Notice of HIPAA Privacy Practice

This section outlines the circumstances under which we may use or share your Protected Health Information. Any other uses or disclosures not mentioned in this Notice will require your written authorization.

Except as outlined below, we will not use or share your Protected Health Information without your signed authorization or that of your legal representative. To obtain an authorization form, please contact our HIPAA Privacy Administration office at the address provided. You or your legal representative can revoke this authorization in writing at any time, unless we have already acted based on it or if it was required to obtain your LTC coverage or process a claim. Additionally, if we have psychotherapy notes about you, those will only be shared with your written authorization.

We may use and share your Protected Health Information as needed for your treatment. For instance, we might disclose your current health status to licensed healthcare providers during claims processing to help them manage, coordinate, and deliver your care.

We may use and share your Protected Health Information as needed for payment purposes. For example, when you submit a claim for LTC benefits, we may request medical records from your doctor or healthcare facility to assess your eligibility for benefits under your insurance policy and to process your claims.

We may use and share your Protected Health Information as necessary for our health care operations. This includes activities such as underwriting, premium rating, and other processes related to issuing, renewing, or replacing LTC Coverage, as well as reinsurance. For example, when you apply for insurance, we may collect medical information from your healthcare provider or facility to assess your eligibility. We may also use and disclose your information for purposes such as medical reviews, legal services, business planning and development, auditing, and compliance programs, including fraud detection. Additionally, your Protected Health Information may be shared for customer service, managing our relationships with current and future customers, addressing internal grievances, and facilitating potential sales, transfers, mergers, or consolidations to make informed business decisions.

Unless you object, we may share your Protected Health Information with designated family members, friends, personal representatives, or others you identify as involved in your care or payment for that care. If you become incapacitated or face an emergency medical situation and cannot provide written approval, we may disclose information relevant to that person's involvement in your care or payment.

We may disclose your Protected Health Information to business associates—entities that perform functions or activities on our behalf or provide services that involve the use and disclosure of your information. This will only occur if the business associate needs the information to deliver a service, and they have contractually agreed to safeguard your Protected Health Information in accordance with HIPAA regulations.

We are allowed or required by law to make the following uses or disclosures of your Protected Health Information without your authorization:

•Disclosing Protected Health Information to state or local health authorities as mandated by law, including information about specific communicable diseases, injuries, births, deaths, and other necessary public health investigations.

•Disclosing Protected Health Information to a governmental agency or regulatory body responsible for healthcare oversight.

•Disclosing Protected Health Information to a coroner, medical examiner, or funeral director to help identify a deceased individual or determine the cause of death.

•Disclosing Protected Health Information to public health or other relevant authorities, as required by law, when there is reasonable suspicion of abuse, neglect, or domestic violence.

•Disclosing Protected Health Information to the Food and Drug Administration (FDA) for matters concerning the quality, safety, or effectiveness of FDA-regulated products or activities.

•Disclosing Protected Health Information when required by law, such as in response to a court order, administrative subpoena, or discovery request, or for law enforcement purposes as permitted by law, provided we have met all administrative requirements of the HIPAA Privacy Rule. We may also share Protected Health Information with any governmental agency or regulator related to a complaint you have filed or during a regulatory agency examination.

•Disclosing Protected Health Information for specific research purposes when that research is approved by an institutional review board that has established rules to safeguard privacy.

•Disclosing Protected Health Information as required by military services if you are a member of the armed forces.

•Disclosing Protected Health Information to federal officials for activities related to intelligence, counterintelligence, and other national security purposes as authorized by law.

•Releasing Protected Health Information to federal officials for intelligence, counterintelligence, and other national security activities as permitted by law.

•Disclosing Protected Health Information to prevent a serious threat to someone's health or safety, including sharing information with government or disaster relief agencies to enable them to fulfill their responsibilities in specific disaster situations.

You have the right to request limitations on how we use or disclose your Protected Health Information (PHI) for treatment, payment, or healthcare operations, as well as any disclosures to individuals involved in your care or payment, such as family members or friends. To make a request, please submit it in writing to our HIPAA Privacy Administration office at the address below. While we will review your request, we are not obligated to accept it. If we do agree to the restriction, we will adhere to your wishes but reserve the right to terminate the restriction if necessary.

In your request, please specify: (1) the information you want to limit; (2) whether the limit applies to our use, disclosure, or both; and (3) to whom the limits should apply (e.g., disclosures to your spouse or parent). We cannot agree to restrictions on uses or disclosures of PHI that are legally required or essential for our business operations.

You have the right to request that we communicate with you about your Protected Health Information (PHI) in a specific manner or at a particular location if you believe that standard communication could put you at risk. This request must be submitted in writing to the address provided below and should specify how or where you would like to be contacted. We will make every effort to accommodate reasonable requests.

In most cases, you have the right to review and request a copy of your Protected Health Information that we hold. To do so, please submit a written request to our HIPAA Privacy Administration office at the address provided below. Be sure to specify the format you prefer for the records (either paper or electronic), and we will provide them in that format if it is readily available. You may also request that we send your Protected Health Information to another person; just ensure your signed written request includes the recipient's name and contact details.

We may deny access to certain Protected Health Information, such as psychotherapy notes and information collected in connection with administrative claims or legal proceedings. If your request is denied, we will inform you in writing. You have the right to request a review of this denial by submitting a written request to our HIPAA Privacy Administration office at the address below.

Please note that we may charge a fee for the costs associated with copying, mailing, or other supplies related to your request. We will inform you of these costs, and you can choose to withdraw or modify your request before any charges are incurred. If your request to inspect or obtain a copy of your Protected Health Information is denied, you can still request a review of that denial.

You have the right to request an amendment to your Protected Health Information if you believe it is inaccurate or incomplete. Please submit your request in writing to our HIPAA Privacy Administrator office at the address provided below. If we accept your request, we will update the relevant records and inform any parties to whom we have disclosed the incorrect information.

We may deny your request if you seek to amend information that is accurate and complete, was not created by us (unless the original creator is unavailable), is not part of the Protected Health Information we maintain, or is not information you would be allowed to inspect and copy. If your request is denied, we will provide an explanation and inform you of your rights regarding the amendment request.

You have the right to request an accounting or list of disclosures we have made of your Protected Health Information. Please note that this list will exclude disclosures made for payment or healthcare operations, those related to national security, law enforcement, corrections personnel, disclosures made under your authorization, or those provided directly to you.

To request this list, please submit your request in writing to our HIPAA Privacy Administrator office at the address below. Your request must specify the time period for which you would like to receive the list of disclosures, which cannot exceed six years prior to the date of your request. The first list you request within a 12-month period will be provided at no charge. We may charge for any additional requests within the same 12-month timeframe. We will inform you of any costs involved, and you may choose to withdraw or modify your request before any charges are incurred.

As required by law, RWM will notify you within 60 days of any breach involving your unsecured PHI.

If you believe your privacy rights have been violated, you can file a complaint with us or with the Secretary of the Department of Health and Human Services. To file a complaint with us, please submit a written complaint to our HIPAA Privacy Administration office at the address below. Rest assured, RWM will not retaliate against you for filing a complaint.

For more information about this Notice or RWM's privacy practices, please contact Rwamashongye Wealth Management at 6607 NE 55th Street, Vancouver, WA 98661, ATTN: Authorization Administrator – Andrew Rwamashongye.