PVEA is committed to maintaining the confidentiality of the records of treatment of our patients. We have established policies and procedures covering administrative, physical and technical access to Protected Health Information (PHI) to ensure confidentiality. Our members and employees are required to successfully complete annual training to maintain awareness of our privacy policies and procedures.
An adult patient or a parent of a minor child may request a copy of their own or their child’s records by sending a written request to PVEA Privacy Officer at the address shown below. Records can not be released by telephone request.
The Health Insurance Portability and Accountability Act (HIPAA) permits release of records that include PHI without a patient’s consent in certain circumstances. They include release for facilitation of treatment and payment for services rendered, judicial and administrative proceedings (e.g. by subpoena), law enforcement, which include the Medical Examiner, including identification or location of a suspect, fugitive, material witness or missing person. All such requests are carefully reviewed before records are released to ensure compliance with HIPAA.
The PVEA Privacy Officer will make a full statement of PVEA’s Privacy Notice and Policy available upon request and answer any further questions. Please contact the Privacy Officer at P. O. Box 220, Penfield, NY, 14526.
PVEA Retains Patient Care Reports under the following guidelines:
- Patient Care Records Age 18 or older: 7 years from time of response
- 0 years to under age 18 at time of response: 7 years from patient’s 18th birthday
- Records subject to legal proceedings: Permanent
- Call response not involving patient contact or care: 3 years