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Notice of Privacy Practices

Albuquerque Fire Rescue, as a covered portion of a hybrid entity and in accordance with the New Mexico Inspection of Public records Act, (Section 14-6-1 NMSA 1978), provides that the release of “all health information that relates to and identifies specific individuals as patients is strictly confidential and shall not be a matter of public record or accessible to the public even though the information is in the custody of or contained in the records of a governmental agency or its agent.”

Purpose of This Notice: This Notice describes your legal rights, advises you of our privacy practices, and lets you know how Albuquerque Fire Rescue is permitted to use and disclose PHI about you.

Albuquerque Fire Rescue, as a covered portion of a hybrid entity and in accordance with the New Mexico Inspection of Public records Act (IPRA), (Section 14-6-1 NMSA 1978), provides that the release of "all health information that relates to and identifies specific individuals as patients is strictly confidential and shall not be a matter of public record or accessible to the public even though the information is in the custody of or contained in the records of a governmental agency or its agent."

Albuquerque Fire Rescue is committed to protecting the privacy of confidential health care information on citizens and visitors of the City of Albuquerque. Albuquerque Fire Rescue is required by law to protect health care information that identifies individuals or could be used to identify individuals, known as Protected Health Information (PHI). Specifically, Albuquerque Fire Rescue regularly generates and/or obtains PHI from patient care reports (PCRs), complete and/or incomplete, and dispatch tapes when a phone assessment takes place. Therefore, Albuquerque Fire Rescue is required by 45 CFR 164.520 to abide by and provide this Notice, which outlines our legal duties and privacy practices with respect to PHI.

Uses and Disclosures of Your PHI We Can Make Without Your Authorization

Albuquerque Fire Rescue may use or disclose your PHI without your authorization, or without providing you with an opportunity to object, for the following purposes:

Treatment. This includes such things as verbal and written information that we obtain about you and use pertaining to your medical condition and treatment provided to you by us and other medical personnel (including doctors and nurses who give orders to allow us to provide treatment to you). It also includes information we give to other healthcare personnel to whom we transfer your care and treatment, and includes transfer of PHI via radio or telephone to the hospital or dispatch center as well as providing the hospital with a copy of the written record we create in the course of providing you with treatment and transport.

Payment. This includes any activities we must undertake in order to get reimbursed for the services that we provide to you, including such things as organizing your PHI, submitting bills to insurance companies (either directly or through a third party billing company), managing billed claims for services rendered, performing medical necessity determinations and reviews, performing utilization reviews, and collecting outstanding accounts.

Healthcare Operations. This includes quality assurance activities, licensing, and training programs to ensure that our personnel meet our standards of care and follow established policies and procedures, obtaining legal and financial services, conducting business planning, processing grievances and complaints, creating reports that do not individually identify you for data collection purposes, fundraising, and certain marketing activities.

Reminders for Scheduled Transports and Information on Other Services. We may also contact you to provide you with a reminder of any scheduled appointments for non-emergency ambulance and medical transportation, or for other information about alternative services we provide or other health-related benefits and services that may be of interest to you.

Other Uses and Disclosure of Your PHI We Can Make Without Authorization.

Albuquerque Fire Rescue is also permitted to use or disclose your PHI without your written authorization in situations including:

  • For the treatment activities of another healthcare provider;
  • To another healthcare provider or entity for the payment activities of the provider or entity that receives the information (such as your hospital or insurance company);
  • To another healthcare provider (such as the hospital to which you are transported) for the healthcare operations activities of the entity that receives the information as long as the entity receiving the information has or has had a relationship with you and the PHI pertains to that relationship;
  • For healthcare fraud and abuse detection or for activities related to compliance with the law;
  • To a family member, other relative, or close personal friend or other individual involved in your care if we obtain your verbal agreement to do so or if we give you an opportunity to object to such a disclosure and you do not raise an objection. We may also disclose health information to your family, relatives, or friends if we infer from the circumstances that you would not object. For example, we may assume that you agree to our disclosure of your personal health information to your spouse when your spouse has called the ambulance for you. In situations where you are incapable of objecting (because you are not present or due to your incapacity or medical emergency), we may, in our professional judgment, determine that a disclosure to your family member, relative, or friend is in your best interest. In that situation, we will disclose only health information relevant to that person's involvement in your care. For example, we may inform the person who accompanied you in the ambulance that you have certain symptoms and we may give that person an update on your vital signs and treatment that is being administered by our ambulance crew;
  • To a public health authority in certain situations (such as reporting a birth, death or disease, as required by law), as part of a public health investigation, to report child or adult abuse, neglect or domestic violence, to report adverse events such as product defects, or to notify a person about exposure to a possible communicable disease, as required by law;
  • For health oversight activities including audits or government investigations, inspections, disciplinary proceedings, and other administrative or judicial actions undertaken by the government (or their contractors) by law to oversee the healthcare system;
  • For judicial and administrative proceedings, as required by a court or administrative order, or in some cases in response to a subpoena or other legal process;
  • For law enforcement activities in limited situations, such as when there is a warrant for the request, or when the information is needed to locate a suspect or stop a crime;
  • For military, national defense and security and other special government functions;
  • To avert a serious threat to the health and safety of a person or the public at large;
  • For workers’ compensation purposes, and in compliance with workers’ compensation laws;
  • To coroners, medical examiners, and funeral directors for identifying a deceased person, determining cause of death, or carrying on their duties as authorized by law;
  • If you are an organ donor, we may release health information to organizations that handle organ procurement or organ, eye or tissue transplantation, or to an organ donation bank, as necessary to facilitate organ donation and transplantation; and
  • For research projects, but this will be subject to strict oversight and approvals and health information will be released only when there is a minimal risk to your privacy and adequate safeguards are in place in accordance with the law.

