Your privacy and the security of the data you provide are of the utmost importance to us. Because we gather medical information we feel you should fully understand the terms and conditions surrounding the capture and use of that information. We understand your medical information is a
very personal subject, and we want to make sure you are as comfortable as possible. This privacy statement discloses what information we gather, how we use it, and how to correct or change it. Questions regarding this statement should be directed the Passport Care Team.
General Types of Information
Information collected on the Internet can be categorized as either anonymous or identifiable.
- Anonymous information is information that can’t be necessarily traced to a specific individual. This type of information provides One Medical Passport with data to make the site easier to use (like what types and versions of browsers are used). This information does not allow us to necessarily know the identity of users.
- Identifiable information is information that tells us exactly who you are or could be used to determine who you are. Some of this information is essential for One Medical Passport to be able to protect your personal information and allow you to access it.
Information One Medical Passport Gathers and Tracks
- Anonymous Information: The One Medical Passport web site logs IP addresses and browser information for systems administration purposes and to continually improve our web site by understanding usage patterns and where users click for assistance. We do not link IP addresses to anything personally identifiable.
- Identifiable Information: This information is collected in one of three ways: (1) when you register as a patient, (2) when you fill out a preoperative questionnaire, and (3) when you log into Account Home or modify a preoperative questionnaire.
- Patient Registration: Upon registering as a patient on One Medical Passport, your name, address, phone number, date of birth, sex, a username, and password will be stored. This information is needed to uniquely identify you and your preoperative questionnaires.
- Preoperative Questionnaire: Each time you fill out a preoperative questionnaire, the medical history you provide will be accessible to the doctor performing the procedure and the medical facility where the procedure is to take place. A very limited number of One Medical Passport staff may also have access to private information (see “Security Procedures in Place to Protect Information,” below, for a full description).
- Logging Into Patient Admissions or Modifying a Preoperative Questionnaire Whenever you enter Account Home or modify a questionnaire, a log record is created for security purposes. If, for any reason, there is a question about who is accessing information and when it was accessed, the log file can be reviewed.
Disclosure of Your Information
YOUR INFORMATION IS NEVER SHARED WITH ANYONE BUT YOUR DOCTOR AND ESSENTIAL MEDICAL FACILITY STAFF
One Medical Passport will never send you a mass emailing and will only contact you to respond to a request or question. Your information is only provided to relevant medical facility staff and doctors when you fill out a preoperative questionnaire. A medical facility staff member may only access your preoperative questionnaire submission if the member is registered as a staff member of the medical facility where your procedure is scheduled to take place. If you have not scheduled a procedure with a medical facility, a staff member cannot access your information. A doctor may only access your submission if he or she is the doctor specified as performing the procedure. A doctor may not access your record if not specified as performing the procedure. A very limited number of One Medical Passport staff may also have access to private information (see “Security Procedures in Place to Protect Information,” below, for a full description).
Organization Collecting the Information
When you register with One Medical Passport, the information is collected and maintained solely by One Medical Passport. Your information is not used for mailings, or marketing. The information you provide is only used for your scheduled preoperative visit.
Aggregated and De-Identified Information
One Medical Passport maintains the right to access and use patient medical information, in aggregate and de- identified, so that no patient’s private information can be associated with that patient, to comply with requests for operational and statistical data.
A cookie is a small data file that some web sites write to your hard drive when you visit them. One Medical Passport uses a temporary cookie to keep your place while you are logged in, but stores no personal information on your computer. This cookie expires after you exit One Medical Passport.
Security Procedures in Place to Protect Information
One Medical Passport operates a secure data network protected by an industry-standard firewall. Our firewall acts to allow only certain types of messages to pass to and from our site. This only allows legitimate One Medical Passport messages to be sent to our system and refuses all other messages before they can reach any sensitive information. Our systems are also monitored 24 hours a day, 7 days a week. This is to ensure all of the protections are functioning correctly. We also remain up-to-date on all security advances and risks. As a further security measure, our database is not accessible via the Internet. All confidential information is transmitted using 256-bit SSL (secure sockets layer) encryption (Green Address Bar). Using encryption involves ‘scrambling’ transmitted data, so that if a person were able to intercept the information, they would not be able to understand it. If there are 75 or more minutes of inactivity within your session you will be required to reenter your username and password. This protects your information while you are away from your machine.
