Joint Notice of Privacy Practices

Notice of Privacy Practices

WE ARE COMMITTED TO YOUR PRIVACY

Virtua Health is committed to safeguarding the privacy of your health information in compliance with the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”), 42 C.F.R. Part 2, the federal regulations governing the confidentiality of substance use disorder records (“Part 2”), and other applicable federal and state laws.

This Notice of Privacy Practices (“Notice”) tells you about the ways in which we may use and disclose your health information. It also describes your rights with respect to your health information. We are required by law to: (i) maintain the privacy of your health information; (ii) provide you with this Notice describing our legal duties and privacy practices with respect to your health information; and (iii) follow the terms of the Notice that is currently in effect.

We reserve the right to change the terms of this Notice at any time and to make the new notice effective for health information we already have about you as well as any health information we receive about you in the future. A copy of the current notice will be posted on our website, www.virtua.org, and made available upon request.

WHO FOLLOWS THIS NOTICE

The terms of this Notice apply to Virtua Health, Inc.’s affiliated covered entities, including, but not limited to Virtua Mount Holly Hospital, Virtua Willingboro Hospital, Virtua Marlton Hospital, Virtua Voorhees Hospital, Virtua Our Lady of Lourdes Hospital, Virtua Medical Group, Virtua Hospice, the Virtua Midwifery Birth & Wellness Center, and Virtua Home Care.

All Virtua Health employees, medical staff, trainees, students, volunteers, and agents of Virtua Health are required to follow the terms of this Notice.

ORGANIZED HEALTH CARE ARRANGEMENT

Virtua Health’s affiliated covered entities participate in an organized health care arrangement (OHCA) and may share your health information with each other, as necessary to carry out treatment, payment, or health care operations relating to the OHCA. We do this to engage in joint activities that support the delivery and management of high quality, innovative, and cost-effective care.

USES AND DISCLOSURES OF YOUR HEALTH INFORMATION THAT DO NOT REQUIRE YOUR AUTHORIZATION

Virtua Health may use or disclose your health information without your authorization under certain circumstances. This means that we do not have to ask you before we use or disclose your health information for the purposes listed below.

Treatment: We may use and disclose your health information to provide you with medical treatment or services. For example, we may share your health information with health care providers within and outside of Virtua Health who are involved in your care to coordinate your care or plan a course of treatment for you.

Payment: We may use and disclose your health information for purposes of receiving payment for treatment and services that you receive. For example, we may disclose information to your health insurance company about surgery you received at Virtua Health so your health insurance company will pay us or reimburse you for the surgery.

Health Care Operations: We may use and disclose your health information for our business operations. These uses and disclosures are necessary to operate Virtua Health and help ensure that our patients receive high quality care and that our health care providers receive superior education. For example, we may use and disclose your health information to conduct an evaluation of the treatment and services provided or to review staff performance.  

Health Information Exchanges: We participate in initiatives to help facilitate the electronic sharing of our patients’ health information, including, but not limited to, Health Information Exchanges (HIEs). HIEs involve coordinated information sharing among HIE participants for purposes of treatment, payment, and health care operations. This means we may share your health information with non-Virtua Health entities involved in your care (such as hospitals, doctors offices, pharmacies, or insurance companies) who participate in the HIE, or we may receive information they create or maintain about you so each of us can provide better treatment and coordination of your health care services.

You have the right to opt-out of the HIEs in which we participate. If you opt-out, we will not share any of your health information through the HIEs and your health care providers outside of Virtua Health will not be able to access your Virtua Health information through the HIEs. If you wish to opt out, you must complete and submit Virtua Health’s HIE Opt-Out Form. More information about HIEs, and a copy of our HIE Opt-Out Form, are available on our website at www.virtua.org/Patients-and-Visitors/Health-Information-Exchanges.

Hospital Directories: If you are hospitalized, we may include certain limited information about you in our hospital directory, including your name, room number, general condition, and, if you wish, your religious affiliation. Unless you choose to have your information excluded from this directory, the information, excluding your religious affiliation, may be disclosed to anyone who requests it by asking for you by name. This information, including your religious affiliation, may also be provided to members of the clergy, even if they do not ask for you by name. If you wish to have your information excluded from this directory, please let a member of your care team know.

