HIPAA Notice of Privacy Practices
How we protect your health information under federal law
Your Health Information Rights
This Notice describes how McDonald Financial and Insurance Services, Inc. may use and disclose your protected health information (PHI) and your rights regarding this information. We are required by law to maintain the privacy of your health information and to provide you with this Notice.
🏥 What is Protected Health Information (PHI)?
PHI includes any health information that could identify you, such as medical conditions, treatment history, prescription medications, disabilities, and health insurance claims information. This applies to both our life insurance services (where we collect detailed health information) and health insurance claim assistance services.
When We Handle Your Health Information
We collect and use protected health information in two main situations:
- Life Insurance Applications: When helping you apply for life insurance, we collect detailed medical history, current health conditions, medications, and lifestyle information required by insurance carriers
- Health Insurance Claim Assistance: When you request our help resolving health insurance claims, we may discuss medical specifics and treatment details with insurance carriers on your behalf
How We Use and Disclose Your Health Information
For Treatment, Payment, and Healthcare Operations
We may use and disclose your health information for:
Life Insurance Services
- Application Processing: Submitting your health information to life insurance carriers for underwriting and approval
- Medical Exam Coordination: Arranging required medical examinations and sharing results with insurance companies
- Underwriting Support: Providing additional health documentation requested by insurance carriers
- Policy Management: Assisting with health-related policy changes or claim preparations
Health Insurance Claim Assistance
- Claim Resolution: Communicating with health insurance carriers about your medical claims and coverage issues
- Appeals Processing: Submitting medical documentation for claim appeals and coverage disputes
- Provider Coordination: Working with healthcare providers to resolve billing or coverage questions
- Coverage Verification: Confirming medical treatment coverage with insurance carriers
📋 Authorization Required
We will obtain your written authorization before using or disclosing your health information for any purpose not described in this notice. You may revoke your authorization at any time by contacting us in writing.
Other Uses and Disclosures
With Your Authorization
We may use or disclose your health information with your written permission for:
- Sharing information with family members involved in your insurance decisions
- Coordinating with other professionals (attorneys, accountants) for estate planning
- Providing information to potential insurance carriers for quote comparison
Without Your Authorization (As Required by Law)
We may disclose your health information without your authorization only when required by law:
- Legal Proceedings: When required by court order or subpoena
- Law Enforcement: When required for criminal investigations
- Public Health: When required to prevent serious health threats
- Regulatory Compliance: When required by insurance regulatory authorities
🚫 What We Will NOT Do
We will NOT use or disclose your health information for marketing purposes, sell your health information, or share it with unrelated third parties without your written authorization.
✅ Your Individual Rights
You have the following rights regarding your protected health information:
Right to Access
You have the right to request copies of your health information that we maintain. We will provide copies within 30 days of your request.
Right to Amendment
You have the right to request that we amend health information that you believe is incorrect or incomplete.
Right to Restriction
You have the right to request restrictions on how we use or disclose your health information. We are not required to agree to all restrictions, but we will accommodate reasonable requests.
Right to Confidential Communications
You have the right to request that we communicate with you about your health information by alternative means or at alternative locations.
Right to an Accounting
You have the right to request an accounting of disclosures of your health information that we have made for purposes other than treatment, payment, or healthcare operations.
Right to Notification
You have the right to be notified if there is a breach of your unsecured health information.
Our Responsibilities
Protecting Your Information
We are required by law to:
- Maintain the privacy and security of your protected health information
- Provide you with this Notice of our privacy practices
- Follow the terms of the Notice currently in effect
- Notify you if we are unable to accommodate a requested restriction or request
Security Measures
We implement appropriate safeguards to protect your health information:
- Physical Safeguards: Secure storage of paper and electronic records
- Technical Safeguards: Encrypted data transmission and password-protected systems
- Administrative Safeguards: Limited access on a need-to-know basis and employee training
Changes to This Notice
We reserve the right to change this Notice and our privacy practices. Any changes will apply to health information we already have about you as well as information we receive in the future.
If we make material changes to this Notice, we will:
- Post the updated Notice on our website
- Make the updated Notice available upon request
- Update the effective date on the Notice
📞 How to File a Complaint
If you believe your privacy rights have been violated, you have the right to file a complaint with us or with the U.S. Department of Health and Human Services.
File a Complaint with Us
Contact our Privacy Officer:
- Phone: (320) 448-8232
- Email: [email protected]
- Subject Line: "HIPAA Privacy Complaint"
File a Complaint with HHS
You may also file a complaint with the U.S. Department of Health and Human Services:
- Online: www.hhs.gov/hipaa/filing-a-complaint
- Phone: 1-800-368-1019
- TTY: 1-800-537-7697
No Retaliation: We will not retaliate against you for filing a complaint.
Questions About Your Health Information Privacy?
If you have questions about this Notice or our privacy practices, or if you need to exercise any of your rights, please contact us:
📞 Privacy Officer
(320) 448-8232
Monday - Friday: 8AM - 6PMEffective Date: January 2025
This HIPAA Notice of Privacy Practices is effective as of the date listed above and applies to all protected health information maintained by McDonald Financial and Insurance Services, Inc.