations, and all applicable federal and state laws.

Scope

This Privacy Policy applies to all employees, contractors, and affiliates of Family Tree Wellness who are involved in the collection, handling, storage, and sharing of personal health information (PHI) for individuals receiving services.


Definitions

• Protected Health Information (PHI): Any individually identifiable health information that relates to a client’s physical or mental health, healthcare provided, or payment for healthcare services.
• HIPAA: The federal law that establishes standards for protecting PHI and individuals' rights to control their medical information.

Collection of Information

We collect personal and health information from clients for the purpose of providing quality care and services. The types of information we collect include, but are not limited to:

• Name, address, and contact details
• Date of birth
• Medical history and diagnoses
• Treatment plans and service needs
• Payment and insurance information

Use of Information

PHI is used by Family Tree Wellness solely for the purpose of delivering services and care to our clients, and for the administrative functions necessary to support those services. This includes, but is not limited to:

• Creating and updating client records
• Developing and implementing individualized service plans (ISPs)
• Communicating with other healthcare providers involved in your care
• Submitting claims for payment to Medicaid or other insurers
• Conducting internal quality assessments and audits

Client Rights

Clients have the following rights regarding their PHI:

1. Right to Access

• You have the right to access and obtain a copy of your PHI maintained by Family Tree Wellness.

2. Right to Request Amendment

• You have the right to request an amendment to your PHI if you believe it is incorrect or incomplete.

3. Right to Confidential Communication

• You may request that we communicate with you in a specific way (e.g., only by mail or at a specific phone number).

4. Right to Restrict Use and Disclosure

• You may request that we restrict the use or disclosure of your PHI for certain purposes, although we are not required to agree to all requests if it affects our ability to provide services.

5. Right to Accounting of Disclosures

• You may request a record of how your PHI has been shared, including disclosures made for treatment, payment, or healthcare operations.

6. Right to File a Complaint

• If you believe your privacy rights have been violated, you have the right to file a complaint with Family Tree Wellness or directly with the U.S. Department of Health and Human Services.

Disclosure of Information

Family Tree Wellness may share PHI under the following circumstances, in accordance with HIPAA and DDD regulations:
1. For Treatment

• We may disclose your PHI to healthcare providers involved in your care to ensure continuity of treatment and services.

2. For Payment

• We may use or disclose PHI to process payment for services provided, including sharing information with Medicaid, Medicare, or other third-party payers.

3. For Healthcare Operations

• We may use PHI to improve our services through quality assessments, staff training, and administrative functions.

4. As Required by Law

• We may disclose PHI when required by federal, state, or local laws, including for public health reporting, abuse investigations, and law enforcement purposes.

5. To Family Members or Representatives

• With your consent, we may share PHI with family members or guardians who are involved in your care or payment for services.

6. For Legal and Safety Reasons

• We may disclose PHI to prevent or reduce serious threats to health and safety, in compliance with legal requirements.

Safeguards to Protect Privacy

To ensure that your PHI is kept confidential and secure, Family Tree Wellness implements the following safeguards:
1. Physical Security

• All client records are stored in secure locations that can only be accessed by authorized personnel.

2. Electronic Security

• We use secure, encrypted systems for electronic PHI, with restricted access controlled by passwords and other authentication measures.

3. Administrative Safeguards

• Employees are trained regularly on privacy policies and procedures, ensuring that PHI is handled appropriately and securely.

4. Confidentiality Agreements

• All employees, contractors, and volunteers are required to sign confidentiality agreements, binding them to protect the privacy of client information.

Breach Notification

In the event of a breach of unsecured PHI, Family Tree Wellness will notify affected individuals, the U.S. Department of Health and Human Services (HHS), and any other relevant authorities as required by law. Notification will include a description of the breach, the information involved, and steps taken to mitigate harm and protect against further breaches.


Changes to Privacy Policy

Family Tree Wellness reserves the right to change this Privacy Policy as necessary to comply with changes in law or our internal practices. Clients will be notified of any significant changes in this policy.


Contact Information
Family Tree Wellness
Phone: (347)560-4177
Email: familytreewellness@usa.com