Notice of Privacy Practices



Effective: October 1, 2006
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At Magnolia Health your privacy is important to us. We will do all we can to protect your health records. By law, we must protect your health records and send you this notice.

This notice tells you how we use your health records. It describes when we can share your records with others. It explains your rights about the use of your health records. It also tells you how to use those rights and who can see your health records. This notice does not apply to information that does not identify you.

When we talk about your health records in this notice, it includes any information about all of your health services while you are a member of Magnolia. This includes providing health care to you. It also includes payment for your health care while you are our consumer.

Please note: You will also receive a Privacy Notice from the State of Mississippi outlining their rules for your health records. Other health plans and health care providers may have other rules when using or sharing your health records. We ask that you get a copy of their Privacy Notices and read them carefully. We are required to follow the privacy practices described in this Notice, but we may change our privacy practices and this Notice at any time. If we make changes, we will put a new Notice on this page. You may request a copy of the new Notice by calling the customer service number in your member handbook or materials.

How We Use or Share Your Health Records

We use protected health information (PHI) and share it with others for a variety of reasons. Examples of the types of persons who have access to your PHI are our customer services representatives, our care managers, our medical professionals, our claims administration staff, your group health plan if it complies with the law, and public authorities that are permitted access under the law. Sometimes we must have your written agreement to share PHI. Sometimes we are allowed by law to use or share your PHI without your written agreement. Here are ways we may use or share your health records:

  • To help pay your medical bills given to us by health care providers.
  • To help your health care providers give you the proper care. For example, if you are in the hospital, we may give them your records sent to us by your doctor.
  • To help manage your health care. For example, we might talk to your doctor to suggest a disease or wellness program that could help improve your health.
  • To help resolve any appeals or grievances filed by you or a health care provider with Magnolia or the State of Mississippi.
  • To assist others who help us provide your health services. We will not share your records with these outside groups unless they agree to protect your records.
  • For public health or disaster relief efforts.
  • To remind you if you have a doctor’s visit coming up.
  • To give you information about other health care treatments and programs, such as information on how to stop smoking or lose weight.

State and federal laws may call for us to give your health records to others for the following reasons:

  • To state and federal agencies that control us.
  • For public health actions. For example, the Food and Drug Administration may need to check or track medicines and medical device problems.
  • To public health groups if we believe there is a serious public health or safety threat. For example, we may share information with a 911 dispatcher if you are involved in an emergency incident.
  • To a health oversight agency for certain activities, such as audits, inspections, licensure and disciplinary actions.
  • To a court or administrative agency. For example, we may release information if it is required under the settlement terms of litigation.
  • To law enforcement. For example, we may give your records to a law enforcement officer to identify or find someone who is a suspect, fugitive, material witness, or missing person. In addition, we may release information in response to court order, warrant or summons.
  • To a government person about child abuse, neglect or violence in your home.
  • To a coroner or medical examiner to identify a dead person or help find a cause of death or to a funeral director to help them carry out their duties.
  • For organ transplant purposes.
  • For special government roles, such as military and veteran activities, national security and intelligence activities, and to help protect the President and others.
  • Regarding job-related injuries due to your state’s worker compensation laws.

If one of the above reasons does not apply, we must get your written approval to use or share your health records with others. If you change your mind, you may stop your written approval at any time.

If sharing your health information is not allowed by or limited by a state law, we will obey the law that better protects your health information.

What Are Your Rights?

The following are your rights about your health records. If you would like to use any of the following rights, please contact us. We can be reached at 866-912-6285.

  • You have the right to ask us to give your records only to certain people or groups and to say for what reasons. You also have the right to ask us to stop your records from being given to family members or others who are involved in your health care. Please note that while we will try to follow your wishes, the law does not make us do so.
  • You have the right to ask to get confidential communications of your health records. For example, if you believe that you would be harmed if we send your records to your current mailing address, you can ask us to send your health records by other means. Other means might be fax or an alternate address.
  • You have the right to view and get a copy of all the records we keep about you in your designated record set. This consists of anything we use to make decisions about your health. It includes enrollment, payment, claims processing and medical management records.

You do not have the right to get certain types health records. We may decide not to give you the following:

  • Information contained in psychotherapy notes.
  • Information collected in reasonable anticipation of, or for use in a court case or another legal proceeding.
  • Information subject to certain federal laws about biological products and clinical laboratories.
  • In certain situations, we may not let you get a copy of your health records. You will be informed in writing. You may have the right to have our action reviewed.
  • You have the right to ask us to make changes to wrong or incomplete health records we keep about you. These changes are known as amendments. We need you to ask for the change in writing. You need to give a reason for your change(s). We will get back to you in writing no later than 60 days after we receive your letter. If we need additional time, we may take up to another 30 days. We will inform you of any delays and the date when we will get back to you.

If we make your changes, we will let you know they were made. We will also give your changes to others who we know have your health records and to other persons you name. If we choose not to make your changes, we will let you know why in writing. You will have a right to submit a letter disagreeing with us. We have a right to answer your letter. You then have the right to ask that your original request for changes, our denial and your second letter disagreeing with us be put with your health records for future disclosures.

  • You have the right to receive a list of certain times we have given your health records to others during the past six years. By law, we do not have to give you a list of the following:
  • Any health records collected prior to October 1, 2006.
  • Health records given or used for treatment, payment and health care operations purposes.
  • Health records given to you or others with your written approval.
  • Information that is incidental to a use or disclosure otherwise permitted.
  • Health records given to persons involved in your care or for other notification purposes.
  • Health records used for national security or intelligence purposes.
  • Health records given to prisons, police, FBI and others who enforce laws or health oversight agencies.
  • Health records given or used as part of a limited data set for research, public health or health care operations purposes.

Your request must be in writing. We will act on your request within 60 days. If we need more time, we may take up to another 30 days. Your first list will be free. We will give you one free list every 12 months. If you ask for another list within 12 months, we may charge you a fee. We will tell you the fee in advance and give you a chance to take back your request.

Using Your Rights

  • You have a right to get a copy of this notice at any time. We reserve the right to change the terms of this notice. Any changes in our privacy practices will apply to all the health records that we keep. If we make changes, we will send a new notice to you.
  • If you have any questions about this notice or how we use or share your health records, please call. We can be reached at 866-912-6285. That office is open Monday: 8a.m. - 8p.m. Tuesday - Friday: 8a.m. - 5p.m. Weekend Hours: 8a.m. - 5p.m., the second weekend of each month.

If you believe your privacy rights have been violated, you may write a letter of complaint to:

Privacy Official
111 East Capitol Street, Suite 500
Jackson, MS 39201

You may also contact the Secretary of the United States Department of Health and Human Services:

Region IV – Atlanta (Alabama, Florida, Georgia, Kentucky, Mississippi, North Carolina, South Carolina, Tennessee)
Roosevelt Freeman, Regional Manager
Office for Civil Rights
U.S. Department of Health and Human Services
Atlanta Federal Center, Suite 3B70
61 Forsyth Street, S.W.
Atlanta, GA 30303-8909
Phone (404) 562-7886
FAX (404) 562-7881
TDD (404) 331-2867