Policies

HIA Financial is committed to protecting the privacy of our clients’ personal and health information. All of our employees are required to sign confidentiality agreements and are required to comply with our confidentiality policies. You may obtain a copy of our Notice of Privacy Practices here.

Notice of Privacy Practices

THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE READ IT CAREFULLY.

This Notice of Privacy Practices describes the legal obligations of following plans serviced by HIA Financial (the “Plans”) and your legal rights regarding your protected health information held by the Plan under the Health Insurance Portability and Accountability Act of 1996 (HIPAA), as amended by the Health Information Technology for Economic and Clinical Health Act (“HITECH”). This Notice has been drafted in accordance with the HIPAA Privacy Rule, contained the in the Code of Federal Regulations at 45 CFR Parts 160 and 164. Terms not defined in this Notice have the same meaning as they have in the HIPAA Privacy Rule.

Among other things, this Notice describes how your protected health information may be used or disclosed to carry out treatment, payment, or health care operations, or for any other purposes that are permitted or required by law.

We are required to provide this Notice of Privacy Practices (the “Notice”) to you pursuant to HIPAA.

The HIPAA Privacy Rule protects only certain medical information known as “protected health information.” Generally, protected health information is individually identifiable health information, including demographic information, collected from you or created or received by a health care provider, a health care clearinghouse, a health plan, or your employer on behalf of a group health plan that relates to:

1. Your past, present or future physical or mental health or condition;
2. The provision of health care to you; or
3. The past, present or future payment for the provision of health care to you.

If you have any questions about this Notice or about our privacy practices, please contact the Principal Agent of HIA Financial at (248) 349-8680.

Effective Date

This Notice is effective July 23, 2024, or otherwise the date this notice was published or printed.

Our Responsibilities

We are required by law to:

• Maintain the privacy of your protected health information;
• Inform you promptly if a breach occurs that may have compromised the privacy or security of your information;
• Provide you with certain rights with respect to your protected health information;
• Provide you with a copy of this Notice of our legal duties and privacy practices with respect to your protected health information;
• Follow the terms of the Notice that is currently in effect; and
• Not use or share your information other than as described here unless you tell us in writing that we can. If you tell us we can share information, you may change your mind at any time and advise us in writing of such change.

We reserve the right to change the terms of this Notice and to make new provisions regarding your protected health information that we maintain, as allowed or required by law. If we make any material change to this Notice, we will provide you with a copy of our revised Notice of Privacy Practices by email or mail to your last-known address on file.

How We May Use and Disclose Medical Your Protected Health Information

Under the law, we may use or disclose your protected health information under certain circumstances without your permission. The following categories describe the different ways that we may use and disclose your protected health information. For each category of uses or disclosures we will explain what we mean and present some examples. Not every use or disclosure in a category will be listed. However, all of the ways we are permitted to use and disclose information will fall within one of the categories.

For Treatment

We may use or disclose your protected health information to facilitate medical treatment or services by providers. We may disclose medical information about you to providers, including doctors, nurses, technicians, medical students, or other hospital personnel who are involved in taking care of you. For example, we might disclose information about your prior prescriptions to a pharmacist to determine if prior prescriptions contra indicate a pending prescription.

For Payment

We may use or disclose your protected health information to determine your eligibility for Plan benefits, to facilitate payment for the treatment and services you receive from health care providers, to determine benefit responsibility under the Plan, or to coordinate Plan coverage. For example, we may tell your health care provider about your medical history to determine whether a particular treatment is experimental, investigational, or medically necessary, or to determine whether the Plan will cover the treatment. We may also share your protected health information with a utilization review or pre-certification service provider. Likewise, we may share your protected health information with another entity to assist with the adjudication or subrogation of health claims or to another health plan to coordinate benefit payments.

