Privacy Complaint Procedure

 

Before filing a complaint with Quirktree, please read all the information below to ensure your complaint is received by the appropriate party. 

 

You have the right to register a complaint with Quirktree if you feel that Quirktree has violated the privacy or security of health or other confidential information. Quirktree will not retaliate against any party for filing a complaint. 

 

1. If you are a customer and feel that your account or patient information has been breached or have concerns about the security and/or privacy of your information, please write to us immediately. It is part of your shared responsibility with us to contact us as soon as you suspect that your information has been compromised.
    

• If you are a patient of one of our customers and you have concerns about the security and/or privacy of your information, please contact us immediately. You can file a complaint with Quirktree directly. 

 

Submitting a Complaint to Quirktree

 

Privacy complaints to Quirktree must: 

• Be submitted in writing.

• Name the subject of the complaint and describe the acts or omissions believed to be in violation of the HIPAA Privacy or Security Rule.

 

To submit a HIPAA complaint to Quirktree, please use one of the following methods:

 

Address:

 

Quirktree, LLC

4334 Northwest Expy, Suite 104

Oklahoma City, OK 73116

 

Email:

hello@quirktree.com 
 

Quirktree Investigation and Reporting

 

Quirktree will respond to all written complaints within 2 business days to acknowledge receipt and either resolve or notify that further action is needed. If needed, investigation will begin upon confirmation that further action is needed. Investigation of security and privacy complaints is conducted by our security team. 

 

You will be kept informed of those investigations based upon the information you provide for us. There may be times that, for legal reasons, we cannot give specifics of the investigation. 

 

All claims, investigations, and resolutions will be documented by the Quirktree Privacy Officer and/or Security Officer. If a policy or regulatory violation is found, the Privacy Officer and/or Security Officer will consult with the executive team, as appropriate, to determine whether patient, OCR, or media notification is required. Violations that meet the definition of breach under HIPAA/HITECH will be reported to OCR, as required. 

 

A final written report will be provided to the individual filing the complaint within sixty (60) days of receiving such complaint. In some cases, an additional extension of up to sixty (60) days may be necessary to complete the investigation.

 

Filing a Privacy Complaint with HHS

 

Complaints may be filed directly with the Secretary of HHS. Such complaints must be in writing, identify the Business Associate or Covered Entity, and must describe the violation. Information regarding filing a complaint with HHS can be found at https://hhs.gov/hipaa/filing-a-complaint .

 

All privacy complaints must be filed within 180 days of when the complainant knew that the act, omission, or incident occurred. The 180-day filing period may be extended if the complainant can show “good cause”.