Notice of Privacy Practices | Cadence

The Effective Date of this HIPAA Notice of Privacy Practices (“Notice”) is June 1, 2025.

We are required by HIPAA to maintain the privacy of the protected health information (“PHI”) that we create, use, and disclose as a healthcare provider that received an order from your care provider to provide you with health care services.

This Notice applies to the following Cadence Covered Entities that make up the Cadence Organized Health Care Arrangement:

For our privacy policy notice, which applies to personal data that is not PHI, see https://www.cadence.care/privacy-policy.

SUMMARY

As further described in this Notice, you have the following rights and choices regarding your PHI, and we are permitted to use and disclose PHI in the following circumstances (among others described in this Notice) without your authorization:

Your Rights

You have the right to:

Your Choices

You have some choices in the way that we use and share PHI as we:

Our Uses and Disclosures

We may use and share your PHI as we:

1. YOUR RIGHTS

When it comes to your PHI, you have certain rights. This section explains your rights and some of our responsibilities to help you. To exercise your rights, please contact us using the contact information at the end of this notice.

Get an electronic or paper copy of your medical record

You can ask to see or get an electronic or paper copy of your medical record and other PHI we have about you.

We will provide a copy or a summary of your PHI, usually within 30 days of your request. We may charge a reasonable, cost-based fee.

Ask us to correct your medical record

You can ask us to correct PHI about you that you think is incorrect or incomplete.

We may say “no” to your request, but we’ll tell you why in writing within 60 days.

Request confidential communications

You can ask us to contact you in a specific way (for example, home or office phone) or to send mail to a different address.

We will say “yes” to all reasonable requests.

Ask us to limit what we use or share

You can ask us not to use or share certain PHI for treatment, payment, or our operations. We are not required to agree to your request, and we may say “no” if it would affect your care.

If you pay for a service or health care item out-of-pocket in full, you can ask us not to share that PHI for the purpose of payment or our operations with your health insurer. We will say “yes” unless a law requires us to share that PHI.

Get a list of those with whom we’ve shared PHI

You can ask for a list (accounting) of the times we’ve shared your PHI for six years prior to the date you ask, who we shared it with, and why.

We will include all the disclosures except for those about treatment, payment, and health care operations, and certain other disclosures (such as any you asked us to make). We’ll provide one accounting a year for free but will charge a reasonable, cost-based fee if you ask for another one within 12 months.

Get a copy of this Notice

You can ask for a paper copy of this Notice at any time, even if you have agreed to receive the Notice electronically. We will provide you with a paper copy promptly.

Choose someone to act for you

If you have given someone medical power of attorney or if someone is your legal guardian, that person can exercise your rights and make choices about your PHI.

We will make sure the person has this authority and can act for you before we take any action.

File a complaint if you feel your rights are violated

You can complain if you feel we have violated your rights by contacting us using the information below.

You can file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights by sending a letter to 200 Independence Avenue, S.W., Washington, D.C. 20201, calling 1-877-696-6775, or visiting https://www.hhs.gov/hipaa/filing-a-complaint/index.html.

We will not retaliate against you for filing a complaint.

2. YOUR CHOICES

For certain PHI, you can tell us your choices about what we share. If you have a clear preference for how we share your PHI in the situations described below, talk to us. Tell us what you want us to do, and we will follow your instructions.

In these cases, you have both the right and choice to tell us to:

If you are not able to tell us your preference, for example if you are unconscious, we may go ahead and share your PHI if we believe it is in your best interest. We may also share your PHI when needed to lessen a serious and imminent threat to health or safety.

In these cases, we never share your information unless you give us written permission:

In the case of fundraising: We may contact you for fundraising efforts, but you can tell us not to contact you again.

3. OUR USES AND DISCLOSURES

A. How do we typically use or share your health information?

We typically use or share your PHI in the following ways and are permitted to do so without seeking permission from you.

Treat you

We can use your PHI and share it with other professionals who are treating you.

For example, our care providers will review your PHI, provide you with information, and share your PHI with your treating doctors. As another example, we may use or disclose your PHI to provide you reminders, to give you information about treatment alternatives, or other health care services or benefits we provide. We may also reach out to you if we learn of different programs that you may benefit from or research opportunities to the extent we may do so under HIPAA.

Run our organization

We can use and share your PHI to run Cadence, improve your care, and contact you when necessary.

For example, we use health information about you to manage your treatment and services. We may also use artificial intelligence (AI)-enabled voice technology to help route incoming calls and assist with scheduling or administrative tasks. This system may collect limited information such as your name, date of birth, and reason for calling to ensure your inquiry is directed to the appropriate staff. It does not provide medical advice or make clinical decisions. All information collected through this system is treated as PHI and accessed only by authorized personnel. If you prefer not to interact with the AI system, you may request to speak directly with a human representative. As another example, we may use PHI to review our treatment and services and evaluate the performance of our staff in caring for our patients.