For Health Care Operations

We may use and disclose your protected health information for other Plan operations. These uses and disclosures are necessary to run the Plan. For example, we may use medical information in connection with conducting quality assessment and improvement activities; underwriting, premium rating, and other activities relating to Plan coverage; submitting claims for stop-loss (or excess-loss) coverage; conducting or arranging for medical review, legal services, audit services, and fraud & abuse detection programs; business planning and development such as cost management; and business management and general Plan administrative activities. If use or disclosure of protected health information is made for underwriting purposes, any such protected health information that is genetic information of an individual is prohibited from being used or disclosed.

To Business Associates

We may contract with individuals or entities known as Business Associates to perform various functions on our behalf or to provide certain types of services. In order to perform these functions or to provide these services, Business Associates will receive, create, maintain, use and/or disclose your protected health information, but only after they agree in writing with us to implement appropriate safeguards regarding your protected health information. For example, we may disclose your protected health information to a Business Associate to administer claims or to provide support services, such as utilization management, pharmacy benefit management or subrogation, but only after the Business Associate enters into a Business Associate Agreement with us.

As Required by Law

We will disclose your protected health information when required to do so by federal, state or local law, including with the Department of Health and Human Services if it wants to see that we are complying with federal privacy law. For example, we may disclose your protected health information when required by national security laws or public health disclosure laws.

To Assist with Public Health and Safety Issues

We may use and disclose your protected health information when necessary to prevent a serious threat to your health and safety, or the health and safety of the public or another person. Any disclosure, however, would only be to someone able to help prevent the threat. For example, we may disclose your protected health information in a proceeding regarding the licensure of a physician.

To Plan Sponsors

For the purpose of administering the plan, we may disclose to certain employees of the Employer protected health information. However, those employees will only use or disclose that information only as necessary to perform plan administration functions or as otherwise required by HIPAA, unless you have authorized further disclosures. Your protected health information cannot be used for employment purposes without your specific authorization.

Special Situations

In addition to the above, the following categories describe other possible ways that we may use and disclose your protected health information. For each category of uses or disclosures, we will explain what we mean and present some examples. Not every use or disclosure in a category will be listed. However, all of the ways we are permitted to use and disclose information will fall within one of the categories.

Organ and Tissue Donation

If you are an organ donor, we may release your protected health information to organizations that handle organ procurement or organ, eye or tissue transplantation or to an organ donation bank, as necessary to facilitate organ or tissue donation and transplantation.

Military and Veterans

If you are a member of the armed forces, we may release your protected health information as required by military command authorities. We may also release protected health information about foreign military personnel to the appropriate foreign military authority.

Workers’ Compensation

We may release your protected health information for workers’ compensation or similar programs. These programs provide benefits for work-related injuries or illness.

Public Health Risks

We may disclose your protected health information for public health actions. These actions generally include the following:

• To prevent or control disease, injury or disability;
• To report births and deaths;
• To report child abuse or neglect;
• To report reactions to medications or problems with products;
• Tonotify people of recalls of products they may be using;
• To notify a person who may have been exposed to a disease or may be at risk for contracting or spreading a disease or condition;
• To notify the appropriate government authority if we believe a patient has been the victim of abuse, neglect or domestic violence. We will only make this disclosure if you agree or when required or authorized by law.

Health Oversight Activities

We may disclose your protected health information to a health oversight agency for activities authorized by law. These oversight activities include, for example, audits, investigations, inspections, and licensure. These activities are necessary for the government to monitor the health care system, government programs, and compliance with civil rights laws.

Lawsuits and Disputes

If you are involved in a lawsuit or a dispute, we may disclose your protected health information in response to a court or administrative order. We may also disclose your protected health information in response to a subpoena, discovery request, or other lawful process by someone else involved in the dispute, but only if efforts have been made to tell you about the request or to obtain an order protecting the information requested.

Law Enforcement

We may release protected health information if asked to do so by a law enforcement official:

• In response to a court order, subpoena, warrant, summons or similar process;
• To identify or locate a suspect, fugitive, material witness, or missing person;
• About the victim of a crime if, under certain limited circumstances, we are unable to obtain the person’s agreement;
• About a death we believe may be the result of criminal conduct;
• About criminal conduct on our premises; and
• In emergency circumstances to report a crime; the location of the crime or victims; or the identity, description or location of the person who committed the crime.

