Privacy Policy - Kids Neurology
Our Commitment
Introduction
Kids Neurology is committed to protecting the privacy and confidentiality of our patients' health information. This Privacy Policy explains how we collect, use, disclose, and safeguard your child's personal and medical information in accordance with applicable laws, including the Health Insurance Portability and Accountability Act (HIPAA) and state privacy regulations.
Information We Collect
Medical Information
We collect and maintain health information necessary to provide quality neurological care to pediatric patients, including:
- Medical history and family medical history
- Physical examination findings and test results
- Diagnostic imaging and laboratory results
- Treatment plans and medication records
- Progress notes and consultation reports
- Insurance and billing information
Personal Information
We also collect personal information such as:
- Patient and parent/guardian contact information
- Date of birth and demographic information
- Emergency contact details
- Insurance coverage information
- Payment and billing records
Website Information
When you visit our website, we may collect:
- Basic usage analytics and website performance data
- Information submitted through contact forms
- Cookies and similar tracking technologies for website functionality
How We Use Your Information
We use protected health information for:
Treatment
- Providing medical care and neurological services
- Coordinating care with other healthcare providers
- Consulting with specialists when necessary
- Managing ongoing treatment plans
Payment
- Processing insurance claims and payments
- Billing for services rendered
- Collecting outstanding balances
- Verifying insurance coverage
Healthcare Operations
- Quality improvement initiatives
- Staff training and education
- Business administration and planning
- Compliance with regulatory requirements
Information Sharing and Disclosure
Authorized Disclosures
We may share your child's health information with:
- Other healthcare providers involved in your child's care
- Insurance companies for payment purposes
- Family members or caregivers as authorized by parents/guardians
- Schools or childcare providers when medically necessary and authorized
Required Disclosures
We are required by law to disclose information in certain circumstances:
- When required by court order or legal process
- To report suspected child abuse or neglect
- For public health reporting requirements
- To prevent serious harm to patient or others
- To comply with workers' compensation laws
Minors and Parental Rights
For patients under 18 years of age:
- Parents or legal guardians generally have the right to access their child's medical records
- In certain circumstances involving mature minors or sensitive services, state laws may limit parental access
- We will clearly communicate any limitations on information sharing with parents/guardians
Your Rights Regarding Health Information
As a patient or parent/guardian, you have the right to:
Access and Review
- Request copies of your child's medical records
- Review information we maintain about your child
- Request corrections to inaccurate information
Restrictions
- Request limitations on how we use or disclose health information
- Request restrictions on information shared with family members
Alternative Communications
- Request that we communicate with you in a specific manner or location
- Designate an authorized representative to receive information
Complaints
- File a complaint with our office or the Department of Health and Human Services
- Report concerns about our privacy practices without fear of retaliation
Safeguarding Your Information
Physical Safeguards
- Secure storage of paper medical records
- Restricted access to medical record areas
- Proper disposal of confidential information
Technical Safeguards
- Encrypted electronic health records systems
- Secure network infrastructure and firewalls
- Regular security updates and monitoring
- Password protection and user authentication
Administrative Safeguards
- Staff training on privacy policies and procedures
- Regular privacy risk assessments
- Incident response procedures
- Business associate agreements with third parties
Website Privacy
Cookies and Tracking
Our website may use cookies to:
- Improve user experience and website functionality
- Analyze website traffic and usage patterns
- Remember user preferences
You can disable cookies through your browser settings, though this may affect website functionality.
Third-Party Services
We may use third-party services for:
- Website analytics (Google Analytics with anonymized data)
- Online appointment scheduling
- Patient portal services
These services have their own privacy policies and security measures.
Data Retention
We retain medical records and personal information in accordance with:
- State and federal legal requirements
- Medical record retention standards
- Our internal record management policies
Generally, pediatric medical records are retained until the patient reaches the age of majority plus the statute of limitations period, or as otherwise required by law.
Updates to This Policy
We reserve the right to modify this Privacy Policy at any time. Any changes will be:
- Posted on our website
- Made available in our office upon request
- Communicated to patients when required by law
Material changes to how we use or disclose health information will only apply to information created or received after the effective date of the change.
Contact Information
Filing Complaints
You may file a complaint about our privacy practices with:
U.S. Department of Health and Human Services
Office for Civil Rights
200 Independence Avenue, S.W.
Washington, D.C. 20201
Phone: 1-877-696-6775
Website: www.hhs.gov/ocr/privacy/hipaa/complaints/
Acknowledgment
By receiving services at Kids Neurology, you acknowledge that you have received a copy of this Privacy Policy and understand how we may use and disclose your child's protected health information.