HIPAA Compliancy

 

  
DynaMedics  

*Notice of Privacy Practices

*Supplier Standards

 

   DynaMedics

 

  

 

 
   

Medicare HIPAA Compliance & Legalities:
— Medicare provides policy and guidelines for Medicare providers so they can develop the necessary forms and documentations that will ensure compliancy. The only exceptions are CMNs (Certificate of Medical Necessity), for which the standard is produced by Medicare and can not be altered.

— DynaMedics has developed policy and corresponding paperwork for each program that allows us to collect all the necessary information specified by Medicare, together with the appropriate authorities signature where required.

— DynaMedics have developed extensive software to track all documentation which are filed both in hard and electronic copy. As specified by Medicare these files are available for inspection and audit by Medicare Officials.

— To date this has allowed DynaMedics to pass routine audits with a grade of 100 per cent accuracy.

— DynaMedics is on the email “LIST SERVE” for both Medicare and Social Security Administration which publishes all changes and updates to their policies. This ensure we are always current with compliancy information.

 

    
   

   

 		    
   

As required by the Privacy Regulation Pursuant to the Health Insurance Portability and Accountability act of 1996  

THIS NOTICE DESCRIBES HOW HEALTH INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED, AND HOW YOU CAN GET ACCESS TO YOUR INDENTIFIABLE HEALTH INFORMATION.   PLEASE REVIEW IT CAREFULLY.

COMMITMENT TO PRIVACY

DynaMedics Corporation is required by law to maintain the privacy of your identifiable health information and to provide you with notice of its legal duties and privacy practices with respect to your protected health information (PHI).  By law, DynaMedics Corporation must follow the terms of the Notice of Privacy Practices that we have in effect at the time.

This notice provides you with the following information:

  1. How DynaMedics Corporation may use and disclose your protected health information
  2. Your privacy rights in your protected health information
  3. DynaMedics Corporation’s obligations concerning the use and disclosure of your identifiable health information

SHOULD YOU HAVE ANY QUESTIONS CONCERNING THIS NOTICE, PLEASE CONTACT:

 

Privacy Officer, DynaMedics Corporation,

178 Cedar Hill Street, Marlborough, MA, 01752

(508)-490-9957

 

