Privacy Policy

Notice of Privacy Practices

This Notice of Privacy Practices outlines how First Step Pediatric Therapy may use, transmit, or disclose the patient’s personal health information (PHI) and how it is safeguarded in accordance with the Health Insurance Portability and Accountability Act (HIPAA). It also describes your rights to access, request amendments, or restrict the release of PHI outside of First Step Pediatric Therapy, except when required or authorized by law. All employees of First Step Pediatric Therapy, including therapists, office staff, and billing staff, are required to adhere to these privacy practices.

You will be asked to sign an acknowledgment of receipt of this notice (in the intake paperwork). The intent is to make you aware of the possible uses and disclosures of the patient’s protected health information and your privacy rights.

Definition of Protected Health Information (PHI)
Protected health information includes any information that can be used to identify an individual, such as name, age, address, phone number, email, social security number, health conditions, diagnoses, or healthcare services provided. We are mandated to ensure that this information is kept secure and confidential and to notify patients of our privacy practices and legal duties relating to how this information is used and transmitted. We are also required to notify affected individuals of any potential breach of this information. First Step Pediatric Therapy reserves the right to revise or change our privacy practice policies.

Permissible Uses and Disclosures of PHI

Reasons why the patient’s personal health information may be disclosed:

  1. For Treatment: We will use and disclose the patient’s personal health information when coordinating with other members of the patient’s care team, such as their physician, other medical providers, case managers, and related services involved in the patient’s healthcare. This information may also be used if a referral to another healthcare provider is required.

  2. For School Collaboration: The patient’s personal health information may be shared with schools and other providers/agencies only upon receipt of written consent, except when required by law.

  3. For Billing and Payment: The patient’s personal health information may be shared with insurance or billing personnel for purposes such as verifying insurance, preparing and sending claims, and collecting payment. Information may also be disclosed in financial or billing audits.

  4. For Internal Operations: Personal health information may be used within our office for administrative purposes, supervision, peer review, business planning, and quality assessment.

  5. Appointment Reminders: Your information may be used to contact you with reminders about upcoming appointments.

Legally Required Disclosures:
First Step Pediatric Therapy may also be legally required to release personal health information under the following circumstances:

  • Public Health Reporting: For purposes such as contagious disease reporting, investigation, or surveillance.

  • Mandatory Reporting: Therapists at First Step Pediatric Therapy are mandatory reporters of suspected abuse, neglect, exploitation, or domestic violence and will report such cases to the appropriate government agencies.

  • Health Oversight Activities: For activities such as licensing of therapists, audits by Medicare or Medicaid, or investigation of possible violations of healthcare laws.

  • Judicial and Administrative Proceedings: In response to subpoenas or orders of courts or administrative agencies.

  • Law Enforcement: To provide information about someone who is or is suspected to be a victim of a crime, to report crimes that occur at our office, or to assist in criminal investigations.

  • Medical Examiners and Organ Donation: For identifying a deceased person, determining the cause of death, or facilitating organ or tissue donations.

  • Health-Related Research: For research purposes, under strict oversight and compliance with regulations.

  • To Prevent a Serious Threat: To prevent or mitigate a serious threat to health or safety.

Rights to Provide Authorization for Other Uses and Disclosures

We will only disclose your personal health information for purposes not described in this Notice with your written authorization. With your written authorization, you may permit us to use or disclose your health information to specific individuals or entities for any purpose you designate.

You have the right to revoke your authorization at any time by submitting a written request. Once we receive your written revocation, we will stop using or disclosing your health information for the purposes covered by your authorization, except where we have already acted based on your prior authorization. Please note that revocation of authorization will not affect any disclosures made before the date of the written revocation.

Rights Regarding the Patient’s Personal Health Information

  1. Access to Records: You have the right to inspect and obtain copies of the patient’s health information, including medical and billing records, upon submission of a written request.

  2. Designating a Recipient: You may authorize the disclosure of the patient’s health information to another party by providing written consent. This request must clearly identify the recipient and specify the time period for which the disclosure or use of personal health information is authorized.

  3. Requesting Restrictions: Upon written request, you may ask to restrict the disclosure or use of any part of the patient’s personal health information for treatment, billing, or healthcare operations. However, these restrictions may not override legal requirements to disclose PHI.

  4. Alternative Communication: You may request an alternative method or form of communication for receiving information about the patient’s personal health information (e.g., email, phone, or mail). The request must specify the preferred method and a time frame, and we will accommodate reasonable requests when possible.

  5. Requesting Amendments: If you believe that any part of the patient’s health information is incorrect or incomplete, you may request an amendment to the information on record. Your written request must include a reason supporting the amendment. We may deny the request if the healthcare provider determines the original information to be accurate and complete.

  6. Accounting of Disclosures: You may request an accounting of certain disclosures of the patient’s personal health information. The request must specify a time period for the disclosures, which cannot exceed six years prior to the date of the request and cannot include any dates before October 29, 2020.

Complaints

If you believe the patient’s privacy rights have been violated, you may file a written complaint with First Step Pediatric Therapy or with the U.S. Department of Health and Human Services (HHS), Office for Civil Rights. Complaints to HHS may also be submitted online at https://www.hhs.gov/hipaa/filing-a-complaint. First Step Pediatric Therapy will not retaliate against you for filing a complaint.

Amendments to Privacy Practices

First Step Pediatric Therapy reserves the right to amend our privacy practices and to apply these amendments to all personal health information we maintain. Any revisions to our privacy practices will be described in a revised notice, which will be readily available in our office and upon request.

Contact Information

All further questions, requests, or additional information regarding the privacy of the patient’s personal health information can be directed to First Step Pediatric Therapy’s privacy officer:

Karissa Shiraishi
Owner of First Step Pediatric Therapy

Effective Date: December 26, 2024