Privacy Policy and Notice of Disclaimers

Your privacy is important to us


If you have any questions about the Privacy Policiy or Notice of Disclaimers, please ask a Caduceus Client Consultant.  You may also contact our Privacy Administrator at +1.443.698.8766 (USA).


At CADUCEUS INTERNATIONAL, LLC we keep medical information about you to help us assist with your care and to meet legal requirements.  We understand that your medical information is private.

The law requires us to:

  • protect your medical information
  • give you this notice
  • follow the terms of this notice
  • notify you following a breach of unsecured medical information

In this document we will use words that will have the following meaning:

  • “Notice” is used to refer to this Notice of Privacy Practices
  • “CADUCEUS INTERNATIONAL” means Caduceus International, LLC
  • “we,” “our,” or “us,” means CADUCEUS INTERNATIONAL and independently licensed providers and staff
  • “you” means the client who is the subject of the medical information
  • “medical information” includes all paper and electronic records of your case that identifies you and relates to your past, present, or future physical or mental health condition, including information about payment and billing for your healthcare services
  • “use” means sharing or using your medical information within CADUCEUS INTERNATIONAL
  • “share” or “disclose” means to release, give access to or provide your medical information to someone outside CADUCEUS INTERNATIONAL

CADUCEUS INTERNATIONAL and its network of physicians; employed healthcare professionals including physicians, nurses, care partners, other employees; trainees and students; volunteers; and business associates follow the terms of this notice.  CADUCEUS INTERNATIONAL uses electronic record systems to more efficiently and safely coordinate your care across many individuals and locations.  Physical and technical safeguards are used to protect the information in these systems.  CADUCEUS INTERNATIONAL also uses policies and training to restrict the use of your information to only those who need it to do their job.

Physicians and others who are not employed by CADUCEUS INTERNATIONAL may share information about you with CADUCEUS INTERNATIONAL employees in order to facilitate your health care needs.  These non-CADUCEUS INTERNATIONAL providers and caregivers may also give you their notices that describe their privacy practices for information they maintain outside of CADUCEUS INTERNATIONAL.

All of these hospitals, clinics, doctors, and other caregivers, programs and services may share your medical information with each other for treatment, payment and healthcare operations purposes.  The general ways that we can use and share your information are described below.  While we cannot list every specific use, we have given examples under each general category.


Healthcare providers may use and share your medical information to provide you with healthcare services.  For example, a physician treating you for a broken leg will need to know if you have diabetes because diabetes may slow the healing process.  The doctor may need to tell someone who works in food service that you have diabetes, so the right meals can be prepared for you.  They may also share medical information about you in order to provide you with items and services such as medicine, lab tests, and X-rays, and to make arrangements for transportation, home care, nursing homes, rehabilitation facilities, medical devices or equipment experts, or with community agencies and family members.


We may use and share your information to facilitate payment to healthcare providers that have provided services to you.  An ambulance company may bill you and need to collect payment for those services.  We may share your medical information with the provider to facilitate payment.  We may also use your information to obtain prior approval for a procedure or to allow your health plan to review your records to make sure they have paid prior amounts.

Healthcare Operations:

We may use and share information about you to facilitate our services.  We will attempt to remove information that identifies you.  For example, we may use or share your  information:

  • to comply with laws and regulations
  • to perform credentialing, certification and accreditation functions in connection with your case
  • to improve your care and service
  • for budgeting and planning
  • for legal and compliance programs
  • to conduct audits
  • to bill and collect payment

When information is shared with outside parties (called “business associates”) who perform these tasks on behalf of CADUCEUS INTERNATIONAL, the business associates are also required to protect and restrict the use of your medical information.

Contacting you about Appointments, Insurance, and other Matters:

We may contact you by mail, phone, or email about appointments, registration questions, insurance updates, billing or payment matters, test results, to follow up about care received, or to ask about the quality of the services we have provided to you.  With your permission, we may leave voice messages at the telephone number you give to us.

Treatment Alternatives or Health News and Services:

We may use or share your information to inform you about treatment options or health-related products or services that may interest you.

Hospital Directory:

If you do not object, while you are a patient in the hospital, we may include certain limited information about you in the hospital patient directory.  This information may include your name, location in the hospital, general condition, such as “fair” or “stable,” and your religion.  This helps your family, friends, and clergy visit you and learn your general condition.  This general information, except your religion, may be released to visitors or phone callers who ask for you by name.  Unless you tell us not to, your stated religion may be given to a member of the clergy, such as a priest or rabbi, even if they don’t ask for you by name.  If you prefer not to be in the hospital patient directory, please contact the Caduceus International Privacy Administrator at 443.698.8766 between the hours of 9 am and 5 pm, or Patient Access Services during all other hours.