HOW DYNAMEDICS CORPORATION MAY USE AND DISCLOSE YOUR HEALTH INFORMATION

  • The following categories describe the ways that DynaMedics Corporation may use and disclose your identifiable health information.
  • Treatment: DynaMedics Corporation may share your identifiable health information with others who may assist in your care, such as your physician, therapist, spouse, children or parents.
  • Payment Functions:  DynaMedics Corporation may use or disclose identifiable health information in order to bill and collect for the services and/or product(s) you may receive from us.  For example, our insurance and billing staff may have to disclose your records to another party such as an insurance carrier, to certify that you are eligible for benefits (and for what range of benefits).  We may provide your insurer with details regarding your use of our product(s) to determine if your insurer will cover or pay for your use of our product(s).  DynaMedics Corporation may use your identifiable health information to bill you directly for products and services.  Further, we may disclose your identifiable health information to others who may assist in your care or if they are potentially responsible for the payment of your care.  This may include but is not limited to your physician, therapists, spouse, children or parents.
  • Health Care Operations:  DynaMedics Corporation may use and disclose your identifiable health information to support the core function of its’ business for payment.  These activities include, but are not limited to:
  1. Training of DynaMedics Corporation personnel
  2. Accreditation, certification, licensing, or credentialing activities
  3. Conducting or arranging for legal and audit services
  4. To conduct cost management and business planning activities
  5. Business management and general activities including customer services, resolution of internal grievances, sale or transfer of assets and creating de-identified health information of a limited data set.
  • Required by Law:  DynaMedics Corporation may use and disclose your identifiable health information in response to a court or administrative order if you are involved in a lawsuit or similar proceeding.  Your information may be disclosed in response to a discovery request, subpoena, or other lawful process by another party involved in the dispute.  DynaMedics Corporation will make an effort to inform you of the request or to obtain an order protecting the information the party has requested.
  • Public Health:  DynaMedics Corporation may disclose your identifiable health information to public health authorities for purposes related to:
  1. Preventing or controlling disease, injury or disability
  2. Maintaining records such as birth or death
  3. Reporting child abuse or neglect
  4. Notification of a person regarding potential exposure to a communicable disease
  5. Notification of a person to a potential risk for spreading or contracting a disease or condition
  6. Reporting problems with product, devices or services
  7. Notification of an individual concerning safety and/or product recalls
  8. Notification of appropriate government agency(ies) and authority(ies) regarding the potential abuse or neglect of an adult patient (includes domestic violence)  DynaMedics Corporation will only disclose this information if the patient agrees or if required or authorized by law to disclose this information
  • Health Oversight Activities:  DynaMedics Corporation may disclose your identifiable health information to a health oversight agency for activities authorized by law.  This may include audits, investigations, inspections, licensure, civil, administrative criminal proceedings or actions and other proceedings related to oversight of the health care system.
  • Law Enforcement:  DynaMedics Corporation may disclose your protected health information to a law enforcement official for purposes such as:
  1. Regarding a crime victim in certain situations, if DynaMedics Corporation is unable to obtain the person’s agreement
  2. Concerning a death believed to have resulted from criminal conduct
  3. Concerning criminal conduct at our offices and/or locations
  4. In response to a warrant, summons, court order, subpoena, or similar legal process
  5. Purposes of identifying/locating a suspect, material witness, fugitive or missing person
  6. In an emergency, to report a crime (including but not inclusive to location or victim(s) of a crime or the description, identity or location of the perpetrator)
  • Coroners, Medical Examiners and Funeral Directors:  DynaMedics Corporation may disclose your identifiable health information to coroners, medical examiners and funeral directors for purposes such as identification of a deceased person or determine the cause of death of a person.
  • Military:  DynaMedics Corporation may disclose your identifiable information if you are a member of U.S. or foreign military forces (including veterans) and if required by the appropriate military command authorities.
  • Marketing:  DynaMedics Corporation will not disclose identifiable health information for marketing purposes without the authorization of the individuals to whom the health information relates.  Marketing does not include:
  1. Communications to an individual for treatment, case management, care coordination, or to recommendations for alternative treatments, therapies, health care providers or care settings
  2. Gifts of nominal value
  3. Communications describing health-related products and services provided by DynaMedics Corporation
  4. Communications that occur in face-to-face encounters with patients
  • Research:  DynaMedics Corporation may use PHI without the consent of the patient so long as the identity of the patient has been removed from the information.  Further, DynaMedics Corporation can disclose the information when the patient gives authorization to use the information for research. The information may also be used if the individual is deceased.
  • Public Safety:  DynaMedics Corporation may disclose your identifiable health information to appropriate persons in order to prevent or lessen a serious and imminent threat to the health or safety of a particular person or the general public.
  •  National Security:  DynaMedics Corporation may disclose your identifiable health information to federal officials for intelligence and national activities authorized by law.  This includes but is not limited to military, national security, prisoner and government benefits purposes.
  • Worker’s Compensation:  DynaMedics Corporation may disclose your identifiable health information as necessary to comply with Worker’s Compensation or similar laws. 

(If state law materially limits or prohibits any of the uses and disclosures described above, each use and disclosure described above must reflect the more stringent law)

YOUR RIGHTS REGARDING YOUR PROTECTED HEALTH INFORMATION

Except as described in this Notice of Privacy Practices for Protected Health Information, DynaMedics Corporation will not use or disclose your identifiable health information without written authorization from you.  If you do authorize us to use or disclose your health information for another purpose you may revoke your authorization in writing at any time.  If you revoke your authorization, DynaMedics Corporation will no longer be able to use or disclose health information about you for the reasons covered by your written authorization, though we will be unable to take back any disclosures we have already made with your permission.

