Privacy Policy and Notice of Privacy Practices

 Effective Date: [02/18/2022],  Last Updated: [10/22/2024]

This Notice of Privacy Practices ("Notice") describes how Yours Truly Inc and its affiliated companies – Yours Truly Home Care, Blake Home Health Inc, Lioness Community Care of VA LLC and Saving Grace Home Care LLC ("we," "us," or "our") collects, uses, discloses, and protects Protected Health Information (PHI)and personally identifiable information in accordance with the Health Insurance Portability and Accountability Act (HIPAA), the Virginia Health Records Privacy Act, Virginia Medicaid (DMAS) regulations, and other applicable federal and state laws.

We are committed to safeguarding the confidentiality and integrity of the personal and health information of our clients, employees, and job candidates.

1. Information We Collect

We may collect and maintain the following types of personal, medical, and employment-related information:

From Clients, Employees, and Candidates:

• Full  name, date of birth, address, phone number, and Social Security number
• Medicaid  ID and other insurance details
• Medical  history, diagnoses, treatment plans, Plan of Care documents, and  assessments
• Service  records, caregiver documentation, and schedules
• Emergency  contact and legal representative details
• Timesheets,  clock-in and clock-out records
• Banking  or direct deposit information (as authorized)
• Verbal  or written communications related to the provision of services

From Employees (New Hire or HR Processes):

• Employment  application data and new hire documents
• Demographic  details, including gender and dependent/beneficiary information
• HR forms, benefit elections, and payroll documentation
• Information provided through surveys, forms, or during communication with HR

From Third Parties:

• Information from health care providers, insurance carriers, agents, or brokers
• Claims data, eligibility status, and benefit/payment information
• Employment or coverage verification from prior employers

2. Why We Collect Personal Information

We collect and use this information to:

• Provide home care, personal care, and nursing care services
• Coordinate services with healthcare professionals and case managers
• Bill Medicaid, Medicare, or other insurance providers
• Process payroll and manage employee benefits
• Run recruiting and hiring process
• Establish  and maintain accurate personnel records
• Ensure  service quality and compliance with DMAS and legal standards
• Determine eligibility for coverage or employment

Certain information is retained after employment or coverage ends, as required by law.

3. How We Protect Personal Information

We implement administrative, technical, and physical safeguards to protect your data. This includes:

• Secure storage of files and electronic systems
• Access restrictions to authorized personnel only
• Regular training of staff on privacy policies and legal obligations

Employees and contractors who handle sensitive information are required to follow these safeguards at all times.

4. When and How We Disclose Personal Information

We may share personal information in the following situations:

• With  Affiliates: Within the Yours Truly Inc organization or related      entities, where legally permissible
• With Third Parties: Only as allowed or required by law, or with written authorization
• Legal and Regulatory Compliance: To respond to subpoenas, law enforcement      requests, or audits
• Service  Providers: Attorneys, auditors, insurers, or agents assisting with      business operations
• Healthcare  Coordination: To communicate with healthcare providers, Medicaid, or case managers
• Authorized  Representatives: As directed in writing by the client or employee
• Payment: To bill Medicaid, Medicare, or other health insurance providers
• Healthcare Operations: To evaluate service quality, manage staff, or perform      business-related tasks

Additionally, we may disclose PHI when required by law to:

• Public health agencies and oversight entities
• Adult Protective Services or law enforcement in cases of abuse or neglect
• Regulatory authorities such as DMAS, VEC during audits or investigations
• Courts or legal proceedings with valid orders or subpoenas

We do not sell or disclose your personal information to third parties for marketing or commercial purposes.

5. Your Rights

You have the right to:

• Access  your personal or health information
• Request corrections to inaccurate or incomplete data
• Request restrictions on how your information is used or disclosed (subject to      legal limitations)
• Receive communication in a confidential or alternative manner (e.g., different  address)
• File a complaint if you believe your privacy rights have been violated

To exercise your rights or request corrections, please contact our Privacy Officer using the information below.

6. Changes to This Notice

We reserve the right to update or revise this Notice at any time. The most current version will be posted at our office and provided upon request.

7. Contact Information

If you have any questions, concerns, or would like to exercise your privacy rights, please contact:

Yours Truly Inc
Attn: Privacy Officer – Divy Chaurasia
Email: office@ytihomecare.com