Oaklawn’s Notice of Privacy Practices

This notice describes how your medical information may be used and disclosed and how to get access it. Please review it carefully.

If you have any questions about this Notice, please contact our Privacy Officer at (269) 789-7576.

WHO IS COVERED BY THIS NOTICE

Oaklawn is required by law to maintain the privacy of your health information, to provide you with this Notice, and follow its terms.

Oaklawn provides care in an integrated setting with physicians and other licensed professionals who serve on its medical staff. While working at Oaklawn, these providers will follow Oaklawn’s privacy practices as described in this Notice.  May doctors and other licensed professionals who provide care at Oaklawn are independent providers, not Oaklawn employees. When not working at Oakalwn, they may follow different privacy practices. 

HOW WE MAY USE AND DISCLOSE HEALTH INFORMATION ABOUT YOU.

  • Treatment:  We may use and disclose your health information to provide, coordinate, or manage your care. Example: A doctor treating you for an injury asks another doctor about your overall health condition.
  • Payment: We may use and disclose your information to bill and obtain payment for the treatment and services you receive from us. Example: We give information about you to your health insurance plan so it will pay for your services.
  • Health Care Operations: We may use and disclose your information to support health care operations, including quality improvement, patient safety activities, accreditation, training, and licensing.  Example: We use health information about you to manage your treatment and services.
  • Fundraising: We may contact you for fundraising purposes. You have the right to opt out of receiving such communications. If we do not use protected health information (PHI) to send fundraising materials, the notice and opt out requirements do not apply.
  • Individuals Involved in Your Care: Unless you object, we may disclose information family members or other people involved in your care about your condition, status, and location.
  • Hospital Directory: Unless you object, we will include your name, location in the hospital, your general condition (good, fair, etc.), and religious affiliation in the hospital patient directory. This information is available to anyone who asks for you by name.
  • Communications: We may contact you to remind you of appointments or to tell you about treatment alternatives or health-related services.

OTHER USES & DISCLOSURES PERMITTED OR REQUIRED BY LAW

We may use or disclose your health information without your authorization for the following purposes:

  • Public health activities
  • Reporting abuse, neglect, or domestic violence
  • Health oversight activities
  • Research, so long as provision is made for the protection of your health information.
  • Medical examiners or funeral duties
  • Organ and tissue donation
  • Law enforcement and government functions
  • Responding to court orders, subpoenas, or legal proceedings
  • Workers’ compensation claims
  •  to avert a serious threat to your health or safety or those of the public or another person

All other uses and disclosures require your prior written authorization. In situations that are not covered by this notice, your written authorization is needed before using or disclosing your health information, including uses and disclosures of psychotherapy notes (if recorded and maintained by Oaklawn), financially supported marketing of 3rd party products or services, and the sale of health information, unless otherwise specified by law. You can always revoke your authorization in writing to the Privacy Office listed below, but it would not apply to prior disclosures made based on your initial authorization.

SUBSTANCE USE DISORDER TREATMENT RECORDS

Any of your records or information created, received, or acquired by Oaklawn that pertain to substance use disorder treatment are covered by 42 CFR Part 2.

  • Disclosure of Part 2 Records: Oaklawn will not share your Part 2 records unless Oaklawn has your signed authorization. You will be asked to authorize disclosure of any of your Part 2 records for treatment, payment, and health care operations.
  • Further Disclosure of Part 2 Records. If Oaklawn receives your health information, including your Part 2 records, from another provider, Oaklawn may disclose them without your consent, to the extent that the HIPAA regulations permit such a disclosure.
  • Disclosures of Part 2 records for Civil or Criminal Matters. In no event will Oaklawn use or disclose your Part 2 records, or testimony that describes the information contained in your Part 2 records, in any civil, criminal, administrative, or legislative proceedings by any Federal, State, or local authority, against you, unless authorized by your consent or the order of a court after it provides you notice of the court order. A court order authorizing use or disclosure must be accompanied by a subpoena or other similar legal mandate compelling disclosure before the record is used or disclosed.
  • Revoking Consent of Part 2 Disclosures. You have the right to revoke your consent at any time, except to the extent that Oaklawn has acted in reliance upon your consent. You may revoke your consent in writing to Oaklawn’s Privacy Office listed below.
  • Your Rights Regarding Fundraising and Part 2 Records. If Oaklawn intends to use or disclose Part 2 records for fundraising, Oaklawn will first allow you the opportunity to opt out of any fundraising communications.

MICHIGAN & FEDERAL LAW PROTECTIONS

Both federal and Michigan law protects your health information. In situations where both laws apply, we will comply with the law that is most protective of your health information or gives you additional rights. When Michigan law provides greater privacy protections, we follow Michigan law.  This includes additional protections for certain types of health information, such as:

  • Mental health records and psychotherapy notes
  • Substance use disorder treatment records
  • HIV/AIDS related information

Genetic information

YOUR RIGHTS

When it comes to your health information, you have certain rights. This section explains your rights and some of our responsibilities to help you.

  • Access to records
    • You can ask to see or get an electronic or paper copy of your medical record and other health information we have about you. Ask us how to do this.
    • We will provide a copy or a summary of your health information, usually within 30 days of your request. We may charge a reasonable, cost-based fee.
  • Accounting of Disclosures (list of information shared)
    • You can ask for a list (accounting) of the times we’ve shared your health information 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). We’ll provide one accounting a year for free but may charge a reasonable, cost-based fee if you ask for another one within 12 months.
  • Correcting records (amendments)
    • You can ask us to correct health information about you that you think is incorrect or incomplete. Ask us how to do this.
    • We may say “no” to your request, but we’ll tell you why in writing within 60 days.
  • 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.
  • Restrictions
    • You can ask us not to use or share certain health information 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 information for the purpose of payment or our operations with your health insurer. We will say “yes” unless a law requires us to share that information.
  • 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.
  • 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 health information.
    • We will make sure the person has this authority and can act for you before we take any action.

OUR RESPONSIBILITIES

  • We are required by law to maintain the privacy and security of your protected health information.
  • We will let you know promptly if a breach occurs that may have compromised the privacy or security of your information.
  • 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 information other than as described here unless you tell us we can in writing. If you tell us we can, you may change your mind at any time. Let us know in writing if you change your mind.

COMPLAINTS

We will not retaliate against you for filing a complaint. If you feel your rights have been violated, you have the right to file a complaint:

  • You can complain if you feel we have violated your rights by contacting Oaklawn’s Privacy Officer by:
    • Sending a letter to Attn: Oaklawn Privacy Office200 N. Madison Street Marshall, MI 49068
    • Or by calling 269-789‑7576
  • 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

WRITTEN REQUESTS

All written requests should be submitted to Oaklawn’s Privacy Office at 200 N. Madison, Marshall, MI 49068.

COPIES OF NOTICE AND CHANGES

You have the right to obtain a paper copy of this Notice at any time, upon request, even if you have agreed to accept this Notice electronically. You may also obtain a copy at www.oaklawnhospital.org. Oaklawn may change its privacy practices at any time. Before Oaklawn makes an important change, Oaklawn will revise this Notice and post it in Oaklawn’s facilities and its website.

Under no circumstances will we ask you to waive your rights described in this Notice or retaliate against you in any manner for filing a complaint.

This Notice was published and became effective on February 9, 2017 (Revised 2/2026)