As an essential part of our commitment to you, the Wayne Township Fire EMS maintains the privacy of certain confidential health care information about you, known as Protected Health Information or PHI. We are required by law to protect your health care information and to provide you with the following Notice of Privacy Practices.

The notice outlines our legal duties and privacy practices with respect to your PHI. It not only describes our privacy practices and your legal rights, but lets you know, among other things, how Wayne Township Fire EMS is permitted to use and disclose PHI about you, how you can access and copy that information, how you may request amendment of that information, and how you may request restrictions on our use and disclosure of your PHI.

We respect your privacy, and treat all health care information about our patients with care under strict policies of confidentiality that all of our staff is committed to following at all times.

Notice of Privacy Practices

Wayne Township Fire EMS is required by law to maintain the privacy of certain confidential health care information, known as Protected Health Information or PHI, and to provide you with a notice of our legal duties and privacy practices with respect to your PHI. This notice describes your legal rights, advises you of our privacy practices, and lets you know how Wayne Township Fire EMS is permitted to use and disclose PHI about you.
Wayne Township Fire EMS is also required to abide by the terms of the version of this notice currently in effect. In most situations we may use this information as described in this notice without you permission, but there are some situations where we may use it only after we obtain your written authorization, if we are required by law to do so.

Wayne Township Fire EMS may use PHI for the purposes of treatment, payment, and health care operations, in most cases without your written permission. Examples of our use of your PHI: For Treatment: This includes such things as verbal and written information that we obtain about you and use pertaining to your medical condition and treatment provided to you by us and other medical personnel (including doctors and nurses who give orders to allow us to provide treatment to you). It also includes information we give to other health care personnel to whom we transfer your care and treatment, and includes transfer of PHI via radio or telephone to the hospital or dispatch center as well as providing the hospital with a copy of the written record we create in the course of providing you with treatment and transport.

For Payment: This includes any activities we must undertake in order to get reimbursed for the services we provide to you, including such things as organizing your PHI and submitting bills to insurance companies, management of billed claims for services rendered, medical necessity determinations and reviews, utilization review, and collection of outstanding accounts.
For Health Care Operations: This includes quality assurance activities, licensing, and training programs to ensure our personnel meet our standards of care and follow established policies and procedures, obtaining legal and financial services, conducting business planning, processing grievances and complaints, creating reports that do not individually identify you for data collection purposes.

Use and Disclosure of PHI Without Your Authorization
Wayne Township Fire EMS is permitted, but not required, to use and disclose PHI without your written authorization or opportunity to object for the following purposes or situations:

• For use in treating you or in obtaining payment for services provided to you or in other health care operations;

• For the treatment activities of another health care provider;

• To another health care provider or entity for the payment activities of the provider or entity that receives the information (such as your hospital or insurance company);

• To another health care provider (such as the hospital to which you are transported) for the health care operations activities of the entity that receives the information as long as the entity receiving the information has or has had a relationship with you and the PHI pertains to that relationship;

• For health care fraud and abuse detection or for activities related to compliance with the law;

• To a family member, other relative, or close personal friend or other individual involved in your care if we obtain your verbal agreement to do so or if we give you an opportunity to object to such a disclosure and you do not raise an objection. We may also disclose health information to your family, relatives, or friends if we infer from the circumstances that you would not object. For example, we may assume you agree to our disclosure of your personal health information to your spouse when your spouse has called the ambulance for you. In situations where you are not capable of objecting (because you are not present or due to your incapacity or medical emergency), we may, in our professional judgment, determine that a disclosure to your family member, relative, or friend is in your best interest. In that situation, we will disclose only health information relevant to that person’s involvement in your care. For example, we may inform the person who accompanied you in the ambulance that you have certain symptoms and we may give that person an update on your vital signs and treatment that is being administered by our ambulance crew;

• To a public health authority in certain situations (such as reporting a birth, death or disease as required by law, as part of a public health investigation, to report child or adult abuse or neglect or domestic violence, to report adverse events such as product defects, or to notify a person about a possible exposure to a communicable disease as required by law);

• For health oversight activities including audits or government investigations, inspections, disciplinary proceedings, and other administrative or judicial actions undertaken by the government (or their contractors) by law to oversee the health care system;

• For judicial and administrative proceedings as required by a court or administrative order, or in some cases in response to a subpoena or other legal process;

• For law enforcement activities in limited situations, such as when there is a warrant for the request, or when the information is needed to locate a suspect or stop a crime;

• For military, national defense and security and other special government functions;

• To avert a serious threat to the health and safety of a person or the public at large;

• For workers’ compensation purposes, and in compliance with workers’ compensation laws;

• To coroners, medical examiners, and funeral directors for identifying a deceased person, determining cause of death, or carrying out their duties as authorized by law;

• If you are an organ donor, we may release health information to organizations that handle organ procurement or organ, eye, or tissue transplantation or to an organ donation bank, as necessary to facilitate organ donation and transplantation;

• For research projects, but this will be subject to strict oversight and approvals and health information will be released only when there is a minimal risk to your privacy and adequate safeguards are in place in accordance with the law;

• We may use or disclose health information about you in a way that does not personally identify you or reveal who you are.

