Privacy Policy

Purpose

This Well Visit Planner (WVP) website was developed and is maintained by the Center for the Advancement of Innovative Health Practices doing business as the Child and Adolescent Health Measurement Initiative (CAHMI).  This Privacy Notice describes the information we process to support the Well Visit Planner.

The purpose of the tool, the Well Visit Planner (WVP), is to empower and engage parents/caregivers and families (“you”) to become partners in their child’s healthcare. The WVP allows parents/caregivers and families to explore key issues and needs important to the health of their child and family; learn about important topics to discuss with their healthcare provider; pick top priorities and receive educational information before, during and after visits; and partner with their child’s provider by sharing a personalized Visit Guide before or during the visit. The WVP is based on the most recent, national AAP Bright Futures Guidelines and recommendations and is made for parents/caregivers of children who are between 4 months and 6 years old.

CAHMI is governed by the Health Insurance Portability and Accountability Act (HIPAA) (42 U.S.C. §1301 et seq.). Such use of your and your child’s personal information shall be protected in compliance with HIPAA.

How information is used, protected and secured

CAHMI recognizes that your personal data belongs to you. We are committed to giving you control and genuine choice about how your data is used. We strive to be transparent about our data usage and provide you with the information you need to make informed choices.

Use for Personal Data:

We only use your personal data for specific purposes, as outlined below.

  • The email address that you use for registering for a family account will not be shared with any third parties, nor will your email address be sold or used for purposes other than sharing educational resources or sending updates about the WVP.
  • The WVP stores both identified the de-identified information that you may provide about your child's health, development, and home environment; along with the priorities you select on a secure, HIPAA compliant server.
  • Clinicians, health care providers, health systems and other organizations that have an account with the COE and have enabled use of the WVP Family Website to save their families’ Visit Guides can view completed Visit Guides with or without the child-specific special code for that Visit Guide.
  • Clinicians, health care providers, health systems and other organizations that have an account with the COE and have enabled use of the WVP Family Website can request a summary report of the de-identified aggregated data and/or population-based data collected on the WVP.
  • User Experience: We are dedicated to optimizing your data for your experience and use. We use information you share to provide resources, offer customizations, and improve your experience with the WVP.
  • Tool Support and Improvement: We use your data to drive improvements, resulting in better performance and enhancements. This data helps us identify issues and make necessary updates to improve the WVP and our other COE tools.
  • Research & Innovation: When you choose to share feedback with CAHMI on the WVP, we use your data to understand what WVP tool users want and guide our development efforts. This data allows us to detect usage trends and gain real-world feedback on what features and services our users need.

We do not save any personal health information that is collected through our websites and tools. If you are using a customized WVP website sent to you by your child’s provider, you may have the option to provide two pieces of identifiable information, termed a child-specific special code. This information is encrypted and stored in a manner consistent with HIPAA and does not allow us to plausibly identify users. The child-specific special code will allow you and your provider to identify the Visit Guide as pertaining to your child. Details of information collected to generate the child-specific special code are below.

  • The WVP does not ask the name of the child or caregiver/parent. Instead, a special code is generated to help providers discern the child a Visit Guide belongs to. The special code is made up of four data points, collected from the caregiver/parent by provider’s customized, secure WVP Family Website. These are:

(a) date caregiver/parent completed the WVP on provider’s customized WVP Family Website

(b) child’s first, middle (optional) and last name initials,

(c) month and year of child’s birth (not the day), and

(d) a special keyword selected by the caregiver/parent (like a favorite animal, food, toy or color).

Each data point is separately encrypted in CAHMI’s HIPAA compliant, secure WVP website database using highest standards of data security. Even if this information were accessed, it is implausible it could be used by anyone other than the provider and caregiver/parent to identify the child. For additional information on data security of information collected on any Well Visit Planner Family Website, please contact the CAHMI at info@cahmi.org.

Data collected through this online tool is confidential. The WVP collects and may save information, depending on your agreement and the customized WVP tool that you are using. By using the customized WVP Family Website sent to or shared with you by your child’s provider, you are agreeing to share your Visit Guide and WVP responses with your provider. You may also be given choices to share your Visit Guide with your provider through your own personal email, through your patient portal, or by saving and/or printing your Visit Guide and bringing it with you to your visit. We do not share any information with any other parties unless you give express consent and agree for us to do so.

If you choose to download, save, share, or print your Visit Guide or print portions of a completed Well Visit Planner, the CAHMI will not be liable for any actions related to your choice to disseminate, distribute or copy the Visit Guide or print portions of a completed Well Visit Planner with any information contained therein.

Data Minimization and Retention

We will keep personal data for no longer than is necessary for the purposes for which it was collected and then we will securely delete or destroy it.

Data Security

We implement information security best practices and controls to keep your personal information safe. Both security and privacy are embedded throughout our design and developmental processes. To protect your personal information and data, we implement a variety of security measures including: use of secure server, information storage on secure dedicated port-protected database that only allows data entry from the tool to our database, database with closed-off port for the SQL Server installation. And, we follow the principle of least privilege access to ensure that your personal data can only be accessed on a need-to-know basis. Only authorized personnel with special access rights to our systems are given access to the data.

How to contact CAHMI with any questions

If you have any questions about CAHMI, the Cycle of Engagement, Well Visit Planner, Online Promoting Healthy Development Survey or any other tools and features, you can contact us online at info@cahmi.org.