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Privacy Policy

THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED
AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION

Transitions Hospice is required by law to maintain the privacy of protected health information, to provide you adequate notice of your rights and our legal duties and privacy practices with respect to protected health information and to notify affected individuals following a breach of unsecured protected health information. We are required to abide by the terms of this Notice. We will use or disclose protected health information in a manner that is consistent with this notice. Transitions Hospice maintains a record (paper/electronic file) of the information we receive and collect about you and of the care we provide to you. This record includes physicians’ orders, assessments, medication list, clinical progress notes and billing information. As required by law, Transitions Hospice maintains policies and procedures about work practices, including how we coordinate care and services provided to our patients. These policies and procedures include how we create, receive, access, transmit, maintain and protect the confidentiality of all health information in our workforce and with contracted business associates and/or subcontractors; security of the agency building and electronic files; and how we educate staff on privacy of patient information.

As our patient, information about you must be used and disclosed to other parties for purposes of treatment, payment and health care operations. Examples of information that must be disclosed:

  • Treatment: Providing, coordinating and managing health care and related services, consultation between health care providers relating to a patient or referral of a patient for health care from one provider to another. For example, we meet on a regular basis to discuss how to coordinate care for patients and to schedule visits.
  • Payment: Billing and collecting for services provided, determining plan eligibility and coverage, utilization review (UR), precertification, medical necessity review. For example, occasionally the insurance company requests a copy of the medical record be sent to them for a coverage review prior to paying the bill.
  • Health Care Operations: General agency administrative and business functions, quality assurance/improvement activities; medical review; auditing functions; developing clinical guidelines; determining the competence or qualifications of health care professionals; evaluating agency performance; conducting training programs with students or new employees; licensing, survey, certification, accreditation and credentialing activities; internal auditing; and certain fundraising activities and with your authorization, marketing activities. As part of our health care operations and care coordination, we may also use technology tools, including artificial intelligence (AI)-assisted tools, to support documentation, quality improvement, and other operational functions permitted under HIPAA. Any vendor providing such services is required to safeguard your information under a Business Associate Agreement.

The following uses and disclosures are made as part of your treatment, payment for services, and our health care operations, and do not require your written authorization:

  1. Your insurance company, self-funded or third-party health plan, Medicare, Medicaid or any other person or entity that may be responsible for paying or processing for payment any portion of your bill for services.
  2. Any person or entity affiliated with or representing us for purposes of administration, billing and quality and risk management.
  3. Any hospital, nursing home or other health care facility to which you may be admitted.
  4. Any assisted living or personal care facility of which you are a resident.
  5. Any physician providing your care.
  6. Licensing and accrediting bodies, including to the state agency acting as a representative of the Medicare/Medicaid program.
  7. Other health care providers initiate treatment.
  8. Other Uses and Disclosures not requiring your consent

To the extent that we have your substance use disorder patient records, subject to 42 CFR Part 2, we will not share that information for investigations or legal proceedings against you without (1) your written consent or (2) a court order and a subpoena.

We are permitted or required to use or disclose information about you without consent or authorization in the following circumstances:

  1. In emergency treatment situations, if we attempt to obtain consent as soon as practicable after treatment. If you are not able to tell us your preference, for example if you are unconscious, we may go ahead and share your information if we believe it is in your best interest. We may also share your information when needed to lessen a serious and imminent threat to health or safety.
  2. Where we are required to by law to provide treatment and we are unable to obtain consent.
  3. Where the use or disclosure of medical information about you is required by federal, state or local law.
  4. To provide information to state or federal public health authorities, as required by law to: prevent or control disease, injury or disability; report births and deaths; report child abuse or neglect; report reactions to medications or problems with products; notify persons of recalls of products they may be using; notify a person who may have been exposed to a disease or may be at risk for contacting or spreading a disease or condition; and notify the appropriate government authority if we believe a patient has been the victim of abuse, neglect or domestic violence (if you agree or when required or authorized by law);
  5. Health care oversight activities such as audits, investigations, inspections and licensure by a government health oversight agency as authorized by law to monitor the health care system, government programs and compliance with civil rights laws.
  6. To business associates regulated under HIPAA that work on our behalf under a contract that requires appropriate safeguards of protected health information.
  7. Certain judicial administrative proceedings in response to a court or administrative order, a subpoena, discovery request or other lawful process by someone else involved in the dispute, but only if efforts have been made to tell you about the request or to obtain an order for the Court protecting the information requested;
  8. Certain law enforcement purposes such as helping to determine whether a crime has occurred, to alert law enforcement to a crime on our premises or of your death if we suspect it resulted from criminal conduct, identify or locate a suspect, fugitive, material witness or missing person, or to comply with a court order or subpoena and other law enforcement purposes;
  9. To coroners, medical examiners and funeral directors, in certain circumstances, for example, to identify a deceased person, determine the cause of death or to assist in carrying out their duties.
  10. For cadaveric organ, eye or tissue donation purposes to communicate to organizations involved in procuring, banking or transplanting organs and tissues (e.g., if you are an organ donor).
  11. For certain research purposes under very select circumstances. We may use your health information for research. Before we disclose any of your health information for such research purposes, the project will be subject to an extensive approval process. We will usually request your written authorization before granting access to your individually identifiable health information.
  12. For certain uses and disclosures to a health plan sponsor in connection with enrollment or disenrollment activities and for other permitted administrative functions.
  13. To avert a serious threat to health and safety; To prevent or lessen a serious and imminent threat to the health or safety of a particular person or the general public, such as when a person admits to participation in a violent crime or serious harm to a victim or is an escaped convict. Any disclosure, however, would only be to someone able to help prevent the threat.
  14. For specialized government functions, including military and veterans’ activities, national security and intelligence activities, protective services for the President, foreign heads of state and others, medical suitability determinations, correctional institution and custodial situations; and
  15. For Workers’ Compensation purposes: Workers’ compensation or similar programs provide benefits for work-related injuries or illness.

