We Have Updated Our Notice of Privacy Practices

We’ve updated our Notice of Privacy Practices to include new language required by the federal government related to special privacy protections for substance use disorder.

Background

The Notice of Privacy Practices describes how medical information about patients may be used and disclosed and how they can get access to this information. 

Under HIPAA, acknowledgment of the notice is typically required once in a patient’s lifetime, unless material changes are made.

This update qualifies as a material change, which requires the new notice to be offered to all patients and documented. 

What’s Changing

The updated Notice of Privacy Practices expands patient rights and strengthens privacy protections for records related to the diagnosis, treatment, or referral for substance use disorder. In most cases, these records cannot be used or disclosed without a patient’s written consent, except in limited situations allowed by law.

What's Happening for Patients

• Beginning Friday, Feb. 13, we will reset HIPAA acknowledgments in Epic.
• Patients must be offered the updated Notice of Privacy Practices at their next registration encounter.

What You Need to Do

• Continue using the standard registration workflow.
• Offer the updated notice to patients and document acknowledgment in Epic as usual.
• Discard printed copies of the old notice and begin using the new version. It is available on the Document Center to order or to print from an office printer.
• Practice managers and site leaders should replace any 14X22 stanchion posters at your location. Posters are also available on the Document Center. Our Privacy team will follow up with site leaders to make sure all posters have been replaced.

Questions?

• If you have Epic workflow questions, contact klbandy@carilionclinic.org.
• If you have privacy or compliance questions, contact privacy@carilionclinic.org or call us at 540-510-4600.