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 IT CAREFULLY.
The Effective Date of this HIPAA Notice of Privacy Practices (“Notice”) is June 1, 2025. We are required by HIPAA to maintain the privacy of the protected health information (“PHI”) that we create, use, and disclose as a healthcare provider that received an order from your care provider to provide you with health care services.
This Notice applies to the following Cadence Covered Entities that make up the Cadence Organized Health Care Arrangement:
Cadence Health FL, PLLC
Cadence Health CA, PC
Cadence Health NJ, LLC
NY Remote Medical Monitoring, PLLC
For our privacy policy notice, which applies to personal data that is not PHI, see https://www.cadence.care/privacy-policy.
Summary
As further described in this Notice, you have the following rights and choices regarding your PHI, and we are permitted to use and disclose PHI in the following circumstances (among others described in this Notice) without your authorization:
Your Rights
You have the right to:
● Get a copy of your PHI
● Correct your PHI
● Request confidential communications with regard to your PHI
● Ask us to limit the PHI we share
● Get a list of those with whom weʼve shared your PHI
● Get a hard copy of this Notice via text, email, or mail
● Choose someone to act for you when communicating with us
● File a complaint if you believe your privacy rights have been violated
Your Choices
You have some choices in the way that we use and share PHI as we:
● Tell family and friends about your condition
● Provide disaster relief
● Market our services
● Raise funds
Our Uses and Disclosures
We may use and share your PHI as we:
● Treat you and provide related healthcare services to you
● Run our organization
● Bill for your services
● Help with public health and safety issues
● Do research
● Comply with the law
● Work with a medical examiner
● Address workersʼ compensation, law enforcement, and other government requests
● Respond to lawsuits and legal actions
1. Your Rights
When it comes to your PHI, you have certain rights. This section explains your rights and some of our responsibilities to help you. To exercise your rights, please contact us using the contact information at the end of this notice.
Get an electronic or paper copy of your medical record
● You can ask to see or get an electronic or paper copy of your medical record and other PHI we have about you.
● We will provide a copy or a summary of your PHI, usually within 30 days of your request. We may charge a reasonable, cost-based fee.
Ask us to correct your medical record
● You can ask us to correct PHI about you that you think is incorrect or incomplete.
● We may say “no” to your request, but weʼll tell you why in writing within 60 days.
Request confidential communications
● You can ask us to contact you in a specific way (for example, home or office phone) or to send mail to a different address.
● We will say “yes” to all reasonable requests.
Ask us to limit what we use or share
● You can ask us not to use or share certain PHI for treatment, payment, or our operations. We are not required to agree to your request, and we may say “no” if it would affect your care.
● If you pay for a service or health care item out-of-pocket in full, you can ask us not to share that PHI for the purpose of payment or our operations with your health insurer. We will say “yes” unless a law requires us to share that PHI.
Get a list of those with whom weʼve shared PHI
● You can ask for a list (accounting) of the times weʼve shared your PHI for six years prior to the date you ask, who we shared it with, and why.
● We will include all the disclosures except for those about treatment, payment, and health care operations, and certain other disclosures (such as any you asked us to make). Weʼll provide one accounting a year for free but will charge a reasonable, cost-based fee if you ask for another one within 12 months.
Get a copy of this Notice
You can ask for a paper copy of this Notice at any time, even if you have agreed to receive the Notice electronically. We will provide you with a paper copy promptly.
Choose someone to act for you
● If you have given someone medical power of attorney or if someone is your legal guardian, that person can exercise your rights and make choices about your PHI.
● We will make sure the person has this authority and can act for you before we take any action.
File a complaint if you feel your rights are violated
● You can complain if you feel we have violated your rights by contacting us using the information below.
● You can file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights by sending a letter to 200 Independence Avenue, S.W., Washington, D.C. 20201, calling 1-877-696-6775, or visiting https://www.hhs.gov/hipaa/filining-a-complaint/index.html.
● We will not retaliate against you for filing a complaint.
2. Your Choices
For certain PHI, you can tell us your choices about what we share. If you have a clear preference for how we share your PHI in the situations described below, talk to us. Tell us what you want us to do, and we will follow your instructions.
In these cases, you have both the right and choice to tell us to:
● Share PHI with your family, close friends, or others involved in your care
● Share PHI in a disaster relief situation
If you are not able to tell us your preference, for example if you are unconscious, we may go ahead and share your PHI if we believe it is in your best interest. We may also share your PHI when needed to lessen a serious and imminent threat to health or safety.
In these cases, we never share your information unless you give us written permission:
● Marketing purposes
● Sale of your PHI
● Most sharing of psychotherapy notes (however, Cadence does not maintain psychotherapy notes in the normal course of providing services)
In the case of fundraising:
● We may contact you for fundraising efforts, but you can tell us not to contact you again.
3. Our Uses and Disclosures
A. How do we typically use or share your health information?
We typically use or share your PHI in the following ways and are permitted to do so without seeking permission from you.
Treat you
We can use your PHI and share it with other professionals who are treating you.
For example, our care providers will review your PHI, provide you with information, and share your PHI with your treating doctors. As another example, we may use or disclose your PHI to provide you reminders, to give you information about treatment alternatives, or other health care services or benefits we provide. We may also reach out to you if we learn of different programs that you may benefit from or research opportunities to the extent we may do so under HIPAA.
Run our organization
We can use and share your PHI to run Cadence, improve your care, and contact you when necessary.