Uses and Disclosures of Your PHI That Require Your Written Consent

Any other use or disclosure of PHI, other than those listed above, will only be made with your written authorization (the authorization must specifically identify the information we seek to use or disclose, as well as when and how we seek to use or disclose it). Specifically, we must obtain your written authorization before using or disclosing your: (a) psychotherapy notes, other than for the purpose of carrying out our own treatment, payment or health care operations purposes, (b) PHI for marketing when we receive payment to make a marketing communication; or (c) PHI when engaging in a sale of your PHI. You may revoke your authorization at any time, in writing, except to the extent that we have already used or disclosed medical information in reliance on that authorization.

Your Rights Regarding Your PHI

As a patient, you have a number of rights with respect to your PHI, including:

Right to access, copy or inspect your PHI. You have the right to inspect and copy most of the medical information that we collect and maintain about you. Requests for access to your PHI should be made in writing to our HIPAA Compliance Office. In limited circumstances, we may deny you access to your medical information, and you may appeal certain types of denials. We have available forms to request access to your PHI, and we will provide a written response if we deny you access and let you know your appeal rights. If you wish to inspect and copy your medical information, you should contact Albuquerque Fire Rescue Records Management, our HIPAA Compliance Office.

Albuquerque Fire Rescue will normally provide a patient with access to this information as soon as practical as but not later than within fifteen (15) days of the request or provide the patient with a timeline to provide the requested information. A response will be sent to the requestor within three (3) days of the request. Albuquerque Fire Rescue may charge you a reasonable fee to cover duplicating costs. In limited circumstances, Albuquerque Fire Rescue may deny access to medical information, and the patient may appeal certain types of denials. Albuquerque Fire Rescue will provide a written explanation if they deny access and will describe any appellate rights.. If we maintain your medical information in electronic format, then you have a right to obtain a copy of that information in an electronic format. In addition, if you request that we transmit a copy of your PHI directly to another person, we will do so provided your request is in writing, signed by you (or your representative), and you clearly identify the designated person and where to send the copy of your PHI.

We may also charge you a reasonable cost-based fee for providing you access to your PHI, subject to the limits of applicable state law.

Right to request an amendment of your PHI. You have the right to ask us to amend protected health information that we maintain about you. Requests for amendments to your PHI should be made in writing and you should contact Albuquerque Fire Rescue Records Management, our HIPAA Compliance Office if you wish to make a request for amendment and fill out an amendment request form.

When required by law to do so, we will amend your information within 60 days of your request and will notify you when we have amended the information. We are permitted by law to deny your request to amend your medical information in certain circumstances, such as when we believe that the information you have asked us to amend is correct.

Right to request an accounting of uses and disclosures of your PHI. You may request an accounting from us of disclosures of your medical information. If you wish to request an accounting of disclosures of your PHI that are subject to the accounting requirement, you should contact Albuquerque Fire Rescue Records Management, our HIPAA Compliance Office and make a request in writing.

You have the right to receive an accounting of certain disclosures of your PHI made within six (6) years immediately preceding your request. But, we are not required to provide you with an accounting of disclosures of your PHI: (a) for purposes of treatment, payment, or healthcare operations; (b) for disclosures that you expressly authorized; (c) disclosures made to you, your family or friends, or (d) for disclosures made for law enforcement or certain other governmental purposes.

The patient may request a list of the disclosures Albuquerque Fire Rescue has made of your PHI. The list that Albuquerque Fire Rescue provides will not include disclosures made before January 23, 2012, disclosures made earlier than six years before the date of request, disclosures for treatment, or health care operations,

If you request a list more than once during any 12-month period, we may charge a reasonable fee for each accounting statement after the first.