Communicating with You: We may use or disclose your health information to communicate with you about a number of important topics, such as your upcoming appointments, care, or treatment alternatives or other health-related services that may be of interest to you.

We may contact you at the email address, phone number (including via text message), or home address that you provide to us. If your contact information changes, it is important you let us know.

We recommend that you use secure electronic communications, such as MyChart, our patient portal, when you contact us. If you choose to communicate with us via unsecure electronic communications, such as regular email or text message, we may respond to you in the same manner in which the communication was received and to the same email address or phone number from which you sent your communication. Before using or agreeing to the use of any unsecure electronic communication to communicate with us, note that there are certain risks associated with such use, including interception of the message by others, misdirected messages, or storage of your information on devices that are not secure. By choosing to communicate with us via unsecure electronic communication, you are acknowledging and agreeing to accept these risks.

Email and text communications are not a substitute for professional medical advice, diagnosis, or treatment and should never be used in a medical emergency.

Fundraising: We may contact you at times to donate to a Virtua Health fundraising effort. You have the right to opt-out of these fundraising communications. Any fundraising communication sent to you will include information on how you can opt-out of receiving similar communications in the future.  

Persons Involved in Your Care: We may disclose your health information to a family member, friend, or any other person identified by you who is involved in your care or payment for care, unless you object. If you are not present, or the opportunity to agree or object to a use or disclosure cannot practicably be provided because of your incapacity or an emergency circumstance, we may use our professional judgment to determine whether a disclosure is in your best interests. If your health information is disclosed to a family member, friend, or other individual involved in your care, we will disclose only information believed to be directly relevant to the person’s involvement with your care or payment for your care. We may also  disclose a limited amount of your health information to an entity authorized to assist in disaster relief efforts for the purpose of coordinating notification of your general condition or location to someone responsible for your care.

Research: We may use and disclose your health information as permitted by law for research. All research projects that Virtua Health conducts or participates in must be approved through a special review process.

Business Associates: We engage persons or organizations outside of Virtua Health to perform certain services on our behalf, such as billing and legal services. These outside persons and organizations are referred to as “business associates”. At times, we may need to disclose your health information to our business associates to enable them to perform the services on our behalf. In such instances, we require these business associates and their subcontractors to appropriately safeguard your health information.

Additional Uses and Disclosures: We are permitted or required by law to make certain other uses and disclosures of your health information without your authorization. Subject to conditions specified by law, we may disclose your health information:

• for any purpose required by law;
• if required by a court or administrative order, subpoena, discovery request, or other legal process;
• to certain government agencies if we suspect child/elder adult abuse or neglect, or if we believe you are a victim of abuse, neglect, or domestic violence;
• for certain law enforcement purposes, including to identify or locate a suspect, fugitive, material witness, missing person or victim of a crime or to report a crime on our premises;
• for specialized government functions, such as protection of public officials, reporting to various branches of the armed services, or, if you are an inmate, to a correctional institute with lawful custody;
• for national security, intelligence, or protective services activities;
• for purposes related to your workers' compensation  benefits;
• for public health activities, such as required reporting of disease, injury, birth, and death, for required public health investigations, and to report adverse events or enable product recalls;
• to a government oversight agency conducting audits, investigations, inspections, and related oversight functions;
• to your employer when we have provided screenings and health care to you at their request for occupational health and safety;
• in emergencies, such as to prevent or lessen a serious and imminent threat to your health and safety or the health and safety of another person or the public;
• to medical examiners, funeral directors, or coroners as necessary for them to carry out their lawful duties; and
• if necessary, to arrange for organ or tissue donation or transplant.

USES AND DISCLOSURES OF YOUR PART 2 RECORDS THAT DO NOT REQUIRE YOUR WRITTEN CONSENT

We are permitted by law to use and disclose your Part 2 Records without your consent only in very limited circumstances as described below. This means that we do not have to ask you before we use or disclose your Part 2 Records for the purposes listed below.

