Privacy Policy

1. Introduction

As a provider of residential support services for individuals with intellectual/developmental disabilities and mental health needs, we understand the sensitive nature of the information entrusted to us. We are committed to maintaining the highest standards of privacy and confidentiality.

This Privacy Policy explains how Aeternum Care collects, uses, and protects your personal health information (PHI) in compliance with the Health Insurance Portability and Accountability Act (HIPAA), Oregon Administrative Rules (OAR), and other applicable regulations.

2. Information We Collect

To provide quality residential support services, we collect and maintain various types of information:

2.1 Personal and Demographic Information

Information necessary for service delivery and coordination:

• Name, date of birth, and contact information
• Emergency contact and guardian information
• Social Security number (for billing and eligibility)
• Insurance and Medicaid information

2.2 Health and Treatment Information

Protected health information (PHI) related to your care:

• Medical history, diagnoses, and treatment plans
• Medication records and administration logs
• Progress notes and behavioral observations
• Assessment and evaluation results
• Service coordination and case management records

3. How We Use Your Information

We use your information solely for purposes related to providing quality residential support services:

• Delivering person-centered care and support services
• Coordinating with healthcare providers and case managers
• Billing insurance, Medicaid, and other payment sources
• Complying with legal and regulatory requirements
• Ensuring health and safety of residents
• Quality improvement and staff training
• Communicating with authorized family members and guardians

4. Information Sharing and Disclosure

We maintain strict confidentiality and only share your information as permitted by law and necessary for your care:

4.1 With Your Authorization

We will share your information with individuals or organizations you specifically authorize through a signed release of information form.

4.2 For Treatment, Payment, and Operations

We may share your information without authorization for:

• Coordination with healthcare providers involved in your treatment
• Billing and payment processing with insurance and Medicaid
• Quality assurance and regulatory compliance activities
• Communication with case managers and service coordinators

4.3 As Required by Law

We may disclose information when required by:

• Oregon Health Authority and licensing agencies
• Court orders or legal proceedings
• Mandatory reporting laws (abuse, neglect, harm to self or others)
• Public health and safety requirements

5. Data Security

We implement comprehensive safeguards to protect your personal health information:

• Secure, encrypted electronic health record systems
• Locked storage for physical records with restricted access
• Staff training on HIPAA compliance and confidentiality
• Access controls limiting information to authorized personnel only
• Regular security audits and risk assessments
• Secure communication channels for sensitive information
• Business associate agreements with all vendors handling PHI

6. Your Rights Under HIPAA

You have important rights regarding your health information:

• Right to Access: Request and receive copies of your health records
• Right to Amend: Request corrections to inaccurate or incomplete information
• Right to Accounting: Receive a list of certain disclosures we have made
• Right to Request Restrictions: Ask us to limit how we use or share your information
• Right to Confidential Communications: Request communication through specific means or locations
• Right to a Paper Copy: Obtain a paper copy of this privacy notice at any time
• Right to File a Complaint: File a complaint if you believe your privacy rights have been violated

7. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the effective date at the top.

Your continued use of our services after any changes to this Privacy Policy constitutes your acceptance of such changes.