For example, we use health information about you to manage your treatment and services. As another example, we may use PHI to review our treatment and services and evaluate the performance of our staff in caring for our patients.
Participating in Health Information Exchanges
We may share your health information with one or more Health Information Exchanges (HIEs) to support treatment, care coordination, and other healthcare operations. This participation also allows us and other authorized healthcare providers involved in your care to securely access (pull) and use your medical information when needed.
You may opt out of HIE participation at any time by contacting our HIPAA Privacy Officer using the information provided at the end of this Notice. Cadence will not deny treatment to an individual because of the individual's decision to opt out.
Bill for your services
We can use and share your PHI to bill and get payment from health plans or other entities.
For example, we give information about you to your health insurance plan so it will pay for your services.
B. How else can we use or share your health information?
We are also allowed or required to share your PHI without your permission in other ways – usually in ways that contribute to the public good, such as public health and research. We have to meet many conditions in the law before we can share your information for these purposes.
Help with public health and safety issues
We can share PHI about you for certain situations such as:
● Preventing disease
● Helping with product recalls
● Reporting adverse reactions to medications
● Reporting suspected abuse, neglect, or domestic violence
● Preventing or reducing a serious threat to anyoneʼs health or safety
For example, we will provide information to government officials to conduct an investigation or inspection of a health care provider or organization.
Do research
We can use or share your PHI for health research. For example, a study may involve a comparison of the health and recovery of patients who have received one intervention with those who have received another intervention or no intervention for the same condition.
Care Coordination and Health Services
Clinical Trial Outreach: We may use your health information to identify and contact you about clinical trial opportunities that may be relevant to your condition or care. Participation is always voluntary, and you may opt out of receiving these communications at any time by notifying us.
Comply with the law
We will share PHI about you if state or federal laws require it.
For example, we may disclose your PHI if the Department of Health and Human Services wants to see that weʼre complying with HIPAA.
Work with a medical examiner
We can share PHI with a coroner or medical examiner when an individual dies.
For example, this may be necessary to determine cause of death or as necessary to carry out their duties.
Address workersʼ compensation, law enforcement, and other government requests
We can use or share PHI about you:
● For workersʼ compensation claims
● For law enforcement purposes or with a law enforcement official
● With health oversight agencies for activities authorized by law
● For special government functions such as military, national security, and presidential protective services
For example, we make disclosures when a law requires us to respond to a request, and when a law requires that we report information to government agencies.
Respond to lawsuits and legal actions
We can share PHI about you in response to a court or administrative order, or in response to a subpoena.
For example, we make disclosures when a court orders us to do so.
4. Our Responsibilities
● We are required by law to maintain the privacy and security of your PHI.
● We will let you know promptly if we incur a breach that requires us to notify you.
● We must follow the duties and privacy practices described in this notice and give you a copy of it.
● We will not use or share your PHI other than as described in this Notice unless you tell us we can in writing. For example, we may offer to sign you up for social services, and if you agree we will ask you to give us permission to share your PHI for that purpose. If you tell us we can, you may change your mind at any time. Let us know in writing if you change your mind.
5. Changes to the Terms of this Notice
We can change the terms of this Notice, and the changes will apply to all PHI we have about you. The new Notice will be available upon request and on our web site.
6. A Note About Reproductive Health Services
* If we have facilitated your or provided you with reproductive health services, then we provide additional protection to the information about that care. “Reproductive health information” includes details related to pregnancy, contraception, pregnancy termination, fertility treatments, and other related services.
● We may be asked to share your reproductive health information with others, such as law enforcement, courts, or government agencies. Before we do, the person or group requesting your reproductive health information must provide a statement, called an attestation, that certain conditions have been met. For example, we will obtain promises from a requestor of your PHI potentially related to your reproductive health services information in response to certain law enforcement requests, certain medical examiner or coroner requests, for certain health oversight purposes, and in certain legal proceedings.
● In some legal situations, such as certain investigations into our provision of reproductive health services and your request for these services, HIPAA does not allow us to disclose your PHI. For example, if you seek reproductive health services that are legal in your state or travel out of state to obtain reproductive health services, we will not disclose your information to law enforcement or other authorities for the purpose of investigating, prosecuting, or imposing liability on you or your healthcare provider.
● We will be cautious before treating someone as your personal representative if we believe you or your health may be put in danger related to your reproductive health.
7. Additional Information
Other laws may further protect your medical information, such as state mental health confidentiality laws or HIV/AIDS confidentiality laws. We will protect that information according to those laws.
Some disclosures of your PHI may be to those who do not have a legal obligation to keep it private. For example, if you give us permission to disclose your PHI to someone who is not regulated by HIPAA, that person does not have to protect your PHI.
8. Contacting Cadence
If you have any questions about this Notice, please contact the HIPAA Privacy Officer at:
Cadence Solutions, Inc.
HIPAA Privacy Officer
295 Lafayette St 7th floor
New York, NY 10012
privacy@cadencerpm.com
(855) 810-4272
9. Cadence OHCA
The following Cadence companies are affiliated with each other, and Cadence holds itself out of an organized system of health care. To carry out the functions and activities that make each entity a covered entity under HIPAA, the companies have formed an Organized Health Care Arrangement or “OHCA”, and this Notice explains the privacy practices of the OHCA. For example, The Cadence OHCA carries out joint quality improvement and assessment activities where the providers work jointly to help improve the quality of your care. The entities are:
Cadence Health FL, PLLC
Cadence Health CA, PC
Cadence Health NJ, LLC
NY Remote Medical Monitoring PLLC, NY