Treatment, Payment and Business Operations: We will obtain a single written consent for all current and future uses and disclosures of your Part 2 Records for treatment purposes, unless Part 2 permits such uses or disclosures without consent. This may include disclosing your diagnosis, test results and other treatment information to other providers involved in your care, sending your information to our billing company or insurance companies that provide payment for the services, and using your information internally to train our staff or to internally improve the services provided by us. This information may be further disclosed to another Part 2 provider, a covered entity, or a business associate/qualified service organization, to the extent permitted by HIPAA and Part 2. However, if we receive SUD information about you from another health care provider—including one subject to Part 2—and you have authorized that provider to disclose your SUD information for treatment, payment, and health care operations purpose, we may use and disclose that information as permitted by HIPAA and as described in this Notice, without the need for any additional consent from you.

Public Health Activities: We may disclose your health information for certain public health activities only to the extent required by law, including to the U.S. Food and Drug Administration (FDA), for communicable disease reporting, to report child abuse or neglect to public health authorities, or other government authorities authorized by law to receive such reports. If a public health authority requires it, or if Part 2 Records would be part of the information released to that authority, we may be required under Part 2 to de-identify the Part 2 Records by removing anything that could identify you as having or having had a substance use disorder.

Health Oversight Activities:  We may share your health information with clinical records audit teams and with monitoring or site review staff from the State Department of Health, the Department of Human Services, the Office of Legislative Services, the federal Centers for Medicare & Medicaid Services, and others conducting audits as allowed or required by law. We may also disclose your health information to individuals involved in a Professional Standards Review Organization or to a health oversight agency responsible for monitoring the health care system and ensuring compliance with government health program requirements, such as Medicare or Medicaid. Any disclosure of your Part 2 Records in these circumstances may be subject to additional restrictions.

Victims of Abuse, Neglect or Domestic Violence:  We may disclose your health information, when requested, to authorized state or public health authorities for investigations or reports of abuse, neglect, or domestic violence. Any disclosure of your Part 2 Records in these circumstances may be subject to additional restrictions.

Judicial or Administrative Proceedings; Court Orders: We may disclose your health information in certain circumstances involving judicial or administrative proceedings, including in response to a court order. For health information that includes your Part 2 Records, a court order accompanied by a subpoena requesting those records is generally required. Your Part 2 Records will be used or disclosed based on a court order only after you have been given notice and an opportunity to be heard, unless otherwise required by 42 U.S.C. 290dd-2 and Part 2.

Law Enforcement Officials: Your health information may be disclosed when directly relevant to crimes or threats of crime committed on Virtua Health property or against Virtua Health personnel. We may also disclose your health information to law enforcement officials under other circumstances to the extent permitted by law. Disclosure of any of your Part 2 Records in these circumstances may be subject to additional restrictions.

Decedents: We may disclose your health information to coroners or to officials within the offices of the State Medical Examiner or a County Medical Examiner who are conducting investigations or autopsies, pursuant to applicable law. We may also disclose such information to the estate administrator, executor, or next of kin identified in your medical record. Any disclosure of your Part 2 Records in these circumstances may be subject to additional restrictions.

Research: We may use and disclose your protected health information for limited research purposes. However, in most cases, your written authorization will be required before your health information can be used or disclosed for research. Any disclosure of Part 2 Records in these circumstances may be subject to additional restrictions.

Medical Emergencies: We may share information from your Part 2 Records with medical personnel during a medical emergency to the extent necessary to address the medical emergency if we are unable to obtain your consent.

As Required by Court Order: We may use or disclose your health information in any other circumstances other than those listed above where we would be required or permitted by state or federal law or regulation to do so.

