HIPAA 

Health Insurance Portability and Accountability Act (HIPAA) 

The HIPAA (Health Insurance Portability and Accountability Act) is a Federal law that was enacted in 1996. The primary intent of HIPAA is to provide better access to health insurance, limit fraud and abuse, and reduce administrative costs. The State is concerned with the portion of the Act that pertains to administrative simplification. The Administrative Simplification provisions of the Health Insurance Portability and Accountability Act of 1996 (HIPAA, Title II) require the U.S. Department of Health and Human Services to establish national standards for electronic health care transactions and national identifiers for providers, health plans, and employers. It also addresses the security and privacy of health data. Adopting these standards will improve the efficiency and effectiveness of the nation’s health care system by encouraging the widespread use of standardized electronic data interchange in health care. 

   

Department of Elder Affairs’ HIPAA Privacy Policies and Procedures 

1. Client’s Privacy Rights Policy 
2. Notice of Privacy Practices 
3. Business Associates 
4. Responsibilities of Covered Entities 
5. Uses and Disclosures of Protected Health Information 
6. Disclosure Tracking Policy 
7. Minimum Necessary Requirements 
8. Individual Rights to Protected Health Information 
9. Administrative Requirements Standards 
10. DOEA General Information Systems Access Policy 
11. Changes to Policies & Procedures 
12. Complaints 

HIPAA Related Forms (PDF files) 

• Employment Statement of Understanding of Privacy Policies 
• Authorization for Use and Disclosure of Protected Health Information 
• Request for Restriction on Use & Disclosure of Medical Information and/or Confidential Communication 
• Access to Records Request for Inspection of Protected Health Information (PHI) 
• Amendment/Correction of Health Record Request Form 
• Request for Accounting of Disclosures of Protected Health Information 
• Revocation of Consent or Authorization to Release Protected Health Information (PHI) 
• Complaint Form 
• Client Disclosure Log 
• HIPAA Fax Cover Sheet 

Complaints 

DOEA is required by the Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule to develop and communicate to clients a process for filing complaints about DOEA’s privacy practices or perceived violations of the Privacy Rule standards and implementation specifications. 

Procedure

This procedure describes how to file a complaint either directly to the Agency or to the Secretary of the Department of Health and Human Services. 

Complaints may include violations of the Agency’s privacy practices and not just violations of the Privacy rule itself. 

DOEA must receive and document complaints, but no response is required. 

DOEA must document complaints and their disposition, if any, and retain the records for six (6) years. 

DOEA may not threaten, intimidate or retaliate against any individual filing a complaint. 

If DOEA denies an individual access to his/her PHI (Protected Health Information), DOEA must describe in its denial how the individual may complain to the Secretary of DHHS and the Agency. It must include the name or title and telephone number of the person or office to which complaints may be made. 

If DOEA denies an individual’s request to amend his/her PHI, DOEA must describe in its denial how the individual may complain to the Secretary of DHHS and the Agency. It must include the name or title and telephone number of the person or office to which complaints may be made. 

You will not be penalized for filing a complaint. 

Contact Information for the Department of Elder Affairs 

Privacy Officer, Office of the General Counsel 

Department of Elder Affairs 

4040 Esplanade Way 

Tallahassee, Fl 32399-7000 

Voice Phone: 850-414-2000 

FAX: 850-414-2004 

TDD: 850-414-2001 

 

Contact Information for the U. S. Department of Health and Human Services, Office for Civil Rights 

Region VI, Office for Civil Rights 

U.S. Department of Health and Human Services 

Sam Nunn Atlanta Federal Center, Suite 3B70 

61 Forsyth Street S.W. 

Atlanta, Georgia 30303-8909 

Voice Phone: 404-562-7886 

FAX: 404-562-7881 

TDD: 404-331-2867 

Violations must be reported to the DOEA Privacy Officer, Office of the General Counsel. 

Reference: 

45 CFR §164.530