HIPAA Compliance Notice
Last Updated: October 10, 2024
Legal & Compliance Center:
May River Medicare Insurance (“we,” “us,” or “our”) is committed to maintaining the confidentiality, integrity, and security of your protected health information (“PHI”). We follow all applicable requirements under the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”) and related federal regulations to ensure your PHI is handled responsibly and securely.
1. What Is Protected Health Information (PHI)?
Protected Health Information (“PHI”) includes any individually identifiable health information that is created, received, transmitted, or maintained by us in the course of providing Medicare-related services. PHI may include:
- Your name and contact details
- Date of birth or age
- Information about your current or past health conditions that you choose to share
- Information about your existing coverage or preferred Medicare plans
- Other health-related details you voluntarily provide so we can help you compare Medicare options
We only collect PHI that you voluntarily provide to help us identify your Medicare needs and provide accurate plan information.
2. How We Use and Disclose Your PHI
We may use or disclose PHI for the following purposes:
- Plan Recommendations: To compare Medicare plans, benefits, and coverage options that may meet your needs.
- Enrollment Assistance: To help you apply for or enroll in a Medicare-related plan you select.
- Communication: To respond to your questions, schedule appointments, and provide requested information.
- Customer Support: To assist you with service requests, plan changes, or follow-up questions.
- Regulatory Compliance: To comply with Centers for Medicare & Medicaid Services (CMS) rules, HIPAA, and other applicable regulations.
- Legal Obligations: To comply with laws, court orders, or other legal processes.
We will not use or disclose your PHI for purposes unrelated to those listed above without your written authorization, except where otherwise permitted or required by law.
3. HIPAA Privacy & Security Safeguards
We maintain administrative, technical, and physical safeguards designed to protect your PHI, including:
- Restricted access to systems and files containing PHI
- Secure transmission and storage methods where appropriate
- Password-protected systems and role-based access
- Policies and procedures for handling PHI confidentially
- Training for staff and agents on HIPAA requirements and privacy practices
While we take these safeguards seriously, no system can be guaranteed 100% secure. We continually review and adjust our safeguards to help protect your PHI in accordance with HIPAA standards.
4. Your HIPAA Privacy Rights
Subject to certain conditions and legal limitations, you have the right to:
- Access Your PHI: Request a copy of certain PHI that we maintain about you.
- Request Corrections: Ask us to correct PHI that you believe is inaccurate or incomplete.
- Request Restrictions: Request limits on how we use or disclose your PHI for treatment, payment, or health care operations.
- Request Confidential Communications: Request that we communicate with you using a specific method (for example, at a different address or phone number).
- Request an Accounting of Disclosures: Request a list of certain disclosures of your PHI made by us, other than those related to treatment, payment, health care operations, or disclosures you authorized.
- File a Complaint: File a complaint with us or with the U.S. Department of Health and Human Services (HHS) if you believe your HIPAA rights have been violated.
To exercise any of these rights, please contact us using the information in the “Contact Us” section below. We may require your request in writing and may need to verify your identity before acting on it.
5. How We Protect Your Information When Communicating
We make reasonable efforts to use secure communication methods when handling PHI. This includes secure systems for storing and accessing PHI and safeguards around who can view or use that information.
SMS/Text Messaging:
We do not send PHI through SMS/text messaging. Text messages from us are limited to appointment reminders, general updates, or requests to contact us — not detailed health information.
Email:
We make efforts to avoid including sensitive PHI in email. If PHI is transmitted by email at your request, you should be aware that standard email may not be fully secure.
6. Third Parties & Business Associates
In some cases, we may work with third parties (“Business Associates”) who assist us in providing services, such as quoting tools, secure data storage, or customer relationship management platforms. When these third parties handle PHI on our behalf, they are required by law and by contract (through a Business Associate Agreement) to:
- Protect your PHI
- Use it only for the purposes specified in the agreement
- Maintain safeguards in line with HIPAA requirements
We do not share PHI with third parties for their own independent marketing purposes.
7. HIPAA Breach Notification
If a breach occurs that involves your unsecured PHI and poses a significant risk to your privacy or security, we will notify you as required by HIPAA’s Breach Notification Rule. This notice may include information about what happened, the types of information involved, and steps you can take to protect yourself.
8. Changes to This HIPAA Compliance Notice
We may update this HIPAA Compliance Notice from time to time to reflect changes in our practices or in applicable laws and regulations. When we make updates, we will revise the “Last Updated” date at the top of this page. Any changes will be effective when posted unless otherwise required by law.
9. Contact Us Regarding HIPAA
If you have questions, concerns, or requests related to HIPAA or your PHI, or if you wish to exercise your HIPAA rights, please contact:
May River Medicare Insurance
HIPAA Compliance Officer
7 Hickory Trace
Bluffton, SC 29910
Phone: (843) 227-6725
Email:
chrisdewey@mayrivermedicare.org
You may also file a complaint with the U.S. Department of Health and Human Services (HHS) Office for Civil Rights. We will not retaliate against you for filing a complaint.