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Children’s Medical Associates (“us” or “we”) has adopted this policy, effective as of May, 2017
Scope and Purpose of This Policy
This Policy applies to information we collect through the Portal and how it is used.
The Information We Collect
Information you provide us:
· When you register for the Portal, we may ask you to provide the following information:
o Patient first name, patient last name, date of birth gender, email address, and phone number
· Information we collect from your use of our services:
o We do not use cookie or other tracking technologies on your computer to track your activity on the Portal.
o Your web browser may track your activity.
How We Use Your Information
· We may use your information for the following purposes, including but not limited to:
o To respond to your inquiries and fulfill your requests;
o To inform you about relevant and important information about the Portal, other services or offerings from us for which you are eligible and for which you may be interested in applying, updates to terms, conditions, and policies, and other relevant administrative changes and information relating to the Portal;
o To enhance the functionality of the Portal and to comply with all laws, regulations, and law enforcement requirements;
o To pull requisite data to adhere to government incentive programs, including but not limited to our achievement of Meaningful Use standards;
o To plan risk control measures, such as fraud and abuse detection and prevention.
· We may de-identify and aggregate your data – meaning this data cannot be used to identify or contact you for our business purposes, including but not limited to analyzing data trends, research, or offering new products and services.
· We track the number of visitors using certain portions and features of the Portal to make any necessary changes to improve the functionality of the Portal.
· We track the popularity of features of the Portal to guide the development of new ones.
Sharing Your Information
· We have a business relationship with Tri-Med to host the Portal and to enable the Portal to communicate with CMA’s database, where CMA stores medical records for our patients. Tri-Med represented to us that it does not use cookie or other tracking technologies to track your activities on the Portal.
· We can disclose your health information to third-party vendors in accordance with HIPAA requirements and our privacy practices. For further details regarding these requirements, refer to the HIPAA Privacy Rule at
45 C.F.R section 164.506
· Unless otherwise provided in this Policy, we will not disclose your personal information except when:
o You have given us your consent to share or use information about you;
o We believe that we need to share information about you to provide a service that you have requested from us or from others;
o We are required by law to disclose information; or
o We believe it is necessary to protect our rights or to avoid liability or violations of the law.
Our Data Protection and Security Policy
· We take the security and privacy of protected health information very seriously. We have implemented technical, administrative, and physical safeguards, which are designed to protect your information from unauthorized use and access. These safeguards are intended to ensure that our system is secure and that it meets our obligations under the HIPAA Security Standards Final Rule, as well as CCHIT Meaningful Use Security Requirements to specifically protect all electronic health information created or maintained by our certified Electronic Health Record technology. Prudent security practices dictate that some of our procedures cannot be disclosed in detail. However, certain information regarding our security features can be provided upon request by you to the contact information detailed above.
· Cookies: Cookies are small text files that are sent from a website to your computer’s browser when you visit the site. These cookies are then stored in files within your computer’s browser. Websites can access only the cookie that they have stored on your computer. For example, if the Acme Computer Company stores a cookie on your browser, Acme may access its own cookie to improve the user’s online experience, but it could not access any cookies belonging to another company. For every future time you access the website, your browser sends the cookie back to the server, which notifies the website of the user’s previous activities on the website. Thus, cookies serve several useful purposes, like letting you navigate between pages more efficiently, saving your preferences, and enhancing your user experience with the website.
· Internal Protocol (IP) Address: An IP Address is a unique numerical address that identifies devices on the Internet or a local network. IP addresses allow these devices to communicate with one another and transmit relevant information.
CMA is pleased to offer the parents and guardians of our patients access to our CMA Patient Portal (hereafter referred to as “Patient Portal”). It is a valuable and useful tool for accessing information and for communicating with the practice.
Emergencies and Electronic Communication
Communication regarding emergency situations that require immediate attention should not be done electronically
. For life threatening emergencies, please dial 911. Urgent issues can and should be addressed by calling the office directly via telephone at
for the Alexandria office or 703-691-4700 for the Fairfax office. We do not, at this time, allow for electronic inquiries via the Patient Portal.