Coroners, Medical Examiners, and Funeral Directors

We may release protected health information to a coroner or medical examiner. This may be necessary, for example, to identify a deceased person or determine the cause of death. We may also release protected health information to funeral directors as necessary for their duties.

National Security and Intelligence Activities

We may release your protected health information to authorized federal officials for intelligence, counterintelligence, and other national security activities authorized by law.

Inmates

If you are an inmate of a correctional institution or under the custody of a law enforcement official, we may disclose your protected health information to the correctional institution or law enforcement official. This release would be if necessary: (1) for the institution to provide you with health care; (2) to protect your health and safety or the health and safety of others; or (3) for the safety and security of the correctional institution.

To Avert a Serious Threat to Health or Safety

We may use and disclose your protected health information when necessary to prevent a serious threat to your health and safety, or the health and safety of the public or another person. Any disclosure, however, would only be to someone able to help prevent the threat.

Research

We may use and disclose your protected health information for research purposes in certain limited circumstances. We will obtain your written authorization to use your protected health information for research purposes except when an Internal Review Board or Privacy Board has determined that the waiver of your authorization satisfies the following: (i) The use or disclosure involves no more than a minimal risk to your privacy based on the following: (A) An adequate plan to protect the identifiers from improper use and disclosure; (B) An adequate plan to destroy the identifiers at the earliest opportunity consistent with the research, unless there is a health or research justification for retaining the identifiers or such retention is otherwise required by law; and (C) Adequate written assurances that the protected health information will not be reused or disclosed to any other person or entity (except as required by law) for authorized oversight of the research study, or for other research for which the use or disclosure would otherwise be permitted; (ii) The research could not practicably be conducted without the waiver; and (iii) The research could not practicably be conducted without access to and use of the protected health information.

Your Rights

You have the following rights regarding protected health information we maintain about you:

• Right to Inspect and Copy. You have the right to inspect and copy your protected health information maintained in enrollment, payment, claims determination, case, or medical management record systems, or other records that are used to make decisions about your care or payment for your care. If the information you request is maintained electronically and you request an electronic copy, we will provide a copy in the electronic form and format you request, if it is readily producible. If it is not readily producible, we will work with you to provide it in a readable electronic form and format. To inspect and copy your protected health information, you must submit your request in writing to the Plan Administrator. If you request a copy of the information, we may charge a fee for the costs of copying, mailing, or other supplies associated with your request. We may deny your request to inspect and copy in certain limited circumstances. If you are denied access to your protected health information, you may request that the denial be reviewed. If the law requires such review, another licensed health care professional chosen by the Plan will review your request and the denial. The person conducting the review will not be the person who denied your request, and we will comply with the outcome of the review.
• Right to Amend. If you feel that protected health information we have about you is incorrect or incomplete, you may ask us to amend the information. You have the right to request an amendment for as long as the information is kept by or for the Plan. To request an amendment, you must submit your request in writing to the Plan Administrator. You must provide a reason that supports your request. We may deny your request for an amendment if it is not in writing or does not include a reason to support the request. In addition, we may deny your request if you ask us to amend information that:
• Is not part of the protected health information kept by or for the Plan;
• Was not created by us, unless the person or entity that created the information is no longer available to make the amendment;
• Is not part of the information that you would be permitted to inspect and copy; or
• Is accurate and complete.
• Right to an Accounting of Disclosures. You have the right to request an “accounting of disclosures.” This is a list of the disclosures we made of your protected health information. To request an accounting of disclosures, you must submit your request in writing to the Plan Administrator. Your request must state a time period, which may not be longer than six years and may not include dates before April 14, 2003. Your request should indicate in what form you want the list (for example, on paper or electronically). The first list you request within a 12-month period will be free. For additional lists, we may charge you for the costs of providing the list. We will notify you of the cost involved and you may choose to withdraw or modify your request at that time before any costs are incurred.
• Right to Request Restrictions. You have the right to request a restriction or limitation on your protected health information we use or disclose for treatment, payment, or health care operations. You also have the right to request a limit on your protected health information we disclose to someone involved in your care or the payment for your care, such as a family member or friend. For example, you could ask that we not use or disclose information about a surgery you had. We are not required to agree to your request. If we do agree, we will comply with your request unless the information is needed to provide you emergency treatment. To request restrictions, you must make your request in writing to the Plan Administrator. In your request, you must tell us (1) what information you want to limit; (2) whether you want to limit our use, disclosure, or both; and (3) to whom you want the limits to apply, for example, disclosures to your spouse.
• Right to Request Confidential Communications. You have the right to request that we communicate with you about medical matters in a certain way or at a certain location. For example, you can ask that we send you explanations of benefits (EOBs) to a different address. To request confidential communications, you must make your request in writing to the Plan Administrator. We will not ask you the reason for your request. We will accommodate all reasonable requests if you clearly provide information that the disclosure of all or part of your protected health information could endanger you. Your request must specify how or where you wish to be contacted.
• Right to a Paper Copy of This Notice. You have the right to a paper copy of this Notice. You may ask us to give you a copy of this Notice at any time. Even if you have agreed to receive this Notice electronically, you are still entitled to apaper copy of this Notice. You may also obtain a copy of this Notice on our website.

