HIPAA Notice of Privacy Practices
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This Notice describes how medical information about you may be used and disclosed and how you can get access to this information. We are required by law to maintain the privacy of your protected health information (PHI) and to abide by this Notice. The fastest way to get your own imaging and reports is our patient portal, CVI Connect, at connect.crownvalleyimaging.com — electronic copies there are free. See “Getting copies of your records and images” below.
Our pledge regarding your medical information
We understand that medical information about you and your health is personal. We create a record of your care to provide quality service and comply with legal requirements. Under the law, CVI must: (1) make sure that information identifying you is kept private; (2) give you this Notice describing our legal duties and privacy practices; and (3) follow the terms of the Notice currently in effect.
For treatment
We may use medical information about you to provide you with medical treatment or services, and may disclose information to doctors, nurses, technologists, and other staff involved in your care or to outside providers assisting in your treatment. CVI may participate in secure Health Information Exchanges (HIEs) allowing your treating providers to securely share clinical data to support continuity of care.
For payment
We may use and disclose information so the services you receive at CVI are properly billed and paid for by your insurer or responsible party.
For healthcare operations
We may use and disclose information for office operations — quality assurance, credentialing, compliance audits, and training — while maintaining HIPAA compliance.
Individuals involved in your care
Using professional judgment, we may share information with family or others involved in your care or payment.
Other permitted disclosures
We will disclose information when required by federal, state, or local law; to avert a serious threat to health or safety; for workers' compensation or similar programs; for health oversight activities (audits, inspections, licensure); in legal proceedings in response to a court or administrative order, subpoena, or discovery request consistent with law; and to law-enforcement officials in limited lawful circumstances.
Getting copies of your records and images
The fastest way to get your imaging studies and radiology reports is our patient portal, CVI Connect, at connect.crownvalleyimaging.com. After you verify your identity online, you can view your studies in a browser, download the DICOM image files, and share them with a physician through an expiring link — usually within minutes. Electronic copies obtained through the portal are provided to you free of charge. Requesting records in writing remains available as an alternative: write to Crown Valley Imaging, Attn: Privacy Officer, 27401 Los Altos, Suite 150, Mission Viejo, CA 92691, or contact our medical records team at medicalrecords@cvimaging.net or (949) 367-1010.
Form and format of electronic copies
If you ask for an electronic copy of records we maintain electronically, we will provide it in the form and format you request where it is readily producible, and otherwise in a readable electronic form and format we agree on with you (45 CFR §164.524(c)(2)). The patient portal is ordinarily how we satisfy this — it delivers your images as standard DICOM files and your reports as electronic documents.
How quickly you can get your records
Under California law you may inspect your records within 5 business days of a written request, and receive copies within 15 days of a written request (Cal. Health & Safety Code §123110). Access through the patient portal is ordinarily much faster — usually within minutes of verifying your identity.
Fees for copies
Electronic copies you obtain through the patient portal are free. Reasonable, cost-based fees may apply only to paper copies or to another format you ask for, as permitted by 45 CFR §164.524(c)(4) and Cal. Health & Safety Code §123110. We will tell you any fee before we charge it.
Records are never withheld over a balance
We do not condition access to your medical records or imaging on payment of an outstanding bill. Under Cal. Health & Safety Code §123110(j), your records are provided whether or not a balance is owed. The portal’s bill-pay feature and its records access are entirely separate — you do not need to pay anything to view, download, or share your studies and reports.
Confidential communications
You may ask us to communicate with you about medical matters by alternative means or at an alternative location — for example, at a specific phone number, or to a different mailing address. We will accommodate reasonable requests and will not ask you why (45 CFR §164.522(b)). Send requests to the Privacy Officer at the address above, or to support@cvimaging.net.
Notification of a breach
You have the right to be notified if we discover a breach of unsecured protected health information about you (45 CFR §164.404).
Your rights
Restrictions: you may request limitations on use or disclosure of your information for treatment, payment, or operations — we are not required to agree but will comply with approved requests unless needed for emergency care. Access and copies: see “Getting copies of your records and images” above. Amendments: you may request an amendment of your record in writing with a supporting reason. Minors: if you are under 18 and not legally able to consent for your own care, parents or guardians usually receive your medical information unless restricted by law. You are also entitled to a paper copy of this Notice and an accounting of certain disclosures.
Identity verification
We may verify identity or take your photo to protect your records when you request access, copies, or amendments. The patient portal verifies your identity online before releasing any records to you.
Changes to privacy practices
CVI may revise this Notice at any time and make the revised version effective for existing and future information. The latest version is posted at www.crownvalleyimaging.com.
Questions or complaints
Email support@cvimaging.net or call (949) 367-1010. You may also file a complaint with the U.S. Department of Health and Human Services. No retaliation will occur for filing a complaint.
Questions about this policy? Email support@cvimaging.net or call 949-367-1010.
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