Any other use or disclosure of PHI, other than those listed above, will only be made with your written authorization, (the authorization must specifically identify the information we seek to use or disclose, as well as when and how we seek to use or disclose it). You may revoke your authorization at any time, in writing, except to the extent that we have already used or disclosed medical information in reliance on that authorization.

As a patient, you have a number of rights with respect to the protection of your PHI, including:

The Right to Access, Copy or Inspect Your PHI
You have the right to inspect and obtain copies of your PHI for as long as your information is maintained in the designated record set. We may charge you a reasonable fee for copies of such information as well as postage if applicable. Your right of access to PHI does not extend to certain information. This includes information compiled in reasonable anticipation of, or for use in a civil, criminal or administrative proceeding.

Any request to exercise your right to access your PHI must be in writing. You may obtain a form to request access by contacting the Privacy Officer listed at the end of this notice. We will respond to your request for access within 30 days of receiving the request. If all or any part of your request is denied, the response will detail any appeal rights you may have.

You have the right to request that we amend your PHI if you believe it is inaccurate or incomplete. A request to amend your PHI must be done in writing. You may obtain a form to request an amendment by contacting the Privacy Officer listed at the end of this notice. We will respond to your request within 60 days of receiving your request. If we accept your request to amend the information, we will notify you. We will also make reasonable efforts to inform other persons, including those identified by you has having received your PHI and needing the amendment. We are permitted by law to deny your request to amend your medical information only in certain circumstances, for example if we believe the information you have asked us to amend is accurate. If your request is denied, you will receive notice which will explain any appeal rights you may have.

You may request an accounting from us of certain disclosures of your medical information that we have made in the last six years prior to the date of your request. We are not required to give you an accounting of information we have used or disclosed for purposes of treatment, payment or health care operations, or when we share your health information with our business associates, like the medical facility to which we have transported you. We are also not required to give you an accounting of our uses of protected health information for which you have already given us written authorization. You may obtain a form from the Privacy Officer listed below to request an accounting of the medical information about you that we have used or disclosed that is not exempted from the accounting requirement. You will receive a response within 60 days of your request.

You have the right to request that we restrict how we use and disclose your medical information that we have about you for treatment, payment or health care operations, or to restrict the information that is provided to family, friends, and other individuals involved in your health care. However, if you request a restriction and the information you asked us to restrict is needed to provide you with emergency treatment, then we may use the PHI or disclose the PHI to a health care provider to provide you with emergency treatment. Wayne Township Fire EMS is not required to agree to any restrictions you request, but any restrictions agreed to by Wayne Township Fire EMS are binding to Wayne Township Fire EMS. To request a restriction, you must direct your request to the Privacy Officer listed at the end of this notice.

You have the right to receive communications of PHI from us by alternate means or to an alternate location. Such requests must be directed to the Privacy Officer listed at the end of this notice and the proper form must be completed.

If you have any questions or if you wish file a complaint or exercise any rights listed in this notice, please contact:

Wayne Township Fire EMS
Attention Privacy Officer
6306 State Route 133
Goshen, Ohio 45122
(513) 625-6212

Lt. Tracy Wright Privacy Officer

This Notice is prominently posted on our web site and is available electronically through our web site at www.wayne-township.org

Wayne Township Fire EMS reserves the right to change the terms of this notice at any time, and the changes will be effective immediately and will apply to all protected health information we maintain. Any material changes to the notice will be promptly posted in our facility and on our web site. You can get a copy of the latest version of this notice by contacting the Privacy Officer identified below.

You may file a written complaint with us or the Secretary of the United States Department of Health and Human Services if you believe your privacy rights have been violated. You will not be retaliated against in any way for filing a complaint, nor for exercising any of your rights provided by the Privacy Rule.

Public Participation Policy of the Wayne Township Board of Trustees

January 23, 2019

These rules establish the standard of conduct for the public who are granted permission to speak during the public participation section of the agenda.  No public participant shall disturb a lawful session nor obstruct the official business of the Board.

  1. Each speaker must be recognized by the Board President before speaking.  A majority vote by the Board may overrule the President if a vote is requested.
  2. Each speaker (or a speaker representing a group of individuals or an organization) who appears before the Board shall be limited to a maximum of five (5) minutes to speak.  The speaker shall state their name, address and organization (if applicable) for the record.
  3. The maximum time for the public participation section of the agenda, regardless of the number of speakers wishing to address the Board, shall be limited to thirty (30) minutes.
  4. The Board may, by majority vote, modify the time allocations described in Sections B and C above.
  5. Unless otherwise permitted by the Board, each speaker shall only speak once on a particular item.
  6. All comments are to be directed to the Board and not individuals in the audience.
  7. Public participation shall be comment only. The public and the Board will not engage in a debate.  Questions from the Board shall be limited to points of clarification.
  8. The Board will not act on issues initially raised by the public.  The Board may direct staff to research the subject matter and to report necessary and relevant information to all Members. . If an issue needs to be addressed it will be done in that part of the meeting where there is not public participation
  9. A personnel complaint against a Wayne Township employee shall not be heard initially at a Board session.  Personnel complaints shall be submitted to the Board in writing.
  10. When deemed necessary because of time constraints or exigent circumstances, the Board President may request that persons who wish to speak at a session return and speak at the next scheduled session, or submit correspondence to the Board President.