Right to request restrictions on uses and disclosures of your PHI. You have the right to request that we restrict how we use and disclose your medical information for treatment, payment or healthcare operations purposes, or to restrict the information that is provided to family, friends and other individuals involved in your healthcare. However, we are only required to abide by a requested restriction under limited circumstances, and it is generally our policy that we will not agree to any restrictions unless required by law to do so. If you wish to request a restriction on the use or disclosure of your PHI, you should contact Albuquerque Fire Rescue Records Management, our HIPAA Compliance Office and make a request in writing.

Albuquerque Fire Rescue is required to abide by a requested restriction when you ask that we not release PHI to your health plan (insurer) about a service for which you (or someone on your behalf) have paid Albuquerque Fire Rescue in full. We are also required to abide by any restrictions that we agree to. Notwithstanding, if you request a restriction that we agree to, and the information you asked us to restrict is needed to provide you with emergency treatment, then we may disclose the PHI to a healthcare provider to provide you with emergency treatment.

A restriction may be terminated if you agree to or request the termination. Most current restrictions may also be terminated by Albuquerque Fire Rescue as long we notify you. If so, PHI that is created or received after the restriction is terminated is no longer subject to the restriction. But, PHI that was restricted prior to the notice to you voiding the restriction must continue to be treated as restricted PHI.

Right to notice of a breach of unsecured protected health information. If we discover that there has been a breach of your unsecured PHI, we will notify you about that breach by first-class mail dispatched to the most recent address that we have on file. If you prefer to be notified about breaches by electronic mail, please contact Albuquerque Fire Rescue Records Management, our HIPAA Compliance Office, to make Albuquerque Fire Rescue aware of this preference and to provide a valid email address to send the electronic notice. You may withdraw your agreement to receive notice by email at any time by contacting Albuquerque Fire Rescue Records Management.

Right to request confidential communications. You have the right to request that we send your PHI to an alternate location (e.g., somewhere other than your home address) or in a specific manner (e.g., by email rather than regular mail). However, we will only comply with reasonable requests when required by law to do so. If you wish to request that we communicate PHI to a specific location or in a specific format, you should contact Albuquerque Fire Rescue Records Management, our HIPAA Compliance Office and make a request in writing.

Internet, Email and the Right to Obtain Copy of Paper Notice

If we maintain a web site, we will prominently post a copy of this Notice on our web site and make the Notice available electronically through the web site. If you allow us, we will forward you this Notice by electronic mail instead of on paper and you may always request a paper copy of the Notice.

Revisions to the Notice

Albuquerque Fire Rescue is required to abide by the terms of the version of this Notice currently in effect. However, Albuquerque Fire Rescue reserves the right to change the terms of this Notice at any time, and the changes will be effective immediately and will apply to all PHI that we maintain. Any material changes to the Notice will be promptly posted in our facilities and on our web site, if we maintain one. You can get a copy of the latest version of this Notice by contacting Albuquerque Fire Rescue Records Management, our HIPAA Compliance Office.

Your Legal Rights and Complaints

You also have the right to complain to us, or to the Secretary of the United States Department of Health and Human Services, if you believe that your privacy rights have been violated. You will not be retaliated against in any way for filing a complaint with us or to the government.

Should you have any questions, comments or complaints, you may direct all inquiries to Albuquerque Fire Rescue Records Management, our HIPAA Compliance Office. Individuals will not be retaliated against for filing a complaint.

If you have any questions or if you wish to file a complaint or exercise any rights listed in this Notice, please contact:

Albuquerque Fire Rescue Records Management

400 Roma Ave, NW

Albuquerque, NM 87102

Phone 505-764-6333

Fax 505-764-6360

[email protected]

Effective Date of the Notice: 6/27/2017

 

How to Obtain EMS / Patient Care Reports or Dispatch Tapes:

EMS Reports/Dispatch Tapes:

  • Written letter of request for record or the completed form provided by Albuquerque Fire Rescue
  • Patient – requires photo identification
  • Parent may pick up a report with the birth certificate (of child) and picture ID (of parent)
  • If deceased, a death certificate and proof of executor of the estate is required
  • A medical release is required if an insurance company or attorney is requesting a report or Dispatch Tape

Fire Reports:

  • Written letter of request for record or the completed form provided by the Albuquerque Fire Rescue
  • Fire reports are public record, and anyone can request fire reports with the exception of an associated casualty report – this is subject to the same criteria as an EMS report and dispatch tape or a fire report that is involved in a criminal investigation

The following information is needed to process a request.

  • Address/Location of incident and;
  • Date of incident and;
  • Incident number and;
  • Name of person and;
  • Time of incident

If you have a question or would like to exercise your rights listed in this notice, please contact Records Management Services.

Records Management is located at 400 Roma NW, Albuquerque, NM 87102.

Business hours are Monday-Friday from 8:00 a.m. -5:00 p.m.,

Office number 505-764-6333

Fax number is 505-764-6360.