Notice Of Privacy Practices
Last updated August 28, 2025.
This notice describes how Care Indeed, Inc. (“we” or “us”) may use and disclose medical information about you and how you can get access to this information. As part of our commitment to protecting your medical information, and for our legal compliance, we are providing you with this Notice of Privacy Practices (“Notice”). Please review it carefully.
Scope
This Notice describes, among other things, (1) our legal duties and privacy practices regarding your protected health information (“PHI”) under the Health Insurance Portability and Accountability Act (“HIPAA”), including our duty to notify you following a data breach of your unsecured PHI, (2) our permitted uses and disclosures of your PHI, and (3) your rights regarding your PHI. We create a record of the care and health services you receive, to provide your care, and to comply with certain legal requirements. This Notice applies to all the PHI that we generate. We and our employees and other workforce members follow the duties and privacy practices that this Notice describes and any changes once they take effect.
PHI Defined
Your PHI:
- Is health information about you:
- which someone may use to identify you; and
- which we keep or transmit in electronic, oral, or written form.
- name;
- contact information;
- past, present, or future physical or mental health or medical conditions;
- payment for health care products or services; or
- prescriptions.
Your Rights
When it comes to your PHI, you have certain rights. This section explains your rights and some of our responsibilities to help you.
Get an Electronic or Paper Copy of your Medical Record
- You can ask us to correct health information about you that you think is incorrect or incomplete. You can either email us at info@careindeed.com, speak to directly to your care coordinator, your main point of contact, to make the necessary correction, or call our 24/7 toll-free number, 1 (650) 300-0260, at any time.
- We will provide a copy or a summary of your PHI, usually within 30 days of your request, however, if we cannot act within 30 days, we will give you a reason for the delay in writing and when you can expect us to act on your request. We may charge a reasonable, cost-based fee.
- We may deny your request for access in certain limited circumstances, however, if we deny your access request, we will provide a written denial with the basis for our decision and explain your rights to appeal or file a complaint.
You can ask us to correct health information about you that you think is incorrect or incomplete. You can either email us at info@careindeed.com, speak to directly to your care coordinator, your main point of contact, to make the necessary correction, or call our 24/7 toll-free number, 1 (650) 300-0260, at any time.
We may say "no" to your request, but we'll tell you why in writing within 60 days.
- You can ask us to correct or amend PHI that we maintain about you that you think is incorrect or incomplete. You must submit requests in writing (including electronically), specify the inaccurate or incorrect PHI, and provide a reason that supports your request. You can either email us at info@careindeed.com, or contact your care coordinator directly to make the necessary correction.
- We will generally decide to grant or deny your request within 60 days. If we cannot act within 60 days, we will give you a reason for the delay in writing and include when you can expect us to complete our decision, which will be no longer than an additional 30 days. We will only ask for an extension once in response to a request.
- We may deny your request for an amendment if you ask us to amend PHI that is not part of our record, that we did not create, that is not part of a designated record set, or that is accurate and complete.
- If we deny your request, we will tell you why in writing. You will have the right to submit a written statement disagreeing with the denial and, if you opt not to submit this statement, you may request that we provide your original request for amendment and the denial with any future disclosures of PHI subject to the amendment.
- You can ask us to contact you in a specific way (for example email, home or office phone) or to send mail to a different address.
- We will say "yes" to all reasonable requests.
- You can contact us and request us not to use or share certain PHI for treatment, payment, or operations or with certain persons involved in your care. We may require that you submit this request in writing.
- We are not required to agree to your request, and we may say "no" if it would affect your care.
- We will agree not to disclose information to a health plan for purposes of payment or health care operations if the requested restriction concerns a health care item or service for which you or another person, other than the health plan, paid in full out-of-pocket, unless it is otherwise required by law.
- You can ask for a summary (accounting) of certain disclosures of your PHI we have made in the six years prior to the date of your request.
- We will include all the disclosures except for those about treatment, payment, and health care operations, and certain other disclosures (such as any you asked us to make). We'll provide one accounting a year for free but will charge a reasonable, cost-based fee if you ask for another one within 12 months.
- You can ask for a paper copy of this Notice at any time, even if you have agreed to receive the Notice electronically. We will provide you with a paper copy promptly.
- If you have given someone medical power of attorney or if someone is your legal guardian, that person can exercise your rights and make choices about your health information.
- We will make sure the person has this authority and can act for you before we take any action.
- You have the right to complain if you feel we have violated your rights.
- You may either file a complaint by emailing us at info@careindeed.com or by calling us at our 24/7 toll-free number, 1 (650) 300-0260.