  • Requesting Restrictions:  You have the right to restriction on certain uses and disclosures of your health information (such as treatment, health care operations or payment).  You have the right to request that we limit our disclosure of your identifiable health information to persons involved in your care or the payment for your care, such as family members and friends.  DynaMedics Corporation is 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.  To request a restriction in our use or disclosure of your protected health information you must make your request in writing.  Attention Privacy Officer, DynaMedics Corporation, at the address listed on Page one of this Notice specifying the requested method of contact or the location where you wish to be contacted.  DynaMedics Corporation will accommodate reasonable requests.  You do not have to give a reason for your request.
  • Confidential Communications:  You have the right to receive your identifiable health information through a reasonable alternative means or at an alternative location.  For example, you may request that we contact you at home rather than your place of work.  In order to request a type of confidential communication, you must make a written request to Attention Privacy Officer, DynaMedics Corporation, at the address listed on Page one of this Notice specifying the requested method of contact or the location where you wish to be contacted.  DynaMedics Corporation will accommodate reasonable requests.  You do not have to give a reason for your request.  Your request must be in a clear and concise manner and should include:
  1. The information you wish restricted
  2. Whether you are requesting to limit our business use, disclosure or both
  3. To whom you want the limits to apply
  • Inspection and Copies:  You have the right to inspect and obtain a copy of the identifiable health information that may be used to make decisions about you, including billing records.  You may submit your request in writing to Attention Privacy Officer, DynaMedics Corporation, at the address listed on Page one of this Notice in order to inspect and/or obtain a copy of your protected health information.  DynaMedics Corporation may charge a fee for the costs of copying, mailing, labor and supplies associated with your request.  DynaMedics Corporation may deny your request to inspect and/or copy in certain limited circumstances, however you may request a review of our denial.  Reviews will be conducted by another individual chosen by us. 
  • Amendment:  You have the right to request the DynaMedics Corporation amend your identifiable health information you believe is incorrect or incomplete and as long as the information is kept by or for DynaMedics Corporation.  Your request for an amendment must be made in writing and submitted to Attention Privacy Officer, DynaMedics Corporation, at the address listed on Page one of this Notice.  DynaMedics Corporation will deny your request if you fail to submit your request (and the reason supporting your request) in writing.  Further, DynaMedics Corporation may deny your request if you ask us to amend information that is:
  1. Accurate and complete
  2. Not part of the protected health information kept by or for the company
  3. Not part of the protected health information which you would be permitted to inspect or copy
  4. Not created by our company unless the individual or entity that created the information is not available to amend the information
  • Accounting of Disclosure:  You have the right to request an “accounting of disclosure” (disclosures our company has made of your identifiable health information).  DynaMedics Corporation is not bound to account for disclosures made for purposes of payment functions or health operations or disclosures made to you.  To obtain an accounting of disclosures, you must submit your request in writing to Attention Privacy Officer, DynaMedics Corporation, at the address listed on Page one of this Notice.  All requests for an “accounting of disclosure” must state a time period which may not be longer than six (6) years and may not include dates before April 14, 2003.  DynaMedics Corporation will provide one list per 12-month period at no charge.  Additional list requests within the same rolling 12-month period will be charged to you.  DynaMedics Corporation will make every attempt to notify you of the cost involved with additional requests and you may withdraw your request before you incur any costs.
  • Right to a Paper Copy of this Notice:  You have the right to receive a paper copy of our Notice of Privacy Practices at any time.  To obtain a paper copy of this notice send a written request to Attention Privacy Officer, DynaMedics Corporation, at the address listed on Page one of this Notice.
  • Changes to this Notice of Privacy Practices:  DynaMedics Corporation reserves the right to amend this Notice of Privacy Practice at any time and to make the new Notice provisions effective for all health information that it maintains. We will promptly revise our Notice and distribute it to you whenever we make material changes to the Notice.  Until such time, DynaMedics Corporation is required by law to comply with the current version of this Notice.
  • Complaints:  Complaints concerning this Notice of Privacy Practice or if you believe your privacy rights have been violated, may be addressed by filing a complaint with DynaMedics Corporation or with the Secretary of the Department of Health and Human Services.  To file a complaint with our company, contact Attention Privacy Officer, DynaMedics Corporation, at the address listed on Page one of this Notice.  All complaints must be submitted in writing.  You will not be penalized for filing a complaint.
  • Right to Provide an Authorization for Other Use and Disclosures:  DynaMedics Corporation 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 protected health information may be revoked at any time in writing. After you revoke your authorization, we will no longer use or disclose your protected health information for the reason described in the authorization. Please note we are required to retain records of your care.
    
