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Privacy Policy • Research Institute of Orlando (RIO)

Privacy Policy


Our Approach to Privacy

Clinical and medical research are founded upon the collection and analysis of the most confidential information about people. Individuals will only share their sensitive information where there is a culture of trust and where stakeholders implement safe data handling practices. Operating within this environment, Research Institute of Orlando, LLC (RIO) recognize that when we handle information about any individual, we must do so responsibly, with due care to individual privacy, complying with laws on data privacy and confidentiality.

This Global Privacy Policy (“Policy”) describes the main types of personal information we process within our global organization, how that information is used and disclosed, and our commitments to the individuals whose information we handle. The Policy explains in general terms how we seek to comply with data privacy laws and regulations, including but not limited to national laws implementing US Health Insurance Portability and Accountability Act of 1996 (“HIPAA”) and state security breach laws in the United States, data protection legislation adopted by increasing numbers of other jurisdictions globally, and the privacy and confidentiality requirements of ICH Good Clinical Practice (GCP). RIO has enacted internal policies, procedures and training programs designed to support compliance with these laws and this Policy. Our policies, procedures and training programs are reviewed on a regular basis, and overseen by a team of privacy professionals with senior executive oversight.

Who Will Follow This Notice
This notice describes RIO practices regarding the use and disclosure of your medical information, including use and disclosure by (a) any healthcare professional authorized to enter information into your medical record, (b) all departments and units of the system, (c) volunteers we allow to help you while you are in the facility, (d) all contracted services, and (e) all members of RIO’s workforce. All RIO entities, sites and locations follow the terms of this notice, included are staff and contracted physician services such as, but not limited to, emergency department physicians, pathologists, anesthesiologists, radiologists, hospitalists, physicians who interpret tests, and all other members of the medical staff when seeing patients in our facilities. These individuals, entities and facilities may share medical information with each other for treatment, payment or hospital operations purposes described in this notice.

Our Pledge Regarding Medical Information
We understand that information about you and your health is personal. We are committed to protecting that medical information. We create a record of the care and services you receive to provide you with quality care and to comply with certain legal requirements. This notice applies to all of the records of your care generated by RIO, whether made by our employees or your personal physician. Your personal physician may have different policies or notices regarding use and disclosure of medical information created in his/her office or clinic. This notice tells you about the ways in which we may use and disclose information about you. It also describes your rights and certain obligations we have regarding the use and disclosure of medical information. We are required by law to: make sure that health-related information that identifies you is kept private; give you this notice of our legal duties and privacy practices with respect to medical information about you; follow the terms of the notice that is currently in effect and notify you following a breach of unsecured protected health information.

We may use and disclose your information to provide you with medical treatment and to coordinate or manage your health care and related services. For example, we may use and disclose information about you to physicians, nurses, technicians, medical students, family members, clergy, or others who are involved in your care.

As part of your treatment plan, there may be times that you will be contacted by RIO staff via telephone after you have had service at one of its facilities. Examples include: (1) a follow-up phone call after the trial to answer any questions from the patient or family; (2) a phone call to address patient satisfaction issues; or (3) a phone call to provide additional education or guidance to the patient on a particular topic related to their treatment. Such phone calls will be limited in number and are meant to ensure optimum patient satisfaction and education.

Under certain circumstances, we may use and disclose information about you for research purposes. (For example, a research project may involve comparing the health and recovery of all patients who received one medication to those who received another for the same condition.) All research projects are subject to a special approval process that evaluates a proposed research project and its use of medical information, trying to balance the research needs with the patient’s need for privacy of their medical information. Before we use or disclose information for research, the project will have been approved through this research approval process; however, we may disclose information about you to people preparing to conduct a research project to help them look for patients with specific medical needs, so long as the information they review does not leave Research Institute of Orlando, LLC. When our staff conducts a research project in which they look back at old medical records, your personal information will not be disclosed outside of RIO nor will you be identified in any reports. If a research project is conducted where your information cannot be held confidential, a separate process is in place for you to consent for this type of research.

We may follow-up your visit with us by sending to the address listed in your records a brief written survey about your satisfaction with the level of service provided to you. In some cases, the survey may be conducted by telephone or e-mail using the contact information listed in your medical record. In some instances, your name may be passed on to members of the service excellence team to investigate a complaint or corroborate an incident.

We may use and disclose information about you when necessary to prevent a serious threat to your health and safety or the health and safety of the public or another person.