Last Updated: May 21, 2025
Village Caregiving LLC is dedicated to maintaining the privacy of your protected health information (PHI). In conducting our business, we will create records regarding you and the services we provide to you. We are required by law to maintain the confidentiality of health information that identifies you. We are also required by law to provide you with this notice of our legal duties and the privacy practices that we maintain concerning your PHI. By federal and state law, we must follow the terms of the Notice of Privacy Practices that we have in effect at the time.
The following categories describe the different ways in which we may use and disclose your PHI:
We may use your PHI to provide you with healthcare treatment or services. We may disclose your PHI to caregivers, nurses, or other personnel who are involved in your care.
We may use and disclose your PHI in order to bill and collect payment for the services you receive from us. We may contact your health insurer to verify coverage, and we may provide your insurer with details regarding your treatment to determine if your insurer will cover the treatment.
We may use and disclose your PHI to operate our business effectively. These activities include, but are not limited to, quality assessment, employee review, training of health professionals, licensing, and conducting or arranging for other business activities.
We may use and disclose your PHI to contact you to remind you of your appointments or to inform you about treatment alternatives or health-related benefits and services that may be of interest to you.
As required by federal and state regulations, we must submit certain visit data to state-elected EVV aggregators. This data may include personal and healthcare information necessary to comply with these requirements. EVV aggregators we work with include Sandata (OH, IN), Therap (KY, SD), HHAX (WV), and Carebridge (WY).
We may use or disclose your PHI when we are required to do so by federal, state, or local law.
We may disclose your PHI to public health authorities that are authorized by law to collect information for purposes such as preventing or controlling disease, injury, or disability; reporting reactions to medications or problems with products; notifying people of recalls of products they may be using; and notifying a person who may have been exposed to a disease or may be at risk for contracting or spreading a disease or condition.
We may disclose your PHI to a health oversight agency for activities authorized by law. These oversight activities include, for example, audits, investigations, inspections, and licensure.
If you are involved in a lawsuit or a dispute, we may disclose your PHI in response to a court or administrative order. We also may disclose your PHI in response to a subpoena, discovery request, or other lawful process by another party involved in the dispute, but only if efforts have been made to tell you about the request or to obtain an order protecting the information requested.
We may release PHI if asked to do so by a law enforcement official under certain conditions (e.g., to identify or locate a suspect, witness, or missing person; about the victim of a crime; about a death we believe may be the result of criminal conduct; about criminal conduct on our premises; and in emergency circumstances to report a crime).
We may share your PHI with third-party "business associates" that perform various activities for our practice. For example, we may share your information with our billing service or electronic health record vendor. Whenever an arrangement between our office and a business associate involves the use or disclosure of your PHI, we will have a written contract that contains terms that will protect the privacy of your PHI.
You have the following rights regarding the PHI that we maintain about you:
You have the right to request that we communicate with you about your health and related issues in a particular manner or at a certain location. We will accommodate reasonable requests.
You have the right to request a restriction in our use or disclosure of your PHI for treatment, payment, or healthcare operations. Additionally, you have the right to request that we restrict our disclosure of your PHI to only certain individuals involved in your care or the payment for your care. We are not required to agree to your request; however, if we do agree, we are bound by our agreement except when otherwise required by law, in emergencies, or when the information is necessary to treat you.
You have the right to inspect and obtain a copy of the PHI that may be used to make decisions about you, including patient medical records and billing records, but not including psychotherapy notes. We may charge a fee for the costs of copying, mailing, labor, and supplies associated with your request.
You may ask us to amend your health information if you believe it is incorrect or incomplete, and you may request an amendment for as long as the information is kept by or for our practice. To request an amendment, your request must be made in writing to Village Caregiving. You must provide us with a reason that supports your request for amendment. We may deny your request if you ask us to amend information that is in our opinion: (a) accurate and complete; (b) not part of the PHI kept by or for the practice; (c) not part of the PHI which you would be permitted to inspect and copy; or (d) not created by our practice, unless the individual or entity that created the information is not available to amend the information.
All of our patients have the right to request an "accounting of disclosures," which is a list of certain non-routine disclosures our practice has made of your PHI. To obtain an accounting of disclosures, you must submit your request in writing to Village Caregiving. All requests for an "accounting of disclosures" must state a time period, which may not be longer than six (6) years from the date of disclosure.
You are entitled to receive a paper copy of our Notice of Privacy Practices. You may ask us to give you a copy of this notice at any time. To obtain a paper copy of this notice, contact Village Caregiving.
If you believe your privacy rights have been violated, you may file a complaint with our practice or with the Secretary of the Department of Health and Human Services. To file a complaint with our practice, contact Village Caregiving at help@villagecaregiving.com. All complaints must be submitted in writing. You will not be penalized for filing a complaint.
Our practice will obtain your written authorization for uses and disclosures that are not identified by this notice or permitted by applicable law. Any authorization you provide to us regarding the use and disclosure of your PHI may be revoked at any time in writing. After you revoke your authorization, we will no longer use or disclose your PHI for the reasons described in the authorization. Please note that we are required to retain records of your care.
We reserve the right to change this notice at any time and to make the revised or changed notice effective for medical information we already have about you as well as any information we receive in the future. We will post a copy of the current notice in our facilities and on our website. The notice will contain the effective date on the first page.
We will notify affected individuals within a reasonable timeframe after a data breach occurs and once affected persons can be identified. We will provide information regarding the time of the event, a description of the data involved, a risk assessment, action steps taken by Village Caregiving, and guidance for affected users.
Village Caregiving LLC
650 Main Street, Barboursville, WV 25504
304-302-0707
help@villagecaregiving.com