   

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CMS MEDICARE DMEPOS SUPPLIER STANDARDS


Note: This list is an abbreviated version of the application certification standards, that every Medicare DMEPOS supplier must meet in order to obtain and retain their billing privileges. These standards, in their entirety, are listed in 42 C.F.R. pt. 424, sec 424.57(c) and are effective on December 11, 2000. A supplier must disclose these standards to all customers/patients who are Medicare beneficiaries (standard 16).
1. A supplier must be in compliance with all applicable Federal and State licensure and regulatory requirements.
2. A supplier must provide complete and accurate information on the DMEPOS supplier application. Any changes to this information must be reported to the National Supplier Clearinghouse within 30 days.
3. An authorized individual (one whose signature is binding) must sign the application for billing privileges.
4. A supplier must fill orders from its own inventory, or must contract with other companies for the purchase of items necessary to fill the order. A supplier may not contract with any entity that is currently excluded from the Medicare program, any State health care programs, or from any other Federal procurement or non-procurement programs.
5. A supplier must advise beneficiaries that they may rent or purchase inexpensive or routinely purchased durable medical equipment, and of the purchase option for capped rental equipment.
6. A supplier must notify beneficiaries of warranty coverage and honor all warranties under applicable State law, and repair or replace free of charge Medicare covered items that are under warranty.
7. A supplier must maintain a physical facility on an appropriate site.
8. A supplier must permit CMS (formerly HCFA), or its agents to conduct on-site inspections to ascertain the supplier’s compliance with these standards. The supplier location must be accessible to beneficiaries during reasonable business hours, and must maintain a visible sign and posted hours of operation.
9. A supplier must maintain a primary business telephone listed under the name of the business in a local directory or a toll free number available through directory assistance. The exclusive use of a beeper, answering machine or cell phone is prohibited.
10. A supplier must have comprehensive liability insurance in the amount of at least $300,000 that covers both the supplier’s place of business and all customers and employees of the supplier. If the supplier manufactures its own items, this insurance must also cover product liability and completed operations.
11. A supplier must agree not to initiate telephone contact with beneficiaries, with a few exceptions allowed. This standard prohibits suppliers from calling beneficiaries in order to solicit new business.
12. A supplier is responsible for delivery and must instruct beneficiaries on use of Medicare covered items, and maintain proof of delivery.
13. A supplier must answer questions and respond to complaints of beneficiaries, and maintain documentation of such contacts.
14. A supplier must maintain and replace at no charge or repair directly, or through a service contract with another company, Medicare-covered items it has rented to beneficiaries.
15. A supplier must accept returns of substandard (less than full quality for the particular item) or unsuitable items (inappropriate for the beneficiary at the time it was fitted and rented or sold) from beneficiaries.
16. A supplier must disclose these supplier standards to each beneficiary to whom it supplies a Medicare-covered item.
17. A supplier must disclose to the government any person having ownership, financial, or control interest in the supplier.
18. A supplier must not convey or reassign a supplier number; i.e., the supplier may not sell or allow another entity to use its Medicare billing number.
19. A supplier must have a complaint resolution protocol established to address beneficiary complaints that relate to these standards. A record of these complaints must be maintained at the physical facility.
20. Complaint records must include: the name, address, telephone number and health insurance claim number of the beneficiary, a summary of the complaint, and any actions taken to resolve it.
21. A supplier must agree to furnish CMS (formerly HCFA) any information required by the Medicare statute and implementing regulations.
National Supplier Clearinghouse
P.O. Box 100142 Columbia, South Carolina 29202-3142 (866) 238-9652
A CMS Contracted Intermediary and Carrier

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