A username and password are required to access your information. You are ultimately responsible for the security of your username and password. Please take care to select a password that you don’t need to write down, but that is unique. If you do need to store your password, keep it separate from your username.
One Medical Passport Staff
Correcting or Updating Your Information
You may modify your personal information by entering Account Home from the homepage. Once you have identified yourself by entering your username and password you may then select ‘Edit your personal information’ or ‘Change your password’.
Removing Yourself from One Medical Passport
If you wish to be removed from One Medical Passport’s database for any reason you may contact our Support team with your name and username. Once we have verified your identity we will remove any existing information from our systems.
Foreign Language Support
If a language other than English is selected by the patient the page is translated with Google Translate. The page contents are sent to Google, translated, and then returned in the specified language. Google does not log any of this text. If you are viewing the site in English, no information is sent to Google.
This policy was last modified on September 14, 2015.
Terms of Service
OMP is the developer and owner of a proprietary Internet-based service that, among other functions, collects, processes, formats, stores and distributes patient medical information, scheduling information, and quality assurance information (“Service“).
THE SERVICE THAT OMP PROVIDES TO YOU IS SUBJECT TO THE FOLLOWING TERMS OF SERVICE. PLEASE READ THE FOLLOWING INFORMATION CAREFULLY. IN COMPLIANCE WITH THE CHILDREN’S ONLINE PRIVACY PROTECTION ACT, YOU MUST BE EIGHTEEN (18) YEARS OF AGE OR OLDER TO SUBMIT PERSONAL MEDICAL DATA AND INFORMATION. IN UTILIZING THIS SERVICE, YOU REPRESENT THAT YOU ARE OVER EIGHTEEN (18) YEARS OF AGE. BY CLICKING ON THE “I ACCEPT” BUTTON BELOW, YOU ACKNOWLEDGE THAT YOU UNDERSTAND AND ACCEPT THE FOLLOWING TERMS OF SERVICE. IF YOU DO NOT ACCEPT THESE TERMS OF SERVICE, YOU MAY NOT ACCESS THIS SITE OR UTILIZE ANY OF THE SERVICES PROVIDED ON OR THROUGH THIS SITE.
For Users of the Service Who Are Patients:
If you are using the Service as a medical patient, the following terms apply:
Access and Use of Service by Patient. OMP shall provide to you the non-exclusive right to access the Service through OMP’s website. The Service will process medical data you input (“Processed Medical Information“), for the limited purpose of maintenance and storage of your medical records. “Patient(s)” shall mean individuals like yourself and/or the legal guardians thereof, who utilize the Service; and the term “Patient Medical Information” shall mean your medical data and information as entered into the Service pursuant to the terms and conditions provided herein and which, upon authorization, will be shared with your healthcare providers.
Information and Instructions to be Provided to the Patients. Information and instructions for inputting your Patient Medical Information into the Service are set forth on the website, and are in addition to those instructions already provided to you by your healthcare provider(s).
Limitations of Service. You are solely responsible for all equipment, software and connections to the Internet required for you to gain access to OMP’s website.
Verification of Accuracy and Completeness of Patient Medical Data. The Service provides functionality that permits you to verify the accuracy and completeness of your Patient Medical Information. You shall be responsible for the accuracy and completeness of your inputted Patient Medical Information and Processed Medical Information. OMP is not responsible for the accuracy and completeness of Processed Medical Information or for verifying such Processed Medical Information with you.
Fees. Use of the Service is at no charge to Patients and their legal guardians.
