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Joint Notice of Privacy Practices

This notice describes how health information about you may be used and disclosed, your rights with respect to your health information, how you can get access to your health information, and how to file a complaint concerning a violation of the privacy or security of your health information or of your rights concerning your information. You have a right to a copy of this notice (in paper or electronic form) and to discuss it with our Privacy Officer via the contact details herein if you have any questions. Please review it carefully.

Who This Notice Applies To

This Joint Notice of Privacy Practices for Protected Health Information (“Notice”) applies to the health care provider entities that are affiliates of Froedtert ThedaCare Health, Inc. (“Froedtert ThedaCare”) and to The Medical College of Wisconsin, Inc. and its affiliates (“MCW”). When this Notice says “we,” “us,” or “our,” it refers to both Froedtert ThedaCare and MCW, unless stated otherwise.

This Notice describes our privacy practices under the Health Insurance Portability and Accountability Act and its associated regulations (“HIPAA”). This Notice applies to all of our health care provider entities that are covered entities under HIPAA, including:

  • Froedtert ThedaCare’s affiliated hospitals, clinics, and providers in Froedtert ThedaCare’s North Region, including ThedaCare, Inc.
  • Froedtert ThedaCare’s affiliated hospitals, clinics, and providers in Froedtert ThedaCare’s South Region
  • MCW’s affiliated clinics and providers

This Notice does not apply to information that is not subject to HIPAA, or information used or shared in a manner that cannot identify you. This Notice does not apply to us as an employer. This Notice does not apply to any health plan. Any health plan is a separate covered entity for the purpose of HIPAA and has its own notice of privacy practices.

Our Responsibilities

We are required by law to:

  • Protect the privacy of your protected health information (“PHI”) that is subject to HIPAA.
  • Provide you this Notice to explain how PHI about you may be used and disclosed by us and that describes your rights and our legal duties and privacy practices concerning PHI.
  • Follow the terms of this Notice.
  • Notify you if we become aware of a breach of unsecured PHI and you are one of the affected individuals.

Your Right to a Copy of this Notice

A copy of this Notice from any of us will serve as notice for all of us, as described above. We may update this Notice at any time. Changes we make will apply to all