Changes to This Notice

We reserve the right to change this Notice. We reserve the right to make the revised or changed Notice effective for protected health information we already have about you as well as any information we receive in the future. We will post a copy of the current Notice on our website. The Notice will contain the effective date on the first page. In addition, if there is a material change to this Notice, we will provide you with a revised Notice within 60 days of the material change.

Complaints

If you believe your privacy rights have been violated, you may file a complaint with the Plan or with the Secretary of the Department of Health and Human Services. To file a complaint with the Plan, contact the Plan Administrator at the address and phone number listed at the end of this Notice. All complaints must be submitted in writing. You will not be penalized for filing a complaint.

Other Uses of Protected Health Information

Other uses and disclosures of protected health information not covered by this Notice or the laws that apply to us will be made only with your written permission. If you provide us permission to use or disclose protected health information about you, you may revoke that permission, in writing, at any time. If you revoke your permission, we will no longer use or disclose protected health information about you for the reasons covered by your written authorization. You understand that we are unable to take back any disclosures we have already made with your permission, and that we are required to retain our records of the care that we provided to you.

If you have any questions about this Notice, please CONTACT US.

Personal Information

HIA Financial (“us”, “we”, or “our”) operates HIAFinancial.com (the “Site”).

This Privacy Policy informs you of our policies regarding the collection, use, and disclosure of Personal Information we receive from users of the Site.

We use your Personal Information only for providing and improving the Site. By using the Site, you agree to the collection and use of information in accordance with this policy.

Information Collection and Use

While using our Site, we may ask you to provide certain personally identifiable information that can be used to contact or identify you. Personally identifiable information may include but is not limited to your name, address, email address, or phone number (“Personal Information”). We do not sell, trade, or rent your Personal Information to others. This does not include information provided to trusted third parties who help us in operating our website.

We may use third parties to provide services to you such as conducting surveys and supplying email newsletters. If Personal Information is provided by us or by you directly to any of these third parties, we require that such information be maintained by them in confidence. You should also be aware that we may disclose information about you if required by law.

Log Data

Like many site operators, we collect information that your browser sends whenever you visit our Site (“Log Data”).

This Log Data may include information such as your computer’s Internet Protocol (“IP”) address, browser type, browser version, the pages of our Site that you visit, the time and date of your visit, and the time spent on those pages and other statistics.

In addition, we may use third-party services such as Google Analytics that collect, monitor, and analyze trends and your movement for aggregate use.

