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Privacy Policy

NOTICE OF PRIVACY PRACTICES

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

Effective Date: January 1, 2026

Privacy Officer Contact: Regina K (Practice Manager) 224-804-1844, info@painmanagementchicago.com

1. Our Legal Duty to You

At Advanced Medical & Rehabilitation, Ltd, we are committed to protecting the privacy of your protected health information (PHI). PHI includes your medical records, billing history, demographic information, and any identifiable data relating to your physical or mental health. We are required by federal law (HIPAA) and Illinois state law to:

  • Maintain the strict privacy and security of your PHI.
  • Provide you with this standard notice detailing our legal duties and privacy practices.
  • Follow the specific terms of the privacy notice currently in effect.
  • Notify you promptly in the event of a breach that compromises the privacy or security of your unsecured health information.

2. How We May Use and Disclose Your Health Information

The following categories outline the different ways our clinical and administrative staff may use or disclose your health information without requiring your explicit written permission:

  • For Treatment: We can use your health information and share it with other healthcare professionals who are treating you.
    • Example: Our primary care team may disclose your lab results or chart notes to a cardiologist or specialist to whom you are being referred.
  • For Payment: We can use and share your health information to bill and receive payment from health insurance plans, Medicare, Medicaid, or other responsible third parties.
    • Example: We give info about your office visit to your health insurance company so they can process payment for your annual physical or diagnostic tests.
  • For Healthcare Operations: We can use and share your health information to run our medical practice, improve the quality of clinical care we provide, and evaluate staff performance.
    • Example: We may use your medical charts to review our administrative workflows or assess the effectiveness of our chronic disease management programs.

3. Other Permitted Uses and Disclosures Without Your Consent

The law allows or mandates us to share your health information in specific, legally defined situations that serve public or judicial interests:

  • Public Health and Safety: To prevent or control disease outbreaks, report child or vulnerable adult abuse/neglect, or report adverse reactions to medications.
  • Law Enforcement & Legal Proceedings: In response to a valid court order, administrative order, or a legally sufficient subpoena where notice requirements are met.
  • Specialized Government Functions: For national security activities, military tracking, or to correctional facilities if you are in lawful custody.
  • Workers’ Compensation: To comply with Illinois workers’ compensation laws regarding work-related injuries.
  • Coroners and Funeral Directors: To assist coroners, medical examiners, or funeral directors in performing their duties upon a patient’s passing.

4. Situations Where You Have the Opportunity to Object

Unless you explicitly object, our practice will use professional judgment to share relevant info in these scenarios:

  • Family and Friends: We may share limited, relevant medical or billing information with a family member, close friend, or designated individual who is actively involved in your healthcare or helping pay for it.
  • Disaster Relief: We may share your location and general status with a disaster relief organization (like the Red Cross) in an emergency situation.

5. Strict Protections Under Illinois State Law

Illinois state statutes offer heightened privacy protections that are more stringent than federal HIPAA baselines. Where Illinois law is more restrictive, our practice strictly adheres to state guidelines:

  • Mental Health Records: Under the Illinois Mental Health and Developmental Disabilities Code, clinical notes regarding mental health assessments or psychiatric treatment require explicit, specific written authorization prior to disclosure, with limited emergency or judicial exceptions.
  • HIV/AIDS Status: In accordance with the Illinois AIDS Confidentiality Act, we will not disclose HIV testing results or the patient’s HIV status without a specialized written consent form identifying the specific recipient.
  • Genetic Testing Data: Under the Illinois Genetic Information Privacy Act (GIPA), genetic testing profiles and derived information are kept strictly confidential and cannot be used for insurance underwriting or shared without targeted written authorization.
  • Substance Use Treatment: Alcohol and drug abuse treatment records are protected under federal 42 CFR Part 2 rules alongside state laws, requiring explicit consent for third-party disclosures.

6. Uses and Disclosures Requiring Your Explicit Written Authorization

For activities outside of core treatment, payment, or basic operations, we must secure your signed authorization. You have the right to revoke this authorization in writing at any time. Written authorization is strictly required for:

  • Marketing Purposes: We will never sell or use your PHI for third-party marketing programs without your explicit consent.
  • The Sale of PHI: We will never trade, sell, or license your health data to outside entities.
  • Psychotherapy Notes: Most uses or disclosures of private psychotherapy notes require signed patient clearance.

7. Your Personal Rights Regarding Your Health Information

As a patient of a medical practice in Illinois, you possess the following rights regarding your medical records:

  • Right to Inspect and Copy: You have the right to look at or receive an electronic or paper copy of your medical and billing records. Under Illinois law, we must fulfill this request within 30 days. We may charge a reasonable, cost-based fee for copying, printing, or digital media postage.
  • Right to Request Restrictions: You can ask us not to use or share certain health information for treatment, payment, or operations. While we are not legally required to agree to all requests, we must agree if you pay for a service completely out-of-pocket and ask us not to share that specific information with your health insurance provider.
  • Right to Confidential Communications: You can request that we contact you in a specific way (e.g., home phone vs. cell phone) or send mail to an alternate address. We will accommodate all reasonable requests.
  • Right to Amend Your Record: If you believe your clinical or billing record contains an error or is incomplete, you may request a written amendment. We will review it and notify you of our decision. If denied, you retain the right to place a formal statement of disagreement directly into your chart.
  • Right to an Accounting of Disclosures: You can request a historical list (accounting) of the times we shared your health information for up to six years prior to your request date, excluding routine disclosures made for treatment, payment, healthcare operations, or those you explicitly authorized.
  • Right to a Paper Copy: You can request a physical copy of this notice at any time, even if you previously agreed to receive it electronically.

 

8. Questions, Concerns, and How to File a Complaint

If you believe your privacy rights have been violated, or if you have questions about the terms outlined in this document, please reach out directly to our designated Privacy Officer using the contact information listed at the top of this form.

You also retain the absolute right to file a formal, written complaint with the federal government:

Office for Civil Rights (OCR)

U.S. Department of Health and Human Services

233 N. Michigan Ave., Suite 240

Chicago, IL 60601

We support your right to privacy. Our practice will never penalize, retaliate against, or alter your clinical care in any way for filing a complaint or expressing concerns.

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