THE GREENS AT GREENWICH POLICY AND PROCEDURE REGARDING THE SAFEGUARD OF SOCIAL SECURITY NUMBERS AND OTHER PERSONAL INFORMATION

POLICY

This facility shall employ the use of technical, administrative, and physical safeguards to protect the confidentiality of Social Security numbers and other personal information of residents, employees, and independent contractors.  Personal information means information capable of being associated with a patient or individual through one or more identifiers, including but not limited to, Social Security numbers, driver’s license, state identification numbers, account numbers, credit and debit card numbers and health insurance identification numbers.

PROCEDURE

  1. This facility shall not disclose Social Security numbers or personal information except as set forth below or otherwise required by law. 

    - Resident Social Security numbers and other personal information may be disclosed for treatment, payment and/or health care operations when a release of information is provided.  For additional information on our privacy protections for resident Social Security information, please refer to our Notice of Privacy Practices and HIPAA policies and procedures.

    - Employee Social Security numbers and other personal information may be disclosed for purposes including, but not limited to, background check verification, insurance coverage, and to State and local officials when required by law.
  2. Social Security numbers and other personal information will only be obtained when legally required or necessary.  Personal information and/or Social Security numbers that are no longer required for facility business operations will be destroyed as set forth in this policy.
  3. All files containing personal information and Social Security numbers will be kept in locked filing cabinets and secured at all times.  This shall apply to closed files as well.
  4. Access to personal information and Social Security numbers will be restricted only to employees who need the information to perform their job duties.
  5. This facility utilizes a Virtual Private Network or “VPN” to ensure secure electronic transmission of Social Security numbers and other personal information.  The “VPN” monitors electronic transmissions in a locked file.
  6. Any information or data containing Social Security numbers or other personal information will be appropriately destroyed prior to disposal.  This includes either on-site shredding and/or erasure of computer hard drives.