Notice of Privacy Practices

Introduction

Sun City Kidz Clinic, PA is committed to protecting the privacy and security of our patients’ health information.

This Notice of Privacy Practices describes how we may use and disclose protected health information, also called PHI, and explains the rights patients, parents, guardians, and other authorized personal representatives may have regarding that information.

This notice applies to health information created or maintained as part of care provided by Sun City Kidz Clinic, PA.

The public Sun City Kidz website is separate from the clinic’s medical-record systems. The secure Patient Portal is provided through Office Practicum.

Your rights

You have rights regarding health information maintained by Sun City Kidz Clinic, subject to applicable federal and Texas law.

Get a copy of medical records

You may ask to inspect or receive an electronic or paper copy of medical records and other health information maintained about you or your child when you have authority to obtain those records.

We will respond within the time required by applicable law. A reasonable, legally permitted fee may apply to certain copies.

Texas law may provide additional rights concerning access to electronic health records.

Ask us to correct a record

You may ask us to correct health information that you believe is incorrect or incomplete.

We may deny certain requests when permitted by law. When required, we will explain a denial in writing.

Request confidential communications

You may ask us to contact you in a particular way or at a particular location.

We will accommodate reasonable requests as required by law.

Ask us to limit certain uses or disclosures

You may ask us not to use or disclose certain information for treatment, payment, or health care operations.

We are not always required to agree to these requests.

If you pay for a health care item or service completely out of pocket, you may ask us not to disclose information about that item or service to a health plan for payment or health care operations. We will honor the request when required by law.

Request an accounting of disclosures

You may request information about certain disclosures we have made of your health information.

Not every disclosure is included in an accounting. For example, certain disclosures for treatment, payment, or health care operations may not appear.

Request a copy of this notice

You may ask for a paper copy of this Notice of Privacy Practices at any time. The current notice is also available on the Sun City Kidz website and at the clinic.

Choose someone to act for you

If a person has legal authority to act on behalf of a patient, that person may exercise the patient’s privacy rights as allowed by law.

Parents and legal guardians generally act as personal representatives for minor children. However, certain medical services or records involving minors may be subject to different confidentiality rules under federal or Texas law.

File a privacy complaint

You may contact Sun City Kidz Clinic if you believe your privacy rights have been violated.

You will not be retaliated against for making a privacy complaint.

Your choices

In certain situations, you may tell us how you want your health information shared.

Depending on the circumstances and applicable law, these situations may include:

• Sharing information with family members, close friends, or others involved in care or payment for care
• Sharing information during disaster-relief situations
• Certain communications about health-related services
• Certain fundraising communications, if the clinic ever conducts them

Authorizations

When written authorization is required by law, we will not use or disclose your information without that authorization.

Uses or disclosures involving marketing, sale of protected health information, or most psychotherapy notes require authorization except where the law provides otherwise.

You may revoke an authorization in writing, subject to actions we have already taken based on the authorization.

How we may use and disclose health information

The following sections describe common purposes for which health information may be used or disclosed.

Treatment

We may use and disclose health information to provide, coordinate, or manage medical care.

For example, one of our pediatricians may share relevant information with another physician or specialist involved in your child’s care.

Payment

We may use and disclose health information to bill and receive payment for services.

For example, we may provide necessary information to an insurance company so that it can process a claim.

Health care operations

We may use and disclose information to operate our practice, improve quality, train staff, conduct appropriate reviews, manage services, and contact patients when appropriate.

Public health and safety

When permitted or required by law, we may disclose information for public-health and safety activities, including:

• Preventing or controlling disease
• Reporting certain communicable diseases
• Reporting adverse medication or product events
• Reporting suspected abuse or neglect when required by law
• Preventing or reducing a serious threat to health or safety

Research

Health information may be used or disclosed for research only when the applicable legal requirements have been satisfied.

Required by law

We may disclose health information when federal or Texas law requires us to do so.

Health oversight

We may disclose information to authorized health oversight agencies for activities permitted by law.

Law enforcement and legal proceedings

We may disclose information for certain law-enforcement purposes or in response to valid court orders, administrative orders, subpoenas, or other lawful processes when permitted or required by law.

Medical examiners and funeral directors

When applicable, information may be disclosed to coroners, medical examiners, or funeral directors as allowed by law.

Workers’ compensation and government programs

Information may be used or disclosed for workers’ compensation programs and certain authorized government functions when permitted by law.

Substance use disorder records

To the extent Sun City Kidz Clinic receives or maintains patient records protected by the federal confidentiality requirements for substance use disorder records under 42 CFR Part 2, additional protections may apply.

Such records may not be used or disclosed in certain civil, criminal, administrative, or legislative investigations or proceedings against the patient unless the requirements of federal law are satisfied, such as appropriate patient consent or a qualifying court order and subpoena.

Our responsibilities

Sun City Kidz Clinic is required by law to maintain the privacy and security of protected health information.

We will notify affected individuals when required if a breach occurs that may have compromised the privacy or security of protected health information.

We must follow the privacy practices described in the current version of this notice.

We will not use or disclose health information in a manner not described by this notice unless permitted by law or appropriate written authorization has been obtained.

Texas privacy protections

Sun City Kidz Clinic also follows applicable Texas medical-record privacy laws.

Texas law may provide protections or requirements in addition to federal HIPAA requirements.

When applicable state law provides greater privacy protection, the clinic will follow the applicable requirement.

Changes to this notice

We may change this notice and the privacy practices described in it.

Changes may apply to health information already maintained by the clinic as well as information received in the future.

The current notice will be available at the clinic and on the Sun City Kidz website.

Privacy questions or complaints

Contact:

Privacy Contact, Sun City Kidz Clinic, PA

3917 N Mesa St

El Paso, TX 79902

Phone: 915-544-5439

Fax: 915-544-5445

You may also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights.

Sun City Kidz Clinic will not retaliate against any person for filing a privacy complaint.