Indemnification. OMP does not have any responsibility for your medical treatment or care. You shall indemnify, defend and hold harmless OMP, its directors, officers, employees, agents, successors and assigns and defend any action brought against same with respect to any claim, demand, cause of action, debt or liability, including reasonable attorneys’ fees, arising out of or relating to: (a) any injury resulting from the use of your Patient Medical Information or Processed Medical Information; (b) any claim that your Patient Medical Information and/or Processed Medical Information is inaccurate or incomplete; (c) any non-compliance with the terms of the Verification of Accuracy and Completeness of Patient Medical Information; (d) claims that content or information provided by you infringes the intellectual property rights of a third party; or (e) any breach of these Terms of Service by you.
Warranties. You represent and warrant to OMP that you have the capacity to understand and accept these terms. Furthermore, you represent and warrant that you are not accessing the service under misrepresentation or false identification. If you are inputting Patient Medical Information on behalf of another, you warrant and represent that you have the right to be binding to that other person.
For Other (Non-Patient) Users of the Service:
If you are using the Service in a capacity other than as a medical patient (such as a medical professional, staff or other employees of, or service provider to, the entity that purchased the Service), the following terms apply:
Access and Use of Service. OMP shall provide to you the non-exclusive right to access the Service through OMP’s website. The Service will process Processed Medical Information for the limited purpose of maintenance and storage of Patient medical records.
Information and Instructions. Information and instructions for inputting Patient Medical Information into the Service are set forth on the website, and are in addition to those instructions already provided to you by your employer.
You are solely responsible for all equipment, software and connections to the Internet required to gain access to OMP’s website.
Verification of Accuracy and Completeness of Patient Medical Data. The Service provides functionality that permits you to verify the accuracy and completeness of any Patient Medical Information that you input. You shall be responsible to OMP for the accuracy and completeness of any Patient Medical Information and Processed Medical Information that you input on behalf of a Patient. OMP is not responsible for the accuracy and completeness of Processed Medical Information or for verifying such Processed Medical Information with you.
Fees. Use of the Service is at no charge to you.
Security and Data Rights
Integrity and Confidentiality of Patient Medical Information and Processed Medical Information. OMP shall deploy commercially reasonable and available security measures to protect the integrity and confidentiality of Patient Medical Information and Processed Medical Information.
Security. You ensure that you will: (a) be responsible for the security and/or use of your user id and password; (b) not permit any other person or entity to use your user id and password; and (c) access and use the Service in accordance with these Terms of Service and all applicable local, state, and federal laws and regulations. You shall also be responsible for: (d) your obligations under these Terms of Service and the restrictions set forth in these Terms of Service; and (e) your use of the Service. OMP reserves the right to deny or revoke access to the Service, in whole or in part, if OMP reasonably believes that you are in breach of these Terms of Service or are otherwise using or accessing the Service in ways that are inconsistent with the Terms of Service.
OMP Materials. All materials, including without limitation, the Service, any computer software, web pages, web-based applications, Internet domain names, data or information developed or provided by OMP, and any ideas, know-how, methodologies, equipment or processes conceived, developed or used to provide the Service or other deliverables or services including, without limitation, all copyrights, trademarks, patents, trade secrets and any other proprietary rights related to such materials (collectively, “OMP Materials“) shall be and remain the sole and exclusive property of OMP.
General Restrictions. Commercial use of this Service is prohibited. Except as otherwise provided in these Terms of Service, you shall not: (a) provide, disclose, divulge or make available to or permit use of the Service by any third party; (b) copy or reproduce all or any part of the Service (except as expressly provided for herein); (c) interfere, or attempt to interfere, with the Service in any way; (d) distribute, market, sell, lease, transfer, license or sublicense the Service; (e) modify, change, alter, translate, create derivative works from, reverse engineer, disassemble or decompile the Service, or discover or attempt to discover the source code of all or any portion of the Service in any way for any reason; (f) engage in spamming, mailbombing, spoofing or any other fraudulent, illegal or unauthorized use of the Service or OMP’s systems; (g) introduce into or transmit through the Service any virus, worm, trap door, back door, timer, clock, counter or other limiting routine, instruction or design; (h) attempt to provide or create a link to the Service, except as authorized by OMP; (i) create any frames at any other web sites pertaining to or using any of the information provided by the Service; or (j) engage in or allow any action involving the Service that is inconsistent with these Terms of Service.
Term and Termination
Term. These Terms of Service will commence as soon as you access and use the service and continue for the duration of your access and use. OMP shall have the right to terminate your access to all or part of this site at any time, with or without notice.
DISCLAIMER. OMP AND ITS AFFILIATES, SUBCONTRACTORS AND THIRD-PARTY LICENSORS, IF ANY, MAKE NO REPRESENTATIONS OR WARRANTIES, WHETHER EXPRESS, IMPLIED OR STATUTORY REGARDING OR RELATING TO THE SERVICE PROVIDED TO YOU UNDER THIS AGREEMENT, AND WITHOUT LIMITING THE GENERALITY OF THE FOREGOING, OMP SPECIFICALLY DISCLAIMS ANY AND ALL IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE AND NONINFRINGEMENT. THE SERVICE IS PROVIDED “AS IS, AND WITH ALL FAULTS.” OMP DOES NOT GUARANTEE THAT YOUR ACCESS TO THE SERVICE PROVIDED UNDER THIS AGREEMENT WILL BE UNINTERRUPTED, ERROR FREE OR SECURE. OMP IS NOT A HEALTH SERVICES PROVIDER AND MAKES NO REPRESENTATION OR WARRANTY, EXPRESS OR IMPLIED, TO YOU OF THE SERVICE REGARDING THE COMPLETENESS OR ACCURACY OF THE PATIENT MEDICAL INFORMATION YOU ENTER OR PROCESSED MEDICAL INFORMATION, NOR ANY INTERPRETATION, MEDICAL DECISION OR COURSE OF MEDICAL TREATMENT RELATED THERETO. FURTHER, OMP DOES NOT WARRANT TO YOU THE AVAILABILITY OF THE SERVICE AT ALL TIMES AND SPECIFICALLY EXCLUDES AVAILABILITY DURING SCHEDULED DOWNTIME FOR MAINTENANCE PURPOSES, UNSCHEDULED MAINTENANCE AND SYSTEM OUTAGES, AND/OR AVAILABILITY OF THE SERVICE FOR REASONS BEYOND OMP’S CONTROL.
Privacy and Confidentiality
Privacy Terms. OMP acknowledges that in carrying out its obligations under these Terms of Service, OMP and its subcontractors, employees, affiliates, agents, or representatives may have access to your medical records and health information. OMP will take all reasonable precautions necessary to safeguard the confidentiality of Patient Medical Information and Processed Medical Information, which will in no event be less than a reasonable degree of care. OMP agrees to use reasonable efforts to comply with any local, state or federal law and regulations governing the privacy and confidentiality of the content of Patient Medical Information and/or Processed Medical Information including, without limitation, HIPAA.
Waiver and Severability. Any waiver or modification of these Terms of Service will not be effective unless executed in writing and signed by you and OMP. The failure of either party to enforce, or the delay by either party in enforcing, any of its rights under these Terms of Service will not be deemed to be a waiver or modification by such party of any of its rights under this Agreement. If any provision of these Terms of Service is held to be unenforceable, in whole or in part, such holding will not affect the validity of the other provisions of the Terms of Service.
Governing Law; Jurisdiction. These Terms of Service will be interpreted and construed in accordance with the laws of the State of Connecticut, without regard to conflict of law principles. All disputes arising out of these Terms of Service shall be brought only in the district and federal courts located in Norfolk County, Massachusetts. EACH PARTY CONSENTS TO THE EXCLUSIVE PERSONAL JURISDICTION AND VENUE OF THE COURTS, STATE AND FEDERAL, LOCATED IN NORFOLK COUNTY, MASSACHUSETTS.
This policy was last modified on August 28, 2018