USES AND DISCLOSURES OF YOUR HEALTH INFORMATION THAT REQUIRE YOUR WRITTEN AUTHORIZATION OR CONSENT

Except as generally outlined above, we will not use or disclose your health information for any other purpose unless you have signed a form authorizing the use or disclosure. If you provide us with written authorization to use or disclose your health information, you may revoke that authorization, in writing, at any time; however, your revocation will not apply to uses and disclosures made in reliance on your authorization prior to your revocation.  You may revoke consent by submitting a request in writing to Virtua Health’s Privacy Office.

Some examples of when a signed authorization form is required include:

• most uses and disclosures of psychotherapy notes;
• uses and disclosures for certain marketing purposes;
• disclosures that constitute a sale of your health information;
• uses and disclosures for certain research protocols; and
• as required by applicable privacy laws.

We will seek your specific written authorization and/or consent for at least the following unless the use or disclosure is otherwise permitted or required by law:

Restrictions on Use of Part 2 Records: Your Part 2 Records, or any testimony revealing their contents, may NOT be disclosed by us for any civil, criminal, administrative, or other legal proceedings against you unless you provide written consent or a court orders the disclosure. Any such court order must be accompanied by a subpoena or similar legal mandate compelling disclosure. Important: Federal law prohibits anyone who receives your Part 2 Records from making any further disclosure of such information unless permitted by Part 2. A general authorization for the release of medical or other information is NOT sufficient for this purpose.

Part 2 SUD Counseling Notes: We will obtain your separate written consent before disclosing any SUD Counseling Notes contained in your Part 2 Records, unless Part 2 permits otherwise.

Fundraising for Our Part 2 Program: We must obtain your separate written consent prior to using or disclosing any part of your Part 2 Records for fundraising purposes. Additionally, we will first provide you with a clear and conspicuous opportunity to elect to not receive fundraising communications (i.e., to “opt out” of such communications) before we use or disclose any part of your Part 2 Records to fundraise for the benefit of our Part 2 Program.

Psychotherapy Notes:  We will obtain your written authorization prior to disclosing any psychotherapy notes unless otherwise permitted by law.

SPECIAL CONSIDERATIONS

HIV/AIDS, genetic testing, substance use disorder, mental and behavioral health, reproductive health, and other sensitive treatment records, as well as records related to treatment you may have received as an emancipated minor, may have additional legal protections under federal and state laws. Generally, we may not disclose such information unless you consent in writing, the disclosure is allowed by a court order, or in other limited, regulated circumstances.

Reproductive Health Care Services: With regard to reproductive health care services, which includes all medical, surgical, counseling, or referral services related to the human reproductive system including, but not limited to, services related to pregnancy, contraception, or termination of a pregnancy, we will not share that information in any civil action or proceeding preliminary thereto (including an investigation for a state or federal agency) or in any probate, legislative, or administrative proceeding, without you or your legal representative's written consent, which you are permitted to withhold. We may still provide information related to your reproductive health care services without your consent in civil actions, investigations, or other proceedings:

• If required by New Jersey state law or court rule;
• To our attorneys, professional liability insurers or their agents, if a claim is filed against us or there is a reasonable belief of such a claim, in order to defend ourselves against such claim;
• If requested by the New Jersey Commissioner of Health, Human Services, or Banking and Insurance, or any New Jersey professional licensing board in connection with an investigation of a complaint; or
• If related to suspected child abuse, elder abuse, abuse of an incapacitated person, or abuse of an individual with a disability.

In all other situations, we will follow our general privacy practices as described in this Notice regarding the disclosure of your health information related to reproductive health care services.  For example, we may share your health information with other health care providers who are treating you without your written consent.

YOUR RIGHTS

Restrictions on Use and Disclosure of Your PHI: You have the right to request a restriction on certain uses and disclosures of your health information for treatment, payment, or health care operations. We are not required to agree to your request, but will attempt to accommodate reasonable requests when appropriate. You may request a restriction by submitting the appropriate form, which can be obtained by contacting Virtua Health’s Privacy Office.

Restrictions on Disclosures to Health Plans: You have the right to request a restriction on certain disclosures of your health information to your health plan. We are required to honor such requests only when you or someone on your behalf, other than your health plan, pays for the health care items(s) or services(s) in full. Such requests must be made in writing and identify the services to which the restrictions will apply. You may request a restriction by submitting the appropriate form, which can be obtained by contacting Virtua Health’s Privacy Office.