Participating in Health Information Exchanges

We may share your health information with one or more Health Information Exchanges (HIEs) to support treatment, care coordination, and other healthcare operations. This participation also allows us and other authorized healthcare providers involved in your care to securely access (pull) and use your medical information when needed.

You may opt out of HIE participation at any time by contacting our HIPAA Privacy Officer using the information provided at the end of this Notice. Cadence will not deny treatment to an individual because of the individual’s decision to opt out.

Bill for your services

We can use and share your PHI to bill and get payment from health plans or other entities.

For example, we give information about you to your health insurance plan so it will pay for your services.

B. How else can we use or share your health information?

We are also allowed or required to share your PHI without your permission in other ways — usually in ways that contribute to the public good, such as public health and research. We have to meet many conditions in the law before we can share your information for these purposes.

Help with public health and safety issues

We can share PHI about you for certain situations such as:

For example, we will provide information to government officials to conduct an investigation or inspection of a health care provider or organization.

Do research

We can use or share your PHI for health research.

For example, a study may involve a comparison of the health and recovery of patients who have received one intervention with those who have received another intervention or no intervention for the same condition.

Care Coordination and Health Services

Clinical Trial Outreach: We may use your health information to identify and contact you about clinical trial opportunities that may be relevant to your condition or care. Participation is always voluntary, and you may opt out of receiving these communications at any time by notifying us.

Comply with the law

We will share PHI about you if state or federal laws require it.

For example, we may disclose your PHI if the Department of Health and Human Services wants to see that we’re complying with HIPAA.

Work with a medical examiner

We can share PHI with a coroner or medical examiner when an individual dies.

For example, this may be necessary to determine cause of death or as necessary to carry out their duties.

Address workers’ compensation, law enforcement, and other government requests

We can use or share PHI about you:

For example, we make disclosures when a law requires us to respond to a request, and when a law requires that we report information to government agencies.

Respond to lawsuits and legal actions

We can share PHI about you in response to a court or administrative order, or in response to a subpoena.

For example, we make disclosures when a court orders us to do so.

4. OUR RESPONSIBILITIES

5. CHANGES TO THE TERMS OF THIS NOTICE

We can change the terms of this Notice, and the changes will apply to all PHI we have about you. The new Notice will be available upon request and on our web site.

6. A NOTE ABOUT REPRODUCTIVE HEALTH SERVICES

If we have facilitated your or provided you with reproductive health services, then we provide additional protection to the information about that care. “Reproductive health information” includes details related to pregnancy, contraception, pregnancy termination, fertility treatments, and other related services.

We may be asked to share your reproductive health information with others, such as law enforcement, courts, or government agencies. Before we do, the person or group requesting your reproductive health information must provide a statement, called an attestation, that certain conditions have been met. For example, we will obtain promises from a requestor of your PHI potentially related to your reproductive health services information in response to certain law enforcement requests, certain medical examiner or coroner requests, for certain health oversight purposes, and in certain legal proceedings.

In some legal situations, such as certain investigations into our provision of reproductive health services and your request for these services, HIPAA does not allow us to disclose your PHI. For example, if you seek reproductive health services that are legal in your state or travel out of state to obtain reproductive health services, we will not disclose your information to law enforcement or other authorities for the purpose of investigating, prosecuting, or imposing liability on you or your healthcare provider.

We will be cautious before treating someone as your personal representative if we believe you or your health may be put in danger related to your reproductive health.

7. ADDITIONAL INFORMATION

Other laws may further protect your medical information, such as state mental health confidentiality laws or HIV/AIDS confidentiality laws. We will protect that information according to those laws.

Some disclosures of your PHI may be to those who do not have a legal obligation to keep it private. For example, if you give us permission to disclose your PHI to someone who is not regulated by HIPAA, that person does not have to protect your PHI.

8. CONTACTING CADENCE

If you have any questions about this Notice, please contact the HIPAA Privacy Officer at:

Cadence Solutions, Inc.

295 Lafayette St

7th Floor

New York, NY 10012

Email: privacy@cadencerpm.com

Phone: (855) 810-4272

9. CADENCE OHCA

The following Cadence companies are affiliated with each other, and Cadence holds itself out of an organized system of health care. To carry out the functions and activities that make each entity a covered entity under HIPAA, the companies have formed an Organized Health Care Arrangement or “OHCA”, and this Notice explains the privacy practices of the OHCA. For example, The Cadence OHCA carries out joint quality improvement and assessment activities where the providers work jointly to help improve the quality of your care. The entities are: