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.
Smart Nursing LLC
Smart Nursing LLC ("we," "us," or "our") is a covered entity under the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and its implementing regulations. This Notice of Privacy Practices describes how we may use and disclose your Protected Health Information (PHI) and your rights regarding that information.
Our Duties Regarding Your PHI
We are required by law to:
- Maintain the privacy and security of your PHI
- Provide you with this Notice of our legal duties and privacy practices
- Notify you if a breach of unsecured PHI occurs that affects you
- Follow the terms of the Notice currently in effect
Note: We reserve the right to change our privacy practices and this Notice. Any revised Notice will be posted on our website and available upon request.
How We May Use and Disclose Your PHI
The following categories describe different ways we may use and disclose your PHI. For each category we will explain what we mean and give examples. Not every use or disclosure in a category will be listed.
For Treatment
We may use and disclose your PHI to provide, coordinate, or manage your healthcare and related services. This includes sharing information with other healthcare providers involved in your care (e.g., specialists, laboratories, pharmacies, hospitals) and with our clinical staff.
Example: We may share your medical history with a specialist to whom we refer you, or send a prescription to your pharmacy.
For Payment
We may use and disclose your PHI to obtain payment for services we provide. This includes billing your insurance, verifying eligibility and benefits, and collecting amounts you owe.
Example: We may send a claim to your health plan that includes diagnoses and procedure codes.
For Healthcare Operations
We may use and disclose your PHI for our internal operations, such as quality assessment, training, credentialing, auditing, business planning, and customer service.
Example: We may review patient records to evaluate the quality of care provided or to improve our telehealth processes.
Appointment Reminders and Health-Related Communications
We may use your PHI to contact you about appointments, treatment alternatives, or other health-related benefits and services that may be of interest. We may use phone, text, email, or patient portal messages.
Business Associates
We may share PHI with third parties ("business associates") who perform services on our behalf (e.g., telehealth platforms such as OptiMantra, billing companies, IT support, legal counsel), provided they agree in writing to protect the privacy and security of your PHI in accordance with HIPAA.
As Required by Law
We will disclose your PHI when required to do so by federal, state, or local law.
Public Health and Safety Activities
We may disclose PHI for public health activities (e.g., reporting certain diseases, injuries, or vital events), to prevent or control disease, or to report child abuse/neglect, domestic violence, or other situations as required or permitted by law. We may also disclose PHI when necessary to prevent a serious threat to health or safety.
Health Oversight Activities
We may disclose PHI to health oversight agencies for audits, investigations, inspections, and licensure activities.
Legal Proceedings and Law Enforcement
We may disclose PHI in response to a court or administrative order, subpoena, discovery request, or other lawful process, and to law enforcement officials as permitted or required by law (e.g., reporting certain wounds or crimes, responding to limited requests for information).
Coroners, Medical Examiners, and Funeral Directors
We may disclose PHI to a coroner or medical examiner for identification or determination of cause of death, and to funeral directors as necessary to carry out their duties.
Organ and Tissue Donation
If you are an organ donor, we may disclose PHI to organizations involved in organ, eye, or tissue procurement, banking, or transplantation.
Research
Under certain circumstances, we may use or disclose PHI for research purposes, subject to special approval processes that protect your privacy, or with your authorization.
Military, National Security, and Protective Services
We may disclose PHI as required by military command authorities, for national security and intelligence activities, or to protective services for the President and others, as permitted by law.
Workers' Compensation
We may disclose PHI as authorized by and to the extent necessary to comply with workers' compensation or similar programs.
Inmates
If you are an inmate of a correctional institution, we may disclose PHI as necessary for the institution to provide you with healthcare, protect your health and safety or that of others, or for the safety and security of the institution.
Uses and Disclosures That Require Your Authorization
Most uses and disclosures of psychotherapy notes (if applicable), uses and disclosures of PHI for marketing purposes, and disclosures that constitute a sale of PHI require your written authorization. Other uses and disclosures not described in this Notice will be made only with your written authorization. You may revoke an authorization at any time in writing, except to the extent we have already relied on it.
Your Rights Regarding Your PHI
You have the following rights regarding the PHI we maintain about you:
Right to Inspect and Copy
You have the right to inspect and obtain a copy of your PHI that is contained in a designated record set (medical and billing records we maintain). We may charge a reasonable, cost-based fee. In limited circumstances we may deny your request; if so, you may request a review of the denial.
Right to Request Amendment
If you believe PHI we have about you is incorrect or incomplete, you may request an amendment. We may deny the request in certain circumstances (e.g., if the information was not created by us or is accurate and complete). If we deny your request, we will provide a written explanation.
Right to an Accounting of Disclosures
You have the right to request an accounting of certain disclosures of your PHI made by us in the six years prior to the date of your request (or shorter period as allowed). This does not include disclosures for treatment, payment, healthcare operations, or certain other permitted disclosures.
Right to Request Restrictions
You may request that we restrict uses or disclosures of your PHI for treatment, payment, or healthcare operations, or to persons involved in your care. We are not required to agree to most restriction requests, except that we must agree to a request to restrict disclosure to a health plan for payment or healthcare operations if the PHI pertains solely to a healthcare item or service for which you (or someone on your behalf) paid in full out-of-pocket.
Right to Request Confidential Communications
You may request that we communicate with you about medical matters in a certain way or at a certain location (e.g., only by mail to a specific address, or only by email). We will accommodate reasonable requests.
Right to a Paper Copy of This Notice
You have the right to receive a paper copy of this Notice at any time, even if you previously agreed to receive it electronically. You may also obtain an electronic copy on our website.
Right to Be Notified of a Breach
You have the right to be notified if a breach of your unsecured PHI occurs.
Complaints
If you believe your privacy rights have been violated, you may file a complaint with us or with the U.S. Department of Health and Human Services, Office for Civil Rights (OCR). To file a complaint with us, contact the Privacy Officer at the address or phone number below. You will not be retaliated against for filing a complaint.
OCR Complaint Portal: https://www.hhs.gov/hipaa/filing-a-complaint/index.html
Or by mail/phone as listed on the OCR website.
Contact Information / Privacy Officer
For questions about this Notice, to exercise your rights, or to file a complaint with us:
Privacy Officer – Smart Nursing LLC
2900 N Military Trail, Suite 210
Boca Raton, FL 33431
This Notice is effective as of the date shown above. We may revise this Notice from time to time. The revised Notice will be effective for all PHI we maintain.
This document is a template based on standard HIPAA Notice of Privacy Practices requirements. It is not legal advice. Have it reviewed by qualified healthcare counsel licensed in your state(s) of practice before use, and update it as laws or your practices change.