Web Site Links
Occasionally we may refer you to other websites not managed by CMA for more information. These Web site link(s) are for your informational purposes only. CMA does not endorse and has not verified the accuracy of the information in/on these Web sites. You should not rely on any of the information found on the Web sites for purposes of treatment or diagnosis.
Access to the Patient Portal is only granted for the guarantors of active, regular patients of CMA in good financial standing. Only the guarantor of a patient account may create a Patient Portal account for that patient. Once the account is created it is your responsibility to maintain the confidentiality of your user name and password. User names and passwords provide two layers of authentication and are stored in an encrypted database that is isolated from the Internet.
Access to the Patient Portal is offered free of charge to the guarantor of any active CMA patient in good standing. You may cancel your account on the Patient Portal at any time and for any reason by contacting CMA by telephone at
at the Alexandria office, or 703-691-4700 at the Fairfax office, or in writing at Children’s Medical Associates of Northern Virginia, PC 6303 Little River Turnpike Suite #300 Alexandria, VA 22312.
Email and Text Message Privacy
Guarantors who are users of the Patient Portal should be aware that they will be notified by email or text message for certain features, including activation. This means that any person with access to your email or text messages will be able to see this notification. This could include your spouse, children, employer or anyone else who can access your email account or text messages. You may change your contact information once logged into the Patient Portal. To do so click “Edit Profile” listed among the “Quick Links” panel on the left side of the screen.
Security and Confidentiality
We afford the same degree of confidentiality to medical information stored on or accessed via the Patient Portal as is given to medical information stored by CMA in any other medium. CMA is committed to protecting the confidentiality of your medical information. We limit employees' access and ability to enter or view information based upon their role in your care. Firewalls, passwords, encryption, and audit trails are further used to safeguard your information. We have taken steps to make all information received from our online visitors as secure as possible against unauthorized access and use. The Patient Portal must be accessed with a Secure Sockets Layer (SSL) compatible browser or terminal, for example Chrome, or Internet Explorer. Our SSL web server uses authentication and utilizes a high level of encryption technology (128-bit RC4).
You can tell when you are secure by looking at the location (URL) field. If the URL begins with https:// (instead of
the document comes from a secure server. This means your data cannot be read or deciphered by unauthorized individuals. As a Patient Portal user, your role in maintaining the security of your child's medical information is:
1. Changing your password on a regular basis
2. Keeping your login ID and password confidential.
Other Patient Portal Features
The patient portal may provide access to additional features. Please be sure to check for terms and conditions of use or privacy information for each individual feature when you access the feature.
We reserve the right to deactivate your access to the Patient Portal for any reason at any time. Access to the Patient Portal will be deactivated for the specific reasons listed below at the discretion of CMA. The list is neither exclusive nor exhaustive and each circumstance will be evaluated individually.
1. No longer an active CMA Patient
2. Inappropriate use of scheduling
3. Abuse of access
4. Pending legal issues with patient or direct family
5. Poor response to training
6. Inability to use features without constant assistance
7. Failure to maintain good financial standing with CMA
The Patient Portal does not contain your child's complete medical record. It only provides access to select information reflecting the contents of the Medical Record. It is your right under Virginia law to request access to your child's full medical record. Virginia law does allow the restriction of access to that information selectively at the discretion of a licensed healthcare provider if that provider has concern that access to the information may put your child in danger. You may request a copy of your child's full medical record by contacting CMA with a written request. A fee for reproduction of the records will apply.
•If you have questions or problems with the Patient Portal we encourage you to contact us by telephone at
in Alexandria, or 703-691-4700 in Fairfax.
•We try our best to make sure that the Patient Portal is always working properly but there may be times when the system is shut down. We are not responsible for any problems that may occur from being unable to see your medical information.
•These terms and conditions may be changed. When they are changed you will be able to see the changes when you log in.
Please enter your email address. Login details will be emailed to this email address.
Please enter your email address. Login details will be emailed to this email address.
For security purposes, please enter the Date of Birth for any patient associated with this Portal Account.
Please enter home phone number
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