- You can also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights by sending a letter to 200 Independence Avenue, S.W., Washington, D.C. 20201, calling 1-877-696-6775, or visiting www.hhs.gov/ocr/privacy/hipaa/complaints/.
- We will not retaliate against you for filing a complaint.
For certain health information, you can tell us your choices about what we share. If you have a clear preference for how we share your information in the situations described below, talk to us. We will make reasonable efforts to follow your instructions.
In the following cases, you have both the right and choice to tell us whether to:
- Share information, such as your PHI, general condition, or location, with your family, close friends, or others involved in your care.
- Share information in a disaster relief situation, such as to a relief organization to assist with locating or notifying your family, close friends, or others involved in your care.
- Exclude your information, such as your name, room number, or general condition from a hospital directory.
If you are not able to tell us your preference, for example if you are unconscious, we may share your information if we believe it is in your best interest, according to our best judgment. We may also share your information when needed to lessen a serious and imminent threat to health or safety
For the following matters, we will not share your information unless you give us your written permission:
- Marketing purposes.
- Selling or otherwise receiving compensation for disclosing your PHI.
- Most sharing of mental health care professional's notes.
- Other uses and disclosures not described in this Notice.
In the case of fundraising:
- We may contact you for fundraising efforts, but you can tell us not to contact you again.
- You may revoke your authorization at any time, but it will not affect information that we already used and disclosed.
We typically use or share your health information in the following ways.
Treatment
- We can use and disclose your PHI and share it with other professionals who are treating
you, including doctors, nurses, technicians, medical students, or other personnel involved
in your care. - Example: We may disclose information about your overall health condition to a doctor
treating you for a specific injury or condition.
Running our organization
- We can use and share your health information to run our practice, improve your care, and
contact you when necessary. - Example: We may use your PHI to manage the services and treatment you receive, or to
monitor the quality of our health care services.
Billing for your services
- We can use and share your PHI to bill and get payment from health plans or other
entities. - Example: We give information about you to your health insurance plan so it will pay for
your services.
Other Uses and Disclosures
We may share your information (including PHI) in other ways – usually in ways that contribute to the public good, such as public health and research. For more information on permitted uses and disclosures see www.hhs.gov/ocr/privacy/hipaa/understanding/consumers/index.html For example, these other uses and disclosures may involve:
Helping with public health and safety issues
For example, we may share your PHI to:
- Report injuries, births, and deaths;
- Prevent disease;
- Help with product recalls;
- Report adverse reactions to medications or medical device product defects;
- Report suspected abuse, neglect, or domestic violence; or
- Prevent or avert a serious threat to health or safety.
Research
We may use or share your PHI in connection with some types of health research that do not require your authorization, such as if an institutional review board (IRB) has waived the written authorization requirement (typically because the disclosure only involves minimal privacy risks).
Complying with the law
We will share information about you if state or federal laws require it, including with the Department of Health and Human Services if it wants to see that we're complying with federal privacy law.
Responding to organ and tissue donation requests
We may share health information to arrange an authorized organ or tissue donation from you, or a transplant from you.
Working with medical examiners or funeral directors
We may share PHI with a coroner, medical examiner, or funeral director when an individual dies.
Address workers' compensation, law enforcement, and other government requests
We may use or share your PHI for:
- workers' compensation claims;
- law enforcement purposes or with a law enforcement official;
- health oversight activities by state or federal agencies, or as otherwise authorized by law; or
- specialized government functions such as military or veterans' activities, national security and intelligence, presidential protective services, or medical suitability.
Our business associates
We may use and disclose your PHI to outside persons or entities that perform services on our behalf, such as auditing, legal, or transcription (Business Associates). The law requires our business associates and their subcontractors to protect your PHI in the same way we do. We also contractually require these parties to use and disclose your PHI only as permitted and to appropriately safeguard your PHI.
Respond to lawsuits and legal actions
We may share PHI about you in response to a court or administrative order or subpoena, discovery request, or other lawful process.
- We are required by law to maintain the privacy and security of your PHI.
- We will promptly notify you if a data breach occurs that may have compromised the privacy or security of your PHI.
- We must follow the duties and privacy practices described in this Notice and give you a copy of it.
- We will not use or share your information other than as described here unless you tell us we can in writing. If you tell us we can, you may change your mind at any time. Let us know in writing if you change your mind.
Contact
If you have any questions about this Notice, or for more information about our privacy practices, please contact info@careindeed.com or call our 24/7 toll-free number, 1 (650) 300-0260, at any time.
Changes to the Terms of This Notice
We can change the terms of this Notice, and the changes will apply to all information we have about you. The new Notice will be available upon request, in our office, and on our website.
