Understanding Your Health Record/Information
Each time you visit a hospital, physician, or other healthcare provider, a record of your visit is made. Typically, this record contains your symptoms, examination, possibly photographs or videotapes and test results, diagnoses, treatment and a plan for future care or treatment. This information often referred to as your health or medical record, serves as a:
  • basis for planning your care and treatment;
  • means for communication among the many health professionals who contribute to your care;
  • written document describing the care you received;
  • means by which you or a third party payer can verify that services billed were actually provided;
  • a tool in educating health professionals;
  • a source of data for medical research;
  • a source of information for public health officials charged with improving the health of the nation;
  • a source of data for facility planning and marketing and
  • a tool with which we can assess and continually work to improve the care we render and the outcomes we achieve
Understanding what is in your record and how your health information is used helps you to:
  • ensure it’s accuracy;
  • better understand who, what, when, where and why others may access your health information; and
  • make more informed decisions when authorizing disclosures to others.
Your Health Information Rights:
Although your health record is the physical property of the healthcare practitioner or facility that compiled it, the information belongs to you. You have the right to:
  • request a restriction on certain uses and disclosures of your information as provided by 45 CFR 164.522;
  • obtain a paper copy of the notice of information practices upon request;
  • inspect and copy your health record as provided for in 45 CFR 164.524. We have 30 days in which to comply with your request. We will charge a reasonable fee for copying your record.
  • amend your health record as provided in 45 CFR 164.528;
  • obtain an accounting of disclosures of your health information as provided in 45 CFR 164.528;
  • request communications of your health information by alternative means or at alternative locations; and
  • revoke your authorization to use or disclose health information except to the extent that action has already been taken.
Our Responsibilities:
This organization is required to:
  • maintain the privacy of your health information;
  • provide you with a notice as to our legal duties and privacy practices with respect to information we collect and maintain about you;
  • abide by the terms of this notice;
  • notify you if we are unable to agree to a requested restriction; and
  • accommodate reasonable requests you may have to communicate health information by alternative means or at alternative locations.
We reserve the right to change our practices and to make new provisions effective for all protected health information we maintain. Should our information practices change, we will post a revised notice on the Web site and provide an updated copy to you at your next visit after the revised notice, if requested.
We will not use or disclose your health information without your authorization, except as described in this notice.
For More Information or to Report a Problem
If you have questions and would like additional information, you may contact the Frances Mahon Deaconess Hospital, Privacy Officer at 406-228-3547.
If you believe your privacy rights have been violated, you can file a complaint with the Privacy Officer at 406-228-3547 or with the Secretary of Health and Human Services. You may also submit a written complaint to the Privacy Officer, Frances Mahon Deaconess Hospital, 621 3rd Street South, Glasgow, MT 59230-2604.   You may pick up complaint forms at the Administrative Offices; Health Information Management Department; registration desks at the Glasgow Clinic, Milk River OB/GYN, FMDH Orthopaedics and Sports Medicine, 2nd Floor of Medical Arts Building, the Medical Arts Pharmacy or the nurse’s station. There will be no retaliation for filing a complaint.
Examples of Disclosures for Treatment, Payment and Health Operations
We will use your health information for treatment. For example: Information obtained by a nurse, physician, or other member of your healthcare team will be recorded in your record and used to determine the course of treatment that should work best for you. Your physician will document in your record his expectations of the members of your healthcare team. Members of your healthcare team will then record the actions they took and their observations. In that way the physician will know how you are responding to treatment.
We will provide your physician or subsequent healthcare provider with copies of various reports that should assist him/her in treating you once you’re discharged from this facility. We may provide pharmacies and durable medical supply companies with copies of reports substantiating the need for post discharge treatments ordered by your healthcare provider.
We will use your health information for payment. For example: A bill may be sent to you or a third party payer. The information on or accompanying the bill may include information that identifies you, as well as your diagnosis, procedures and supplies used. RESTRICTION FOR PAYMENT: If you choose to pay your bill in full, you may request that a claim not be sent to your third party payor. If you do not want a claim sent, you must inform us of your wishes concerning this upon coming to the facility for the service.
