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Privacy Policy

KC Community Services, Inc. (KCCS)
Patient Portal Privacy Policy
Effective Date: May 9, 2026

1. Introduction

KC Community Services, Inc. (KCCS) is committed to protecting the privacy, confidentiality, and security of our clients’ personal and protected health information (“PHI”). This Privacy Policy explains how information collected through the KCCS Patient Portal is used, protected, and disclosed in accordance with the Health Insurance Portability and Accountability Act (“HIPAA”) and other applicable federal and state laws.

By using the KCCS Patient Portal, you acknowledge and agree to the practices described in this Privacy Policy.

2. Information We Collect

The KCCS Patient Portal may collect, receive, maintain, and store confidential information, including but not limited to:

Personal Information

• Name 
• Address 
• Telephone number 
• Email address 
• Date of birth 
• Emergency contact information 
• Insurance information 

Protected Health Information (PHI)

• Medical history 
• Diagnoses and treatment information 
• Care plans and assessments 
• Medication information 
• Provider notes and clinical documentation 
• Appointment information 
• Communications between clients and providers 

Administrative and Operational Information

• Registration forms 
• Consent for treatment forms 
• Appointment scheduling information 
• Customer satisfaction surveys 
• General information submitted through the portal 

Information submitted through the portal may become part of the client’s confidential medical record maintained by KCCS providers.

3. How We Use Information

KCCS uses information collected through the patient portal for healthcare, operational, and administrative purposes, including:

• Providing healthcare and supportive services 
• Coordinating care among authorized providers 
• Maintaining accurate medical records 
• Scheduling and managing appointments 
• Collecting registration information 
• Obtaining consent for treatment 
• Communicating with clients regarding services and care 
• Conducting customer satisfaction surveys 
• Improving the quality of services and client experience 
• Complying with legal and regulatory obligations 
• Billing and insurance-related activities when applicable 

KCCS does not sell, rent, trade, or share confidential information for advertising or marketing purposes.

4. HIPAA Compliance and Security

KCCS maintains appropriate administrative, technical, and physical safeguards to protect confidential information and PHI in accordance with HIPAA requirements.

Security measures may include:

• Password-protected access 
• Secure encrypted transmissions where appropriate 
• Role-based access controls 
• Secure data storage systems 
• Audit logs and monitoring 
• Workforce confidentiality training 
• Limited access to authorized personnel only 

While KCCS takes reasonable measures to protect information, no electronic transmission or storage system can be guaranteed to be completely secure.

5. Sharing and Disclosure of Information

KCCS may use or disclose confidential information only as permitted or required by law, including:

• For treatment, payment, and healthcare operations 
• To authorized healthcare providers involved in client care 
• To comply with legal obligations, court orders, or government requests 
• To prevent serious threats to health or safety 
• As otherwise permitted under HIPAA 

KCCS does not sell or share client information with third parties for commercial purposes.

6. Client Rights

Clients may have rights under HIPAA and applicable laws, including the right to:

• Access their health records 
• Request corrections to inaccurate information 
• Request restrictions on certain disclosures 
• Request confidential communications 
• Obtain an accounting of disclosures 
• File a complaint regarding privacy practices 

Requests regarding privacy rights may be submitted directly to KCCS.

7. User Responsibilities

Users of the patient portal are responsible for:

• Maintaining the confidentiality of login credentials 
• Not sharing usernames or passwords 
• Logging out after each session 
• Promptly notifying KCCS of unauthorized access or security concerns 

KCCS is not responsible for unauthorized access resulting from a user’s failure to safeguard account information.

8. Electronic Communications

The patient portal may permit electronic communications between clients and KCCS providers or staff. Users understand that electronic communications may involve certain security risks despite reasonable safeguards.

The patient portal should not be used for emergency medical situations. In an emergency, call 911 or seek immediate medical assistance.

9. Data Retention

KCCS maintains medical and portal records in accordance with applicable federal and state laws, HIPAA regulations, and professional record retention requirements.

10. Third-Party Service Providers

KCCS may use secure third-party vendors or technology providers to support operation of the patient portal. Any vendor with access to PHI is required to comply with HIPAA privacy and security standards through appropriate agreements.

11. Changes to This Privacy Policy

KCCS reserves the right to revise this Privacy Policy at any time. Updated policies will be posted through the patient portal or website with a revised effective date.

12. Contact Information

Questions regarding this Privacy Policy may be directed to:

KC Community Services, Inc. (KCCS)
KCCS Website

Terms and Conditions

KC Community Services, Inc. (KCCS)
Patient Portal Terms and Conditions
Effective Date: May 9, 2026

1. Acceptance of Terms

By accessing or using the KCCS Patient Portal, users agree to comply with these Terms and Conditions, applicable laws, and HIPAA privacy requirements.

If you do not agree to these Terms and Conditions, you should discontinue use of the portal.

2. Purpose of the Portal

The patient portal is intended to:

• Share confidential health information with clients 
• Allow clients to submit confidential health information 
• Schedule appointments 
• Complete registration forms 
• Obtain consent for treatment 
• Conduct customer surveys 
• Facilitate communication between clients and providers 
• Provide access to portions of the client’s medical record 

The portal is not intended for emergency medical care or urgent medical situations.

3. Eligibility and Authorized Use

Use of the patient portal is limited to:

• Authorized KCCS clients 
• Legal guardians or authorized representatives 
• Authorized KCCS workforce members 

Users agree to provide accurate, current, and complete information.

4. Account Security

Users are responsible for:

• Protecting login credentials 
• Restricting access to their account 
• Immediately reporting suspected unauthorized access 

KCCS reserves the right to suspend or terminate portal access if misuse or security concerns are identified.

5. HIPAA and Confidentiality

KCCS maintains confidential information in accordance with HIPAA and applicable privacy laws. Users acknowledge that electronic communications and internet-based services may carry inherent security risks.

6. Permitted Use

Users agree to use the portal only for lawful healthcare-related purposes.

Users shall not:

• Access another person’s account without authorization      
• Attempt to interfere with portal security 
• Upload harmful or malicious content 
• Use the portal in violation of laws or regulations 

7. Medical Disclaimer

Information provided through the portal is for healthcare communication and informational purposes only and does not replace professional medical advice or emergency services.

For medical emergencies, call 911 or seek immediate medical attention.

8. Appointment Scheduling and Forms

The portal may permit users to:

• Request or schedule appointments 
• Submit registration forms 
• Complete consent documentation 
• Participate in surveys 

Submission of information through the portal does not guarantee immediate provider review or response.

9. Limitation of Liability

To the fullest extent permitted by law, KCCS shall not be liable for:

• Temporary interruptions in portal access 
• Technical failures beyond its reasonable control 
• Delays in communication 
• Unauthorized access resulting from user negligence 

10. Intellectual Property

All portal content, trademarks, logos, and materials are the property of KCCS unless otherwise stated and may not be copied, reproduced, or distributed without permission.

11. Termination or Suspension of Access

KCCS may suspend or terminate portal access for:

• Violation of these Terms and Conditions 
• Suspected misuse or unauthorized access 
• Security concerns 
• Operational or legal reasons 

12. Governing Law

These Terms and Conditions shall be governed by applicable federal laws, HIPAA regulations, and the laws of the jurisdiction in which KCCS operates.

13. Changes to Terms and Conditions

KCCS reserves the right to modify these Terms and Conditions at any time. Updated versions will become effective upon posting to the patient portal or website.

14. Contact Information

For questions regarding these Terms and Conditions, contact:

KC Community Services, Inc. (KCCS)
KCCS Website

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