Public Records Policy

Wayne Township, Clermont County, Ohio
February 12, 2020

Openness leads to a better informed citizenry, which leads to better government and better public policy. It is the mission and intent of Wayne Township to at all times fully comply with and abide by both the spirit and the letter of Ohio’s Public Records Act.

A “record” is defined to include the following: A document in any format – paper, electronic (including, but not limited to, business e-mail) – that is created, received by, or comes under the jurisdiction of Wayne Township that documents the organization, functions, policies, decisions, procedures, operations, or other activities of the office.

A “public record” is a “record” that is being kept by this office at the time a public records request is made, subject to applicable exemptions from disclosure under Ohio or federal law. All public records must be organized and maintained in such a way that they can be made available for inspection and copying.

Public records are to be available for inspection during regular business hours. Public records must be made available for inspection promptly. Copies of public records must be made available within a reasonable period of time. “Prompt” and “reasonable” take into account the volume of records requested, the proximity of the location where the records are stored, the necessity for any legal review and redaction, and other facts and circumstances of the records requested.

It is the goal of Wayne Township that all requests for public records should be acknowledged in writing or, if feasible, satisfied within three business days following the office’s receipt of the request.

No specific language is required to make a request for public records. However, the requester must at least identify the records requested with sufficient clarity to allow the office to identify, retrieve, and review the records.

The requester does not have to put a records request in writing, and does not have to provide his or her identity or the intended use of the requested public record(s). It is this office’s general policy that this information is not to be requested. However, the law does permit the office to ask for a written request, the requester’s identity, and/or the intended use of the information requested, but only if

(1) a written request or disclosure of identity or intended use would benefit the requester by enhancing the office’s ability to identify, locate, or deliver the public records that have been requested; and

(2) the requester is first told that a written request is not required and that the requester may decline to reveal the requester’s identity or intended use.

In processing the request, the office does not have an obligation to create new records or perform a search or research for information in the office’s records. An electronic record is deemed to exist so long as a computer is already programmed to produce the record through the office’s standard use of sorting, filtering, or querying features. Although not required by law, the office should consider generating new records when it makes sense and is practical under the circumstances.

In processing a request for inspection of a public record, an office employee may accompany the requester during inspection to make certain original records are not taken or altered.

A copy of the most recent edition of the Ohio Sunshine Laws Manual is available via the Ohio Attorney General’s website (www.OhioAttorneyGeneral.gov/YellowBook) for the purpose of keeping employees of the office and the public educated as to the office’s obligations under Ohio’s Public Records Act, Ohio’s Open Meetings Act, records retention laws, and the Personal Information Systems Act.

Records in the form of e-mail, text messaging, and instant messaging, including those sent and received via a hand-held communications device, are to be treated in the same fashion as records in other formats, such as paper or audiotape.

Public record content transmitted to or from private accounts or personal devices is subject to disclosure. All employees or representatives of this office are required to retain their e-mail records and other electronic records in accordance with applicable records retention schedules.

If the requester makes an ambiguous or overly broad request or has difficulty in making a request such that the office cannot reasonably identify what public records are being requested, the request may be denied, but the office must then provide the requester an opportunity to revise the request by informing the requester of the manner in which records are maintained and accessed by the office.

If the office withholds, redacts, or otherwise denies requested records, it must provide an explanation, including legal authority, for the denial(s). If the initial request was made in writing, the explanation must also be in writing. If portions of a record are public and portions are exempt, the exempt portions may be redacted and the rest must be released. When making public records available for public inspection or copying, the office shall notify the requester of any redaction or make the redaction plainly visible.

Those seeking public records may be charged only the actual cost of making copies, not labor. The charge for paper copies is $00.10 cents per page. The charge for electronic files downloaded to a compact disc is $1.00 per disc, or ______ per thumb drive, _____GB.

A requester may be required to pay in advance for the actual costs involved in providing the copy. The requester may choose whether to have the record duplicated upon paper, upon the same medium on which the public record is kept, or upon any other medium on which the office determines that the record can reasonably be duplicated as an integral part of the office’s normal operations.

The requester may provide their own thumb drive, hard drive or cd for the request to be duplicated.

If a requester asks that documents be delivered to them, he or she may be charged the actual cost of the postage and mailing supplies, or other actual costs of delivery. There is no charge for e-mailed documents.

Wayne Township’s records are subject to Wayne Township Records Retention Schedule. The office’s current schedules are available at _________________, a location readily available to the public as required by Ohio Revised Code § 149.43(B)(2).

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