Log Data is not linked to your personally identifiable information.

Links To Other Sites

Occasionally, we may provide links to third-party sites on our website. We are not responsible for the content or information collection practices of those sites. The privacy policy of other sites may differ from our privacy policy. Please be sure to read the privacy policy of any third-party website before providing any Personal Information.

Cookies

Cookies are files with a small amount of data, which may include an anonymous unique identifier. Cookies are sent to your browser from a website and stored on your computer’s hard drive.

Like many sites, we use “cookies” to collect information. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Site.

Security

The security of your Personal Information is important to us, but remember that no method of transmission over the Internet, or method of electronic storage, is 100% secure. While we strive to use commercially acceptable means to protect your Personal Information, we cannot guarantee its absolute security.

Changes To This Privacy Policy

This Privacy Policy is effective as of 7/23/2024 and will remain in effect except with respect to any changes in its provisions in the future, which will be in effect immediately after being posted on this page.

We reserve the right to update or change our Privacy Policy at any time and you should check this Privacy Policy periodically. Your continued use of the Service after we post any modifications to the Privacy Policy on this page will constitute your acknowledgment of the modifications and your consent to abide and be bound by the modified Privacy Policy.

If we make any material changes to this Privacy Policy, we will notify you either through the email address you have provided us or by placing a prominent notice on our website.

Questions / Comments

If you have any questions or concerns about our website Privacy Policy, please CONTACT US.

Statement

HIA Financial (“us”, “we”, or “our”) operates HIAFinancial.com (the “Site”).

Your access to and use of this Site is subject to this Terms & Conditions Agreement and all applicable laws. By accessing and browsing this Site, you accept, without limitation or qualification, this Terms & Conditions Agreement. We may, at any time, revise this Terms & Conditions Agreement and you are bound by any such revisions. We suggest that you periodically visit this page to review this Terms & Conditions Agreement.

The graphic images and text contained on the Site are our exclusive property and, except for personal use, may not be copied, distributed, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording or otherwise, without prior permission. The content, arrangement, and layout of the Site, including but not limited to, the trademarks, service marks, text, and content, are proprietary and are protected from copying, imitation, communication, or simulation under domestic and international laws and are not to be reproduced, communicated, displayed, distributed, or transmitted without our prior written permission.

We strive to ensure that the information contained on the Site is accurate and reliable. However, errors may sometimes occur. Therefore, to the fullest extent permissible pursuant to applicable law, we disclaim all warranties, express or implied, as it relates to this Site. We are not responsible for any damages or injuries caused by the use of the Site, including, without limitation, viruses, omissions, or misstatements. We shall not be liable for any direct or indirect, special, consequential, or incidental damages that result from your use or inability to use this Site.

The Terms & Conditions Agreement shall be governed by the laws of the State of Michigan, without giving effect to any principles of conflicts of law. You agree that any action at law or equity arising out of or related to your use of the Site must be filed only in the state and federal courts located in the State of Michigan, and you submit to the personal jurisdiction of such courts.

Questions / Comments

If you have any questions or concerns about this Sites Terms & Conditions Agreement please CONTACT US.

HIA Financial (“us”, “we”, or “our”) operates HIAFinancial.com (the “Site”).

We are committed to facilitating the accessibility and usability of all its digital properties, including this Site, for all people with disabilities. We are in the process of implementing the relevant portions of the World Wide Web Consortium’s Web Content Accessibility Guidelines 2.1 Level AA (WCAG 2.1 AA) as its web accessibility standard. Our website will be tested periodically with assistive technology such as screen readers and screen magnifiers, as well as with users with disabilities who use these technologies.

Contact Us With Your Accessibility Questions

Please note that our efforts are ongoing. If at any time you have specific questions or concerns about the accessibility of any particular web page, please CONTACT US.

If you encounter an accessibility issue, please be sure to specify the web page in your email, and we will make all reasonable efforts to make that page accessible for you.