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. Tell us what you want us to do, and we will follow your instructions.

  1. Use of a directory (includes name, location, condition described in general terms) of individuals served by Transitions Hospice;
  2. Provide proof of immunization to a school that is required by state or other law to have such proof with agreement to disclosure by parent, guardian or other person acting in loco parentis if record is of an unemancipated minor; and
  3. Provide a family member, relative, friend or other identified person, prior to, or after your death, the information relevant to such person’s involvement in your care or payment for care; to notify a family member, relative, friend or other identified person of your location, general condition or death. Other uses and disclosures not covered in this notice will be made only with your authorization.
  4. Fundraising: We may contact you to raise funds for Transitions Hospice, but you can tell us not to contact you again. You have the right to opt out of receiving fundraising communications.

If we have your substance use disorder patient records, subject to 42 CFR part 2, we will give you clear and obvious notice in advance and a choice about whether to receive fundraising communications that use your Part 2 information.

Uses and Disclosures Requiring Your Written Authorization;

We will not use or disclose your protected health information for the following purposes without your prior written authorization:

  1. Marketing of products or services or treatment alternatives that may be of benefit to you when we receive direct payment from a third party for making such communications;
  2. Psychotherapy notes under most circumstances, if applicable; and
  3. Any sale of protected health information resulting in financial gain by the agency unless an exception is met.

Revocation of Authorization: If you provide us with a written authorization to use or disclose your protected health information, you may revoke that authorization, in writing, at any time. If you revoke your authorization, we will no longer use or disclose your protected health information for the purposes covered by the authorization, except to the extent that we have already taken action in reliance on the authorization. We are unable to take back any disclosures already made with your permission.

YOUR RIGHTS

You have the right, subject to certain conditions, to the following and to exercise any of these rights, you must submit a written request to our Privacy Officer at the address listed below:

  • Request restrictions on uses and disclosures of your protected health information for treatment, payment or health care operations; however, we are not required to agree to any requested restriction unless the disclosure is to a health plan for purposes of payment or health care operations (and not for treatment) and relates solely to a health care item or service for which you have paid us in full out-of-pocket. Restrictions to which we agree will be documented. Agreements for further restrictions may, however, be terminated under applicable circumstances (e.g., emergency treatment).
  • Confidential communication of protected health information. You can ask us to contact you in a specific way (for example, home, office, or cell phone) or to send mail to a different address. We will say “yes” to all reasonable requests. Your request must be in writing. We do not require an explanation for the request as a condition of providing communications on a confidential basis. If you request your protected health information to be transmitted directly to another person designated by you, your written request must be signed and clearly identify the designated person and where the copy of protected health information is to be sent.
  • Inspect and obtain copies of protected health information that is maintained in a designated record set, except for psychotherapy notes, information compiled in reasonable anticipation of, or for use in, a civil, criminal or administrative action or proceeding, or protected health information that may not be disclosed under the Clinical Laboratory Improvements Amendments of 1988. You may request that we provide your protected health information to a third party designated by you in writing. If you request a copy of your health information, we will charge a reasonable, cost-based fee, in accordance with applicable state and federal regulations. We will act on your request no later than 30 days after receipt of the request and may extend this period by up to 30 days if we provide you with a written statement of the reasons for the delay.
  • If the requested protected health information is maintained electronically and you request an electronic copy, we will provide access in an electronic formation you request if readily producible, or if not, in a readable electronic format that is mutually agreed upon.
  • If we deny access to protected health information, you will receive a timely, written denial in plain language that explains the basis for the denial, your review rights and explanation of how to exercise those rights. If we do not maintain the medical record, we will tell you where to request the protected health information.
  • Request to amend protected health information that you think is incorrect or incomplete for as long as the protected health information is maintained in the designated record set. A request to amend your record must be in writing and must include a reason to support the requested amendment. We will act on your request within sixty (60) days of receipt of the request. We may extend the time for such action by up to 30 days, if we provide you with a written explanation of the reasons for the delay and the date by which we will complete action on the request.
  • We may deny the request for amendment if the information contained in the record was not created by us, unless you provide a reasonable basis for believing the originator of the information is no longer available to act on the requested amendment; is not part of the designated medical record set; would not be available for inspection under applicable laws and regulations; or the record is accurate and complete. If we deny your request for amendment, you will receive a timely, written denial in plain language that explains the basis for the denial, your rights to submit a statement disagreeing with the denial and an explanation of how to submit that statement.
  • Receive an accounting of disclosures of protected health information made by Transitions Hospice up to six (6) years prior to the date on which the accounting is requested for any reason other than for treatment, payment or health operations, disclosures made to you, disclosures made pursuant to an authorization signed by you, disclosures for the facility’s patient directory, disclosures to persons involved in your care, disclosures for national security or intelligence purposes, disclosures to correctional institutions or law enforcement officials, disclosures that occurred prior to the compliance date for Transitions Hospice, and other applicable exceptions. The written accounting includes the date of each disclosure, the name/address (if known) of the entity or person who received the protected health information, a brief description of the information disclosed and a brief statement of the purpose of the disclosure or a copy of the written request for disclosure. We will provide the accountings within 60 days of receipt of a written request; however, we may extend the time period for providing the accounting by 30 days if we provide you with a written statement of the reasons for the delay and the date by which you will receive the information. We will provide the first accounting you request during any 12-month period without charge. Subsequent accounting requests may be subject to a reasonable cost-based fee, which we will inform you of in advance.
  • Receive notification of any breach in the acquisition, access, use or disclosure of unsecured protected health information by Transitions Hospice, its business associates and/or subcontractors.
  • Choose someone to act for you. If someone has authority to act as your personal representative, such as if someone has your 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.
  • Obtain a paper copy of this notice, even if you had agreed to receive this notice electronically, from us upon request.

Our Responsibilities

  • We are required by law to maintain the privacy and security of your protected health information.
  • We will let you know promptly if a breach occurs that may have compromised the privacy or security of your information.
  • 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 in this notice 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.
  • For more information see: www.hhs.gov/ocr/privacy/hipaa/understanding/consumers/noticepp.html.

COMPLAINTS

If you believe that your privacy rights have been violated, you may complain to the Transitions Hospice or with the U.S. Department of Health and Human Services Office for Civil Rights. To file a complaint with HHS, you may send a letter to 200 Independence Avenue, S.W., Washington, D.C. 20201, call 1-877-696-6775, or visit https://www.hhs.gov/hipaa/filing-a-complaint/index.html. We will not retaliate against you for filing a complaint.

There will be no retaliation against you for filing a complaint. To file a complaint with Transitions Hospice, the complaint should be submitted in writing to the Compliance Officer, Transitions Hospice at 8913 N Prairie Pointe Rd, Peoria, IL 61615 or Toll Free at (877) 823-3931. The complaint should state the specific incident(s) in terms of subject, date and other relevant matters. A complaint to the Secretary must be filed in writing within 180 days of when the act or omission complained of occurred and must describe the acts or omissions believed to be in violation of applicable requirements. [45 CFR § 160.306]

EFFECTIVE DATE

This notice is effective January 1, 2018, and was most recently revised 06/24/2026. 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. We are required to abide by the terms of the notice currently in effect. If we change the terms of this notice (while you are receiving service), we will promptly revise and distribute a revised notice to you as soon as practicable by mail, email (if you have agreed to electronic notice), hand delivery or by posting on our website. For more information about your privacy rights, see: www.hhs.gov/ocr/privacy/hipaa/understanding/consumers/noticepp.html. If you require further information about matters covered by this notice, please contact the Compliance Department, Transitions Hospice at 8913 N Prairie Pointe Rd, Peoria, IL 61615 or Toll Free at (877) 823-3931.

DISCLOSURE – Transitions Hospice is part of a larger provider group that provides health care services across the post-acute care spectrum. This means that Transitions Hospice is owned or controlled by individuals or entities that also own or control providers to whom it might refer you or who may have referred you to Transitions. Transitions Hospice is an umbrella term encompassing Transitions Hospice LLC, Transitions Hospice Central Illinois LLC, Transitions Hospice Central Illinois II LLC, Haven Hospice IL LLC, Transitions Springfield LLC, Transitions Indiana LLC, Transitions Fort Wayne LLC, Transitions Crown Point LLC, Cardinal Hospice North LLC, Cardinal Hospice South LLC, Transitions Ohio II LLC.

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