Privacy Policy

Our Commitment to Your Privacy

At Community Healthcare Systems, we understand that you are entrusting us with your family's most sensitive information. We take this responsibility seriously and are committed to protecting the privacy and confidentiality of your child's health and educational records.

This Privacy Policy explains how we collect, use, share, and protect your information when you use our early intervention services. We comply with all applicable federal and state privacy laws, including the Health Insurance Portability and Accountability Act (HIPAA) and the Family Educational Rights and Privacy Act (FERPA).

HIPAA Compliance

As a healthcare provider, we maintain strict compliance with the Health Insurance Portability and Accountability Act (HIPAA). This federal law protects the privacy of your child's health information, including billing records, treatment notes, and medical histories.

Under HIPAA, we:

• Limit who can access your child's protected health information (PHI)
• Require written authorization before sharing information for purposes other than treatment, payment, or operations
• Train all staff members on privacy practices and security procedures
• Maintain physical, technical, and administrative safeguards to protect your information
• Provide you with a Notice of Privacy Practices that details your rights under HIPAA

You will receive our complete HIPAA Notice of Privacy Practices when you begin services. You may also view our HIPAA notice here.

FERPA Compliance

Early intervention services are part of New Jersey's educational system, which means your child's records are also protected under the Family Educational Rights and Privacy Act (FERPA). This law gives parents specific rights regarding their child's educational records.

Under FERPA, you have the right to:

• Inspect and review your child's educational records
• Request amendments to records you believe are inaccurate or misleading
• Consent to disclosures of personally identifiable information (except in certain circumstances)
• File a complaint with the U.S. Department of Education if you believe your rights have been violated

Information We Collect

To provide effective early intervention services, we collect and maintain several types of information:

Child Information

• Name, date of birth, and contact information
• Developmental history and medical background
• Evaluation results and assessment data
• Treatment plans and progress notes
• Individualized Family Service Plan (IFSP) documents

Parent/Guardian Information

• Names, addresses, and contact information
• Consent forms and authorization documents
• Communication preferences

Website Usage Information

• IP address and browser type
• Pages viewed and time spent on our website
• Referring website or search terms
• Device information (mobile vs. desktop)

How We Use Your Information

We use your information solely for purposes related to providing quality early intervention services:

• Treatment: To plan, provide, and coordinate your child's therapy services
• Care Coordination: To communicate with your child's other healthcare providers and educators (with your consent)
• Quality Improvement: To monitor and improve the quality of our services
• Legal Compliance: To comply with applicable laws, regulations, and reporting requirements
• Communication: To contact you about appointments, services, and important updates
• Research: To conduct research studies (only with your explicit written consent and after removing identifying information)

Information Sharing and Disclosure

We respect your privacy and will not share your child's information without your consent, except in the following circumstances:

With Your Written Consent

• Sharing evaluation results with your pediatrician
• Coordinating with daycare providers or other caregivers
• Communicating with other therapists working with your child
• Providing records to school districts for transition planning

Without Your Consent (As Required or Permitted by Law)

• To the New Jersey Early Intervention System for program administration and reporting
• When required by court order or subpoena
• To report suspected child abuse or neglect to appropriate authorities
• To comply with state or federal regulatory requirements
• In medical emergencies to protect your child's health and safety

Your Privacy Rights

As a parent or legal guardian, you have important rights regarding your child's information:

• Right to Access: You may inspect and obtain copies of your child's records at any time
• Right to Amendment: You may request corrections to information you believe is inaccurate or incomplete
• Right to an Accounting: You may request a list of certain disclosures we have made of your child's information
• Right to Restrict Use: You may request limitations on how we use or disclose your child's information
• Right to Confidential Communication: You may request that we communicate with you in a specific way or at a specific location
• Right to a Paper Copy: You may request a paper copy of this Privacy Policy at any time

To exercise any of these rights, please contact our Privacy Officer at info@communityhealthcaresystems.org or call us at (609) 499-4988.

Data Security Measures

We take the security of your information seriously and have implemented comprehensive safeguards:

Physical Safeguards

• Locked filing cabinets for paper records
• Restricted access to offices containing confidential information
• Secure disposal of records through professional shredding services

Technical Safeguards

• Encrypted electronic health records systems
• Password-protected computers and devices
• Secure, encrypted email for electronic communications
• Regular security updates and system monitoring
• Secure backup systems to prevent data loss
• HIPAA-compliant telehealth platforms with end-to-end encryption

Administrative Safeguards

• Comprehensive privacy and security training for all staff
• Written policies and procedures for handling confidential information
• Regular privacy audits and risk assessments
• Confidentiality agreements with all employees and contractors
• Designated Privacy Officer to oversee compliance

Record Retention

In accordance with New Jersey law and early intervention regulations:

• We maintain your child's early intervention records until they reach the age of 21
• After your child turns 21, records are securely destroyed through professional shredding services
• You may request copies of your child's records at any time during the retention period
• If you request the destruction of records before the retention period ends, we will honor that request while maintaining minimum required documentation for legal and regulatory purposes

Electronic Communications

We use secure methods for all electronic communications containing confidential information:

• Email: We use encrypted email services for sharing sensitive information. Standard email may be used for appointment reminders and general information only.
• Fax: All faxes containing confidential information include a cover sheet with privacy notices and are sent using secure fax protocols.
• Telehealth: We use HIPAA-compliant video conferencing platforms with end-to-end encryption for virtual therapy sessions.
• Text Messages: We will only use text messages for appointment reminders or general communication, never for sharing sensitive health information (unless you specifically consent to encrypted messaging).

Cookies and Website Analytics

Our website uses cookies and similar technologies to improve your browsing experience:

• Essential Cookies: Required for the website to function properly (e.g., security, session management)
• Analytics Cookies: Help us understand how visitors use our website so we can improve it
• Preference Cookies: Remember your settings and preferences for future visits

We use Google Analytics to analyze website traffic and usage patterns. This information is aggregated and anonymized. You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on.

Children's Privacy

Our website is designed to provide information to parents and caregivers. We do not knowingly collect personal information from children through our website. All information about children enrolled in our services is collected directly from parents or guardians during the intake and service delivery process, with appropriate consent and authorization.

Third-Party Links

Our website may contain links to third-party websites for your convenience and information. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we make significant changes, we will:

• Post the updated policy on our website with a new effective date
• Notify you by email if you are currently receiving services
• Provide you with a paper copy upon request

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

Contact Us

If you have questions about this Privacy Policy or concerns about how we handle your information, please contact us:

Filing Privacy Complaints

If you believe your privacy rights have been violated, you have the right to file a complaint with:

Our Organization

Contact our Privacy Officer using the information above.

U.S. Department of Health and Human Services (for HIPAA complaints)

Office for Civil Rights
U.S. Department of Health and Human Services
200 Independence Avenue, S.W.
Washington, D.C. 20201
Phone: 1-877-696-6775
Website: www.hhs.gov/ocr/privacy

U.S. Department of Education (for FERPA complaints)

Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, S.W.
Washington, D.C. 20202
Website: www.ed.gov/fpco

You will not be retaliated against for filing a privacy complaint.

We take all privacy concerns seriously and will investigate and respond to all complaints promptly.