Notice of Privacy Practices

Effective date: October 20, 2026

This notice describes how medical information about you may be used and disclosed and how you can get access to this information. Please review it carefully.

This notice applies to Heartway Corporation and each of its skilled-nursing and rehabilitation communities: York Manor (Muskogee), Memorial Heights (Idabel), Colonial Park Manor (Okemah), Heritage Village (Holdenville), Henryetta Community (Henryetta) and Pioneer (Wetumka). In this notice, “we” and “our” mean Heartway and these communities, and “you” means a resident or patient, or the person legally authorized to act for one. The website Privacy Policy covers information collected through heartway.org and is separate from this notice.

Your rights

When it comes to your health information, you have certain rights. This section explains your rights and some of our responsibilities to help you.

Get a copy of your medical record

• You can ask to see or get a copy of your medical record and other health information we have about you. Ask the business office or administrator of your community how to do this.
• We will provide a copy or a summary of your health information, usually within 30 days of your request. We may charge a reasonable, cost-based fee.

Ask us to correct your medical record

• You can ask us to correct health information about you that you think is incorrect or incomplete.
• We may say “no” to your request, but we will tell you why in writing within 60 days.

Request confidential communications

• You can ask us to contact you in a specific way (for example, home or office phone) or to send mail to a different address.
• We will say “yes” to all reasonable requests.

Ask us to limit what we use or share

• You can ask us not to use or share certain health information for treatment, payment or our operations. We are not required to agree to your request, and we may say “no” if it would affect your care.
• If you pay for a service or health-care item out of pocket in full, you can ask us not to share that information for the purpose of payment or our operations with your health insurer. We will say “yes” unless a law requires us to share that information.

Get a list of those with whom we have shared information

• You can ask for a list (accounting) of the times we have shared your health information for six years prior to the date you ask, who we shared it with and why.
• We will include all the disclosures except for those about treatment, payment and health-care operations, and certain other disclosures (such as any you asked us to make). We will provide one accounting a year for free but will charge a reasonable, cost-based fee if you ask for another within 12 months.

Get a copy of this privacy notice

You can ask for a paper copy of this notice at any time, even if you have agreed to receive the notice electronically. We will provide you with a paper copy promptly.

Choose someone to act for you

• If you have given someone medical power of attorney or if someone is your legal guardian, that person can exercise your rights and make choices about your health information.
• We will make sure the person has this authority and can act for you before we take any action.

File a complaint if you feel your rights are violated

• You can complain if you feel we have violated your rights by contacting us using the information in the Questions and complaints section below.
• You can file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights by sending a letter to 200 Independence Avenue, S.W., Washington, D.C. 20201, calling 1-877-696-6775, or visiting hhs.gov/ocr/privacy/hipaa/complaints.
• We will not retaliate against you for filing a complaint.

Your choices

For certain health information, you can tell us your choices about what we share. If you have a clear preference for how we share your information in the situations described below, talk to us. Tell us what you want us to do, and we will follow your instructions.

In these cases, you have both the right and the choice to tell us to:

• Share information with your family, close friends or others involved in your care;
• Share information in a disaster-relief situation;
• Include your information in a facility directory (your name, location in the community, general condition and religious affiliation, shared with clergy and with people who ask for you by name).

If you are not able to tell us your preference, for example if you are unconscious, we may go ahead and share your information if we believe it is in your best interest. We may also share your information when needed to lessen a serious and imminent threat to health or safety.

In these cases we never share your information unless you give us written permission:

• Marketing purposes;
• Sale of your information;
• Most sharing of psychotherapy notes.

In the case of fundraising: we may contact you for fundraising efforts, but you can tell us not to contact you again.

Our uses and disclosures

We typically use or share your health information in the following ways.

Treat you

We can use your health information and share it with other professionals who are treating you. Example: a physician treating you for an injury asks another provider about your overall health condition.

Run our organization

We can use and share your health information to run our communities, improve your care and contact you when necessary. Example: we use health information about you to manage your treatment and services.

Bill for your services

We can use and share your health information to bill and get payment from health plans or other entities. Example: we give information about you to your health insurance plan, Medicare or Medicaid so it will pay for your services.

How else can we use or share your health information?

We are allowed or required to share your information in other ways, usually in ways that contribute to the public good, such as public health and research. We have to meet many conditions in the law before we can share your information for these purposes. For more information see hhs.gov/ocr/privacy/hipaa/understanding/consumers.

• Help with public health and safety issues. Preventing disease; helping with product recalls; reporting adverse reactions to medications; reporting suspected abuse, neglect or domestic violence; preventing or reducing a serious threat to anyone’s health or safety.
• Do research. We can use or share your information for health research.
• Comply with the law. We will share information about you if state or federal laws require it, including with the Department of Health and Human Services if it wants to see that we are complying with federal privacy law.
• Respond to organ and tissue donation requests.
• Work with a medical examiner or funeral director. We can share health information with a coroner, medical examiner or funeral director when an individual dies.
• Address workers’ compensation, law enforcement and other government requests. For workers’ compensation claims; for law-enforcement purposes or with a law-enforcement official; with health-oversight agencies for activities authorized by law; for special government functions such as military, national security and presidential protective services.
• Respond to lawsuits and legal actions. We can share health information about you in response to a court or administrative order, or in response to a subpoena.
• State surveys and the long-term care ombudsman. We share records with the Oklahoma State Department of Health and other surveyors as required by law, and residents may share information with the State Long-Term Care Ombudsman.

Our responsibilities

• We are required by law to maintain the privacy and security of your protected health information.
• We will let you know promptly if a breach occurs that may have compromised the privacy or security of your information.
• We must follow the duties and privacy practices described in this notice and give you a copy of it.
• We will not use or share your information other than as described here unless you tell us we can in writing. If you tell us we can, you may change your mind at any time. Let us know in writing if you change your mind.

Changes to the terms of this notice

We can change the terms of this notice, and the changes will apply to all information we have about you. The new notice will be available upon request, posted in each community and on this page.

Questions and complaints

The administrator of each community serves as its privacy contact. Call or visit your community, reach us through our contact page, or write to the Privacy Officer, Heartway Corporation, in care of your community’s administrator. Community addresses and phone numbers are on our communities page. Relay users may dial 711.

This notice is based on the model Notice of Privacy Practices published by the U.S. Department of Health and Human Services Office for Civil Rights.