Access to Your Health Information: With certain exceptions, you have the right to inspect and obtain an electronic or paper copy of health information that we maintain about you. You may readily access much of your health information without charge via MyChart, our patient portal. For additional information regarding MyChart, including sign-up information, please visit https://www.virtua.org/Patients-and-Visitors/MyChart. You may also access your health information by submitting a request to our Health Information Management department or your Virtua Health physician’s office. We may charge you for a copy of your medical records in accordance with set fees under federal and state law.

Confidential Communications: You have the right to request that we communicate with you through alternative means or at alternative locations, and we will accommodate reasonable requests. Such requests must be made in writing. The appropriate form can be obtained by contacting Virtua Health’s Privacy Office.

Amendments to Your Health Information: You have the right to request an amendment, or change, to certain health information that we maintain about you that you think may be incorrect or incomplete.  All requests for changes must be made in writing using our designated form, signed by you or your legal representative, and state the reason(s) for the request. Note that if we accept your request, we may not delete any information already documented in your medical record. We will, however, add the supplemental or corrective information via an addendum. If we deny your request, we will tell you why in writing and explain your rights. Our amendment request form can be obtained by contacting the facility where you received your care or Virtua Health’s Privacy Office.

Accounting of Disclosures of Your PHI: You have the right to receive an accounting of certain disclosures made by us of your health information. Disclosures made for purposes of treatment, payment, or healthcare operations, or for certain other limited purposes, will not be included in the accounting. Requests must be made in writing and signed by you or your legal representative. We will provide the first accounting you request in any 12-month period for free.

Accounting of Electronic Part 2 Record Disclosures: With respect to your Part 2 Records maintained in an electronic format, you may have the right to request an accounting of disclosures for treatment, payment and health care operations which we made for a period of three (3) years from the date of your request. We will implement this right consistent with applicable federal regulations. Please contact Virtua Health's Privacy Office for more information about this right and how to submit a request.

We will charge you a reasonable, cost-based fee for each subsequent accounting you request within a 12-month period. You may request an accounting by submitting the appropriate form, which can be obtained by contacting Virtua Health’s Privacy Office.

Right to List of Disclosures through Intermediary: If we make disclosures of your Part 2 Records using an intermediary (a health information exchange or other coordinating entity that receives Part 2 Records pursuant to your consent and enables the exchange of Part 2 Records among participating treating providers), you may request in writing a list of disclosures made through such intermediary for a period of three (3) years from the date of your request. We will generally respond to your request in writing within thirty (30) days from receipt of the request.

Breach Notification: We are required to notify you in writing of any breach of your unsecured health information without unreasonable delay, but in any event, no later than 60 days after we discover the breach.

Paper Copy of this Notice: You have the right to obtain a paper copy of this Notice, even if you agreed to receive an electronic copy. A paper copy of our current notice is available at our registration areas. You can access an electronic version of our current notice on our website, www.virtua.org.

COMPLAINTS

If you believe your privacy rights have been violated, you may file a complaint with Virtua Health’s Privacy Office (contact information below). You also may file a complaint with the Secretary of the U.S. Department of Health and Human Services in Washington D.C.

Violation of Part 2 is a crime. Suspected violations of Part 2 may be reported to the United States Attorney in the district where the violation occurs.

CONTACT
If you have questions about this Notice, or requests regarding privacy, please contact:

Virtua Health’s Privacy Office
303 Lippincott Drive, 3rd Floor
Marlton, NJ 08053
Phone: 856-355-6620
Email: PrivacyOfficer@virtua.org

This Notice is effective as of 2/16/2026. A copy of this Notice is available in Spanish.

Virtua Health, Inc. and its affiliates comply with applicable Federal civil rights laws and do not discriminate on the basis of race, color, national origin, age, disability, or sex.

ATTENTION: Language assistance services, free of charge, are available to you. Call 888-VIRTUA3 or 888-847-8823.