Family Members and Friends Involved in your Care or Payment for your Care:

We may share information about you with family members and friends who are involved in your care or payment for your care.  Whenever possible, we will allow you to tell us who you would like to be involved in your care.  However, in emergencies or other situations in which you are unable to tell us who to share information with, we will use our best judgment and share only information that others need to know.  We may also share information about you with a public or private agency during a disaster, so the agency can help contact your family or friends about your location and tell them how you are doing.


We may use and disclose medical information about you for the research we conduct in order to improve public health and develop new knowledge.  For example, a research project may compare the health and recovery of patients who received one medicine for an illness to those who received a different medicine for the same illness.  We use and share your information for research only as allowed by US federal and state rules.  Each research project is approved through a special process that balances the research needs with the patient’s need for privacy.  In most cases, if the research involves your care or the sharing of your medical information, we will first explain to you how your information will be used and ask for your consent to use the information.  We may access your medical information before the approval process to design the research project and provide the information needed for approval.  Health information used to prepare a research project does not leave CADUCEUS INTERNATIONAL.

To Stop a Serious Threat to Health or Safety:

When necessary to prevent a serious and urgent threat to the health and safety of you or someone else, we may share your medical information.  For example, threats of harming another person may be reported to the police or other proper authorities.

Organ, Eye, and Tissue Donation:

We share medical information about organ, eye, or tissue donors and about the patients who need those organs, eyes or tissues with others involved in obtaining, storing and transplanting organs, eyes, and tissues.

Military and Veterans:

If you are a member of the armed forces, we may share your medical information with the military as authorized or required by law.  We may also release information about foreign military personnel to the proper foreign military authority.

Worker’s Compensation:

We may share medical information about you with those who need it in order to provide benefits for work-related injuries or illness.

Health Oversight Activities and Public Health Reporting:

We may share information with health oversight agencies for activities like audits, investigations, inspections and review of requirements to obtain a license.  We may also share your medical information to file reports with state public health authorities, agencies such as cancer registries, and the federal Food and Drug Administration.

Some examples of the reasons for these reports are:

  • to prevent or control disease and injuries
  • to report events such as births and deaths
  • to report child abuse or neglect of children, elders, and dependent adults
  • to report reactions to medications or problems with products
  • to notify people of recalls of products they may be using
  • to notify a person who may have been exposed to a disease or may spread a disease
  • to notify the appropriate authority if we believe a patient has been the victim of abuse, neglect or domestic violence

Lawsuits and Disputes:  We may share your medical information as directed by a court order, subpoena, discovery request, warrant, summons, or other lawful instructions from a court or public body when needed for a legal or administrative proceeding.

Law Enforcement:

We may release your medical information to a law enforcement official, as authorized or required by law:

  • in response to a court order, subpoena, warrant, summons or similar process
  • to identify or locate a suspect, fugitive, material witness or missing person
  • if you are suspected to be a victim of a crime, generally with your permission
  • about a death we believe may be the result of a crime
  • about criminal conduct at the hospital
  • in an emergency, to report a crime; the location of the crime or victims; or the identity, description or location of the person who committed the crime

We May Share Your Information with:

  • coroners, medical examiners, and funeral directors, so they can carry out their duties
  • federal officials for national security and intelligence activities
  • federal officials who provide protective services for the president and others such as foreign heads of state, or to conduct special investigations
  • a correctional institution if you are an inmate
  • a law enforcement official if you are under the custody of the police or other law enforcement official

We will not use or share your medical information for reasons other than those described above without your written consent.   Specifically, we would need your authorization for most uses of sharing of:

  • your psychotherapy notes (if applicable),
  • your medical information for marketing purposes, and
  • a sale of your medical information

For example, you may want us to give medical information to your employer or to your child’s school.  We will not share your medical information for purposes like this unless you give your written approval or if the law requires it.  You may revoke the approval, in writing, at any time, but we cannot take back any medical information that has already been shared with your approval.


The records we create and maintain using your medical information belong to CADUCEUS INTERNATIONAL, but you have the following rights:

The Right to Ask for Limits on the Use and Sharing of your Medical Information:

You have the right to ask that we limit our use or sharing of information about you for treatment, payment, or healthcare operations.  You also have the right to ask us to limit the medical information we disclose about you to someone who is involved in your care or the payment for your care, like a family member or friend.  For example, you could ask that we not share information about a surgery you had.  We reserve the right to accept or reject your request.  Generally, we will not accept restrictions for treatment, payment, or healthcare operations.  However, we may restrict disclosure of your medical information to a health plan if the information relates solely to the healthcare service that you or a person on your behalf, and not the health plan, has paid us in full.  We will notify you if we do not agree to your request.  If we do agree, our agreement must be in writing, and we will comply with the restriction unless the information is needed to provide emergency treatment for you.  We are allowed to end the restriction if we tell you.  If we end the restriction, it will only affect medical information that was created or received after we notify you.

