Purpose: To clearly define how A First Name Basis (“AFNB”) collects, uses, shares, and protects personal information in connection with our company’s services, business operations, communications, website, forms, and other interactions. At AFNB, we are committed to protecting the privacy and confidentiality of your Protected Health Information (“PHI”). We are required by the Health Insurance Portability and Accountability Act (“HIPAA”) and applicable state laws to maintain the privacy and security of your health information, provide you with this Notice of Privacy Practices, and follow the privacy practices described herein.
Scope: This Notice applies to Personally Identifiable Information (“PII”) and PHI collected through AFNB operations whether in person, via telephone, email, or text message, through paper or electronic forms, our website, service-related interactions, and through any other communications. As a provider of Home and Community-Based Services (HCBS), we collect, use, and share health information necessary to coordinate and provide supports and services that help you live as independently as possible in your home and community.
Collection of Information
AFNB collects PII including, but not limited to, names, postal addresses, email addresses, telephone numbers, service-related information, billing or payment information, and communication preferences, as well as PHI including, but not limited to, participant information, assessments and evaluations, service planning records, medical and health information, incident and safety logs, when it is voluntarily submitted to us or otherwise provided in connection with our services and business operations.
Use of Information
We may use and disclose your protected health information without your written authorization for purposes permitted by HIPAA, including:
Treatment and Service Coordination
- To plan, coordinate, and provide HCBS services and supports.
- To communicate with physicians, nurses, therapists, case managers, direct support professionals, pharmacies, hospitals, and other healthcare providers involved in your care.
- To coordinate services that support your health, safety, and community integration.
Payment
- To bill and receive payment from Medicaid, managed care organizations, health plans, or other responsible payors for services provided to you.
Health Care Operations
- To conduct quality assurance and improvement activities.
- To evaluate staff performance and training needs.
- To comply with licensing, certification, accreditation, and program integrity requirements.
- To perform audits, investigations, and other administrative functions necessary to operate our HCBS programs.
Required by Law and Public Policy Purposes
- When required by federal, state, or local law.
- To report abuse, neglect, exploitation, or other incidents as required by law.
- To cooperate with oversight agencies responsible for monitoring HCBS programs.
- To respond to court orders, subpoenas, or other lawful processes.
- To prevent or lessen a serious threat to health or safety when permitted by law.
Uses and Disclosures Requiring Your Authorization. Except as otherwise permitted by law, we will obtain your written authorization before using or disclosing your protected health information for purposes that require authorization under HIPAA. You may revoke your authorization at any time in writing, except to the extent we have already acted in reliance on that authorization.
Commitment to Data Security
PII / PHI is kept secure using reasonable administrative, technical, and physical safeguards appropriate to the nature of the information. Only authorized employees, agents, contractors, and service providers who need the information for authorized business purposes are permitted to access it. These individuals and organizations are expected to keep information secure and confidential.
AFNB is committed to:
- Maintain the privacy and security of your protected health information.
- Protect information obtained through HCBS assessments, service plans, incident reports, and service delivery records.
- Train our workforce regarding privacy and confidentiality requirements.
- Notify you if a breach of unsecured protected health information occurs that may have compromised your privacy.
- Follow the terms of this Notice currently in effect.
Distribution of Information
While AFNB does not sell personal information, AFNB may share information when necessary to operate our company, provide services, fulfill your requests, protect against fraud or unauthorized activity, comply with the law, or work with service providers who assist us. AFNB may share information with governmental agencies, regulators, law enforcement, courts, or other parties when permitted or required by law. AFNB may also share information with contractors, vendors, agents, or other service providers who have agreed to use the information only for authorized purposes and to keep it secure and confidential. Information is not provided to these parties for their own marketing purposes.
Text Messaging and Mobile Information
If you provide a mobile telephone number or opt in to receive text messages from us, AFNB may use that number to send service-related or permitted communications, subject to applicable laws and your communication preferences. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All categories described in this Notice exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties, except as necessary to provide the messaging service, comply with legal requirements, or protect our rights.
Marketing Communications and Choices
AFNB may use your contact information to send company updates, newsletters, service announcements, reminders, or other communications when permitted by law or with your permission. All emails and newsletters from us will provide a way to opt out of further mailings where required. If you no longer wish to receive certain communications, you may follow the instructions included in the communication or contact us using the information below.
Cookie and Tracking Technology
Our website and digital tools may use cookie and tracking technology depending on the features offered. Cookie and tracking technology may be useful for gathering information such as browser type, operating system, pages visited, referring websites, traffic patterns, and how visitors use our digital tools. Cookies can also help customize digital experiences for visitors. Aggregate, non-personally identifying information may be used or shared for business, analytics, security, or operational purposes.
Remarketing
If you would like to limit interest-based advertising, you may adjust your browser or device settings, clear your browser cookies, or use available advertising preference tools. Doing so may remove your device from certain cookie lists, but it may not prevent you from seeing our company’s ads that may be displayed based on other websites, platforms, or content you visit.
Retention of Information
AFNB shall retain and preserve all records in compliance with applicable federal and state statutes, regulations, federal or state Medicaid requirements, Louisiana Department of Health (LDH) policies, waiver-specific standards, provider agreements, and any other governing authorities. No record shall be destroyed if it is subject to an audit, investigation, litigation, subpoena, government inquiry, or other official review until such matter has been fully resolved and all applicable retention requirements have been satisfied.
Individual Rights
Your Rights Regarding Your Health Information include, but are not limited to:
- Inspect and obtain a copy of your protected health information, subject to limited exceptions.
- Request an amendment or correction to your health information.
- Request restrictions on certain uses and disclosures of your information.
- Request confidential communications through alternative methods or locations.
- Receive an accounting of certain disclosures of your protected health information.
- Obtain a paper copy of this Notice upon request.
- Receive notification if a breach of unsecured protected health information occurs.
- File a complaint regarding our privacy practices without fear of retaliation.
Questions or Complaints
If you have any questions, concerns, or comments about this Notice or our privacy practices, you may contact AFNB using the information below:
By e-mail: info@afirstnamebasis.com
By Phone: 877-557-5525
You may also file a complaint with the U.S. Department of Health and Human Services, Office for Civil Rights. You will not be penalized, denied services, or retaliated against for filing a complaint.
Revisions
These practices may be changed from time to time. Any changes will be posted or otherwise made available, and changes will prospectively apply to activities and information, not retroactively, unless otherwise required by law. The effective date of the Notice should be updated when changes are made. You are encouraged to review this Notice periodically to make sure you understand how personal information you provide to us will be used.