Privacy Practices

Privacy Practices Angela Davis March 28, 2022

Keeping your medical records and information private is one of our most important responsibilities. This privacy practices notice describes how medical information about you may be used and disclosed and how you can access this information. Click here for instructions on opening encrypted emails.

Your Rights

Confidential communication, which means you can say how you want your health information to be shared. This includes who else can see it, where it is mailed, if phone communication is OK, or if a voicemail can be left for you.

  • To see, read or copy your record.
  • To ask for a correction if you think information is missing from your record or is not accurate. Most correction requests can be honored.
  • To request additional limits on how your information is used or disclosed.
  • To know who has seen your record. You have the right to ask for that information.

Your Privacy

Your records may be used and disclosed** by certain people, including:

  • Service coordinators, home care staff, nurses, doctors, therapists and others who provide routine services and assistance needed for treatment.
  • School officials who have an educational interest in you. This can be teachers, administrators, classroom aides, bus drivers, support specialists or paraprofessionals.
  • Insurance providers who need certain personal health information before paying bills for services.
  • Persons or agencies who work with us to provide services to you.
  • Staff or others who perform quality assurance reviews, accreditation and accounting visits.

Our Duties

Hamilton County DD Services is obligated by law to maintain the privacy of your information. If your information is improperly disclosed, we are required to notify you. Occasionally we may change our policies, but your records will still be protected. The most recent notice of privacy practices will always be available on our website, and you can download the privacy practices notice here.

Written policies and procedures concerning Health, Confidentiality, Records Retention, Schedules, Records Deletion,  Individual Rights, Behavior Support, written Notice of Privacy Practices and Due Process are available upon request.

If you have questions or complaints about our privacy practices, please contact:

HIPAA Privacy Officer
1520 Madison Road
Cincinnati, OH 45206
(513) 794-3300

** Disability Rights Ohio (DRO) filed a state-wide class action captioned Ball v. Kasich Case No. 2:16-cv-282 in the U.S. District Court for the Southern District of Ohio. The suit was filed on March 31, 2016 against the Governor, Department of Developmental Disabilities, Department of Medicaid and Opportunities for Ohioans with Disabilities. The Ohio Association of County Boards Serving People with Developmental Disabilities may become a defendant in the lawsuit. The Plaintiffs are represented by DRO and other lawyers from Massachusetts, Illinois, Michigan and Washington D.C. The action potentially affects all adults with DD. The parties to the lawsuit, through their lawyers, have sought and will continue to seek documentation, including Protected Health Information, on individuals who are or who may be a part of this lawsuit, or who may have information relevant to this lawsuit or who are simply receiving services from DD Boards. The DD Board will comply with requests for information and may provide Protected Health Information on any person served by the DD Board to the lawyers for any of the parties. All information provided in connection with this lawsuit is covered by a protective order issued by the court which complies with HIPAA and other privacy regulations and which ensures that the information about any individual cannot be disclosed outside of the lawsuit without their permission. At the conclusion of the lawsuit, all protected health information which was disclosed or retained by any party in the course of the lawsuit will be destroyed. For more information on the lawsuit or the Protective Order, contact OACBDD.

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