You must submit your request to restrict the use and sharing of your medical information in writing to the Caduceus International Privacy Administrator at the email address listed at the end of this notice.  In your request, you must tell us (1) what information you want to limit (2) whether you want to limit our use, disclosure, or both and (3) to whom you want the limits to apply.

The Right to Ask for Confidential Communications:

You have the right to ask us to communicate with you in a certain way or at a certain location.  For example, you can ask that we contact you only at work or at a post office box.  You must make your request in writing to the Caduceus International Privacy Administrator at the address given at the end of this notice.  You do not need to tell us the reason for your request.  Your request must specify how or where you wish to be contacted.  You will also be required to tell us what address to send bills to for payment.  We will accept all reasonable requests.  However, if we are unable to contact you using the requested ways or locations, we may contact you using any information we have.

The Right to Review and Get a Copy of your Medical Information:

You have the right to look at and get a copy of your medical information, including billing records.  You must first make your request in writing to Health Information Management at the address provided at the end of this notice.  If you would like us to send a copy of your medical information to another person, you must send us a signed, written request and clearly specify the person and address that you wish to send the copy.  We may charge a fee to cover copying, mailing, and other costs and supplies used to respond to your request.  We may deny your request for certain information in very limited cases.  If we deny your request, we will give you the reason for the denial in writing.  In some cases, you may request that the denial is reviewed by a licensed healthcare professional chosen by CADUCEUS INTERNATIONAL.  Please note that once your medical information is given to you, CADUCEUS INTERNATIONAL is not liable for any information that is spread or distributed outside of our control and through no fault of CADUCEUS INTERNATIONAL.

The Right to Ask for a Change of your Medical Information:

If you think our information about you is not correct or not complete, you may ask us to correct the record by writing to Health Information Management at the email address listed at the end of this notice.  Your written request must give the reason you ask for a correction.  We have 60 days to respond to your request.  If we accept your request, we will tell you we agree and add the correction.  We cannot take anything out of the record.  We can add new information to complete or correct the existing information.  With your help, we will notify others who have the incorrect or incomplete medical information.  If we deny your request, we will tell you in writing the reasons.  If we deny your request, you have the right to submit a written statement of 250 words or less that tells what you believe is not correct or is missing.  We will add your written statement to your records and include it whenever we share the part of your medical record that your written statement relates to.

The right to Ask for an Accounting of Disclosures:

You have the right to request a list of when your medical information was shared without your written consent.

This list will not include uses or disclosures:

  • to carry out treatment, payment or healthcare operations
  • to you or your personal representative
  • to those who request your information as listed in hospital directories
  • to your family members or friends who are involved in your care
  • as required or permitted by law as described above
  • as part of a limited data set with direct identifiers removed

Any request for this list must be made in writing to the Caduceus International Privacy Administrator at the email address listed at the end of this notice.

The Right to Get a Paper Copy of This Notice:

You have the right to get a paper copy of this notice, even if you have agreed to receive this notice electronically.  You may get a copy by contacting the Caduceus International Privacy Administrator at the email below or at the CADUCEUS INTERNATIONAL website,


We have the right to change this notice at any time.  Any change could apply to medical information we already have about you as well as any information we receive in the future.  The effective date of this notice is on the first page.  We will post a copy of the current notice on the CADUCEUS INTERNATIONAL website,


If you have questions about this notice or want to talk about a problem without filing a formal complaint, please contact the Caduceus International Privacy Administrator at 443.698.8766.  If you believe your privacy rights have been violated, you may file a written complaint with us.  Please send it to the Caduceus International Privacy Administrator at the email address listed below.  You may also file a complaint with the Secretary of the Department of Health and Human Services at the address listed below.

You will not be treated differently for filing a complaint.


Caduceus International Privacy Administrator

[email protected]

Secretary of the Department of Health and Human Services

Office for Civil Rights Region IV
Roosevelt Freeman, Regional Manager
Office for Civil Rights U.S. Department of Health and Human Services
S.W. Atlanta, GA 30303-8909
Voice Phone 404-562-7886
FAX 404-562-7881
TDD 404-331-2867