Effective Date: October 14, 2025
Last Updated: October 14, 2025

At Richmed Hospice Services, your privacy, safety, and dignity are at the center of everything we do.
To ensure that you receive coordinated, high-quality care, we participate in a Health Information Exchange (HIE) — a secure electronic network that allows healthcare providers to share important medical information when it matters most.

This notice explains what an HIE is, how your health information may be used or shared, and what choices you have.

1. What Is a Health Information Exchange (HIE)?

A Health Information Exchange (HIE) is a secure electronic system that allows healthcare providers, hospitals, pharmacies, labs, and other authorized organizations to access and share patient medical information safely and efficiently.

Instead of relying on paper records or faxed documents, HIEs enable real-time access to critical health data, improving care coordination and reducing errors or delays.

Through our participation in the HIE, authorized professionals who are treating you can access the most up-to-date information — such as medications, diagnoses, allergies, and test results — even if those records were created outside of Richmed Hospice.

2. Why We Participate in the HIE

Hospice care often involves multiple providers — physicians, nurses, hospitals, pharmacies, and specialists. Sharing your medical information through the HIE allows these professionals to:

  • Coordinate your care more effectively across multiple settings.
  • Reduce the need for duplicate tests or procedures.
  • Prevent medication errors and allergic reactions.
  • Improve accuracy of treatment plans and medication lists.
  • Provide faster and safer responses in emergencies.
  • Ensure continuity of care even when you transition between facilities or providers.

Our goal is simple: to deliver compassionate, informed care while protecting your privacy and rights.

3. What Information May Be Shared

The following types of information may be shared through the HIE to improve your care:

  • Basic identifying information (name, date of birth, address, phone number)
  • Medical history, diagnoses, and treatment plans
  • Medications, allergies, and immunizations
  • Laboratory and diagnostic test results
  • Hospitalization records and discharge summaries
  • Advance directives and care preferences
  • Insurance and billing information (for coordination of care, not marketing)

Sensitive information — such as mental health, substance use, HIV status, or genetic information — is shared only as permitted by law and with heightened confidentiality safeguards.

4. How the HIE Protects Your Privacy

Protecting your personal health information (PHI) is a top priority.
Richmed Hospice participates only in HIPAA-compliant and state-certified HIE networks that use advanced security measures, including:

  • Encrypted transmission and storage of data
  • Access limited to authorized healthcare professionals
  • Audit logs to monitor access and usage
  • Role-based security permissions
  • Compliance with all applicable privacy and security regulations

The HIE is not open to the public, and your information is never shared with marketers, advertisers, or unauthorized entities.

5. Your Rights and Choices

You have control over how your information is shared through the HIE.

a. Participation Is Voluntary

You have the right to opt out of HIE participation at any time.
Opting out means your information will not be shared electronically through the HIE, though it may still be shared in other lawful ways (e.g., fax, mail, or secure email) when necessary for treatment or billing.

To opt out, simply notify us in writing or by contacting our Privacy Officer at (469) 381-2665 or info@richmedhospice.com.
If you choose to opt out, your decision will not affect your eligibility for hospice care or services.

b. Changing Your Decision

If you previously opted out and later decide you’d like your information shared through the HIE, you can opt back in at any time by submitting a written request.

c. Right to Access and Amend

You have the right to review your health information, request corrections, and receive a list of who has accessed your data through the HIE (where technically feasible).

6. How We Use HIE Data

Your health information may be used through the HIE for:

  • Treatment:
    Allowing your care team (doctors, nurses, pharmacists) to access up-to-date information to guide your care decisions.
  • Care Coordination:
    Helping ensure smooth communication among different providers during hospital discharges, referrals, or medication updates.
  • Public Health and Safety:
    Reporting required data for disease prevention, outbreak management, or other health oversight activities (as allowed by law).
  • Quality Improvement:
    Using de-identified data to improve service quality, patient outcomes, and healthcare efficiency.

Richmed Hospice will never use HIE data for marketing, sales, or any purpose not permitted under HIPAA.

7. How to File a Complaint or Ask Questions

If you have questions about how your information is shared or wish to file a complaint, you can contact:

Privacy Officer / Compliance Department
Richmed Hospice Services
9319 Lyndon B Johnson Fwy #203
Dallas, TX 75243
Phone: (469) 381-2665
Fax: (888) 829-8823
Email: info@richmedhospice.com

You may also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights (OCR) without fear of retaliation:

Office for Civil Rights (OCR)
U.S. Department of Health and Human Services
200 Independence Avenue, SW
Washington, DC 20201
Website: www.hhs.gov/ocr/privacy/hipaa/complaints/

Phone: 1-800-368-1019 | TDD: 1-800-537-7697

8. Important Things to Remember

  • Participation in the HIE helps us deliver faster, safer, and more coordinated care.
  • Your participation is voluntary, and you can change your decision at any time.
  • Your privacy and confidentiality are protected under HIPAA and Texas state law.
  • Richmed Hospice does not sell or disclose your health information to non-healthcare entities.

9. Keeping You Informed

As healthcare technology evolves, we may update this policy to reflect new practices or regulations.
Any changes will be posted on our website with a new effective date, and copies will be available upon request.

Contact Us

For questions about this policy, your rights, or how we protect your health information, please contact:

Richmed Hospice Services
9319 Lyndon B Johnson Fwy #203
Dallas, TX 75243
Phone: (469) 381-2665
Fax: (888) 829-8823
Email: info@richmedhospice.com