Cardinal Pediatric Therapies 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 this notice carefully.

How we may use and disclose health information about you

For treatment: We may use medical and clinical information about your child to provide treatment or services. This includes coordination of care between behavior analysts, speech therapists, occupational therapists, and support staff across our clinics and in-home settings.

For payment: With your authorization, we may use and disclose medical information so that we can receive payment for the therapy services we provide. This includes verifying benefits, submitting claims to insurance providers, and obtaining prior authorization when needed.

For health care operations: We may use and disclose your protected health information (“PHI”) for operations related to our organization, such as internal quality assessments, employee training, licensing, and administrative audits. These uses help ensure that we maintain high-quality services for all families.

We must obtain written authorization from you for other uses and disclosures of your PHI unless otherwise permitted or required by law.

Your rights regarding your PHI

• Right of access to inspect and copy: You have the right to inspect and obtain a copy of your child’s PHI. This right may be limited in some cases. We may charge a reasonable, cost-based fee for copies.
• Right to amend: If you believe any PHI we maintain is incorrect or incomplete, you may request an amendment. We are not required to agree to the amendment but will respond appropriately.
• Right to an accounting of disclosures: You may request a record of certain disclosures of PHI we have made, for up to six years, excluding disclosures made for treatment, payment, or operations.
• Right to request restrictions: You may request restrictions on how we use or disclose your PHI. We are not required to agree to these requests, but we will consider them carefully.
• Right to request confidential communication: You may request that we contact you in a specific manner or at a specific location.
• Right to a copy of this notice: You may request a paper or electronic copy of this notice at any time.
• Right to an electronic copy of your records: If PHI is maintained electronically, you may request an electronic copy or to have it transmitted to a third party.
• Right to notice of breach: You have the right to be notified if a breach of your or your child’s unsecured PHI occurs.

Confidentiality of autism therapy records

Cardinal Pediatric Therapies is committed to maintaining the confidentiality of records related to autism and developmental disorders. Disclosures without written consent are only allowed as required by law, such as during emergencies, court orders, or reporting suspected abuse. Violation of confidentiality may be reported to our Privacy Officer.

Uses and disclosures of PHI for treatment, payment, and healthcare operations

• Treatment: PHI may be used by therapists, clinicians, and program staff to provide, coordinate, or manage care, including evaluations and family training.
• Payment: With consent, we may use PHI to bill insurance, verify benefits, and manage claims.
• Healthcare operations: Includes internal audits, therapist training, accreditation, quality control, and patient satisfaction surveys.

Other uses and disclosures that do not require your authorization

• Required by law: Disclosures will be made as required by law, including to the U.S. Department of Health and Human Services for compliance purposes.
• Health oversight: We may disclose PHI to oversight agencies conducting audits, inspections, or investigations.
• Notification and communication with family: We may disclose PHI to caregivers, parents, or family members involved in your child’s care unless you object. In emergencies, we will use our professional judgment.
• Deceased patients: We may share PHI with those involved in a deceased patient’s care, unless previously restricted by the patient or guardian.
• Research: PHI may be disclosed for research under strict confidentiality and approval guidelines.
• Sale of PHI: We do not sell PHI and will never do so without prior authorization.
• Marketing: We must obtain your written consent before using PHI for marketing that involves financial incentives.
• Fundraising: We may contact you for fundraising purposes. You may opt out of such communications.

Uses and disclosures requiring your written authorization

We will only use or disclose your PHI for the following purposes with your written authorization:

• Psychotherapy notes that are maintained separately
• Marketing communications involving financial benefit
• Sale of PHI
• Other uses not covered in this notice

You may revoke your authorization in writing at any time unless we have already acted on it. This does not apply to court-mandated services.

Your rights

• Inspect and copy: Requests must be submitted in writing. Access may be denied in limited situations with appeal rights.
• Amend records: Submit requests in writing. We may deny requests and will document your disagreement if applicable.
• Accounting of disclosures: One free disclosure history per year is allowed. Additional requests may incur a fee.
• Copy of this notice: Available at any time by request.
• Request restrictions: Submit in writing. We are not obligated to agree but will document all valid restrictions.
• Request confidential communication: Requests must be reasonable and in writing. We will accommodate when possible.
• Electronic records: We will make every effort to provide PHI in your requested format or offer an alternative format.
• Breach notification: We will notify you as required by law in the event of a breach of unsecured PHI.

Complaints

If you believe your privacy rights have been violated, you may file a complaint with:

Privacy Officer
Cardinal Pediatric Therapies
8433 N. Black Canyon Highway
Phoenix, AZ 85021
Email: info@cardinalabatherapy.com
Phone: 866-812-2030

You may also file a complaint with the U.S. Department of Health and Human Services:

Secretary
U.S. Department of Health and Human Services
200 Independence Ave SW
Washington, DC 20201
Phone: (202) 619-0257

We will not retaliate against you for filing a complaint.

Policy changes

Cardinal Pediatric Therapies reserves the right to change this notice at any time. Revisions will apply to all PHI we maintain and will be made available on our website at cardinalabatherapy.com, by mail upon request, or at your next appointment.