We will use your health information for regular health operations. For example: Members of the medical staff, the risk or quality improvement manager, or members of the quality improvement team may use information in your health record to assess the care and outcomes in your case and others like it. This
information will then be used in an effort to continually improve the quality and effectiveness of the healthcare and service we provide.
Other Uses or Disclosures
Business Associates: There are some services provided in our organization through contracts with business associates. Examples include physician services in the Emergency Department and Radiology, accrediting organizations, certain laboratory, x-ray and other diagnostic tests. When these services are contracted, we may disclose your health information to our business associates so that they can perform the job we’ve asked them to do and bill you or your third party payer for services rendered. So that your health information is protected, however, we require the business associate to appropriately safeguard your information.
Directory: Unless you notify us that you object, we will use your name, location in the facility, general condition and religious affiliation for directory purposes. This information may be provided to members of the clergy and, except for religious affiliation to other people who ask for you by name.
Notification:  We may use or disclose information to notify or assist in notifying a family member, personal representative, or another person you identify, health information relevant to that person’s involvement in your care or payment related to your care.
Research: We may disclose information to researchers when their research has been approved by an Institutional Review Board that has reviewed the research proposal and established protocols to ensure the privacy of your health information.
Funeral Directors: We may disclose health information to funeral directors consistent with applicable law to carry out their duties.
Organ Procurement Organizations: Consistent with applicable law, we may disclose health information to organ procurement organizations or other entities engaged in the procurement, banking or transplantation of organs for the purpose of tissue donation and transplant.
Marketing: We may contact you to provide appointment reminders or information about treatment alternatives or other health related benefits and services that may be of interest to you.
Fund Raising: We may contact you as part of a fund-raising effort.
Food and Drug Administration (FDA): We may disclose to the FDA health information relative to adverse events with respect to food, supplements, product and product defects or post marketing surveillance information to enable product recalls, repairs or replacement.
Worker’s Compensation: We may disclosure health information to the extent authorized by and to the extent necessary to comply with laws relating to worker’s compensation and other similar programs established by law.
Public Health: As required by law, we may disclose your health information to public health or legal authorities charged with preventing or controlling disease, injury or disability.
Correctional Institution: Should you become an inmate of a correctional institution, we may disclose to the institution or agents thereof, health information necessary for your health, and the health and safety of other individuals.
Law Enforcement: We may disclose health information for law enforcement purposes in response to a subpoena or as required by law. Required reporting in Montana includes: gunshot or stab wounds and suspected abuse of children, elders or persons with developmental disabilities. With your permission we may report injury by the possible criminal act of another.
Montana Department of Social Services: As required by law, we may disclose health information in cases of suspected abuse of children, elders or persons with developmental disabilities.
PATIENT PORTAL ON FMDH WEBSITE: A patient portal is a secure web portal that allows you as a patient to access medical records including medications, lab results and medical history via the Internet. This service is currently being offered by the Glasgow Clinic, Dr. Anne Williams, FMDH Orthopaedic & Sports Medicine and Milk River OB/GYN. A link to this portal is available on our website.
Security of our Site and E-mail
The security of any data you submit via this Site is very important to us. However, no system can perfectly guard against risk of intentional intrusion or inadvertent disclosure of information sent to us. Moreover, when you transmit information via the Internet or via email, your information will be transmitted over a medium that is beyond our control, and therefore the security of the transmission may be compromised before it reaches us. Accordingly, FMDH makes no guarantee as to the confidentiality or security. IN ADDITION, YOU HEREBY EXPRESSLY AND SOLEY ASSUME THE RISK OF ANY UNAUTHORIZED DISCLOSURE OR INTENTIONAL INTRUSION, OR OF ANY DELAY, FAILURE, INTERRUPTION OR CORRUPTION OF DATA OR OTHER INFORMATION TRANSMITTED IN CONNECTION WITH YOUR USE OF THE SITE.
Federal law makes provision for your health information to be released to an appropriate health oversight agency, public health authority or attorney, provided that workforce member or business associate believes in good faith that we have engaged in unlawful conduct or have otherwise violated professional or clinical standards and are potentially endangering one or more patients, workers or the public.
REVISED: 7-15-04, 7/15/08, 1/2010, 2/2010, 3/2012, 10/2012