Department of Human Services WV Bureau for Medical Services
Department of Human Services
WV Bureau for Medical Services
Department of Human Services
WV Bureau for Medical Services

Notice of Privacy Practices

West Virginia Department of Human Services
Bureau for Medical Services 
350 Capitol Street, Room 251 
Charleston, West Virginia 25301-3709 
(304) 558-1700
 
 If you have questions about this notice, please contact Client Services at 1-800-642-8599 or the Privacy Officer at the above address or phone. 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. 
  
PRIVACY AND YOU  

Your health information is private and confidential. The West Virginia Medicaid Program is required to protect your personal health information. When your doctors, dentists, clinics, laboratories, or hospitals request approval or payment for your care, they send us certain medical details. We are legally obligated to provide you with this Notice explaining how we protect and maintain the privacy of your health information.
 
CHANGES TO NOTICE OF PRIVACY PRACTICES  

Everyone who works for Medicaid—including employees, students, volunteers, and others under Medicaid's direct supervision—must follow the rules in this Notice. Medicaid can change these privacy rules at any time. If we do make changes, we will send a new Notice to everyone who has Medicaid. We also must give this Notice to anyone who asks for it. It explains our privacy rules and our legal responsibilities for protecting your health information.​
  
 WHY WE MAY USE OR SHARE YOUR HEALTH INFORMATION:

To view a list of reasons your health information may be used or shared, please cli​​ck here.

 

WEST VIRGINIA HEALTH INFORMATION NETWORK'S HEALTH INFORMATION EXCHANGE

The Bureau for Medical Services will participate  in a Health Information Exchange (HIE).  An HIE is primarily a secure electronic data sharing network.  In accordance with federal and state privacy regulations, regional healthcare providers participate in the HIE to exchange patient information to facilitate health care, avoid duplication of services, such as tests, and to reduce the likelihood that medical errors will occur.

The HIE allows your health information to be securely shared with authorized healthcare providers, such as hospitals, health systems, and doctors. This information is shared for purposes related to your treatment, payment for your care, and other healthcare operations. Examples of this health information may include:

  • General laboratory, pathology, transcribed radiology reports and Electrocardiogram (EKG) images
  • Results of outpatient diagnostic testing (Gastro internal (GI) testing, cardiac testing, neurological testing, etc.)
  • Health maintenance documentation/medication
  • Allergy documentation/immunization profiles
  • Progress notes/Urgent Care visit progress notes
  • Consultation notes
  • Inpatient operative reports
  • Discharge summary/Emergency Room (ER) visit discharge summary notes
All participating healthcare providers who provide services to you will be able to access.

Your health information can be shared through the West Virginia Health Information Network's (WVHIN) HIE.
Healthcare providers who are involved in your care and use the HIE will be able to see your health information. Providers who are not treating you will not have access. Your information may also be shared when needed for referrals, consultations, treatment, or services like pharmacy or lab work.

All providers who use the HIE must follow strict rules about how they use and share your information.

You won't be able to pick which providers can see your information—any provider involved in your care who uses the HIE will have access. If you agree with this, you don't need to do anything—you're automatically included in the HIE.
If you don't want your health information shared through the HIE, you can “opt out." That means your doctors, hospitals, and insurance companies won't be able to view your information through the WVHIN.

To
opt out, you can visit www.wvhin.org or call 1-844-468-5755.


WRITTEN PERMISSION

Medicaid may use or share your information only in specific, limited ways. If we wish to use your health information for any purpose not described above, we must first get your written permission. You have the right to withdraw that permission at any time by providing written notice.
 
WHAT ARE MY PRIVACY RIGHTS?

To view your privacy rights, please click here.

IMPORTANT

Medicaid does not keep full copies of your medical records. If you would like to view, request a copy of, or make changes to your medical record, please contact your doctor, dentist, clinic, or health plan directly. If you are enrolled in a Managed Care plan, the plan may have information about the bills they've paid for you since you joined. To access or request copies of those records, please contact your Managed Care plan.
 
HOW DO I ASK ABOUT MY PRIVACY RIGHTS?

If you want to use any of the privacy rights explained in this Notice, please call or write us at: 
 Client Services
West Virginia Department of Human Services
350 Capitol Street
Charleston, West Virginia 25301-3711
Phone (304) 558-2400 or (800) 642-8589 or Fax (304) 558-4501
 
 HOW DO I FILE A COMPLAINT?

 If you think your privacy rights have been violated and wish to complain, you may contact:
  Privacy Officer 
Bureau for Medical Services 
350 Capitol Street, Room 251 
Charleston, West Virginia 25301-3709 
Phone (304) 558-1700 or Fax (304) 558-4397
 
 Privacy Officer 
West Virginia Department of Human Services
One Davis Square, Suite 226
Charleston, West Virginia 25301 
Phone (304) 558-1255 or Fax (304) 558-1130
 
 Secretary of the U. S. Department of Health and Human Services 
Office for Civil Rights ​

U.S. Department of Health and Human Services
801 Market Street, Suite 9300
Philadelphia, PA 19107-3134
Customer Response Center (800) 368-1019
Fax (202) 619-3818
TDD (800) 537-7697
Email ocrmail@hhs.gov

 

 NO RETALIATION

 Medicaid cannot take away your health care benefits or retaliate in any way if you file a complaint or use any of the privacy rights in this Notice. 
 
QUESTIONS

 

If you have questions about this notice and want more information, please contact the Privacy Officer at the West Virginia Department of Human Services, Bureau for Medical Services by phone (304) 558-1700 or by fax at (304) 558-4397. 
Copies of this notice are available at local county offices of the West Virginia Department of Human Services. It's also available by email. To request a copy, contact the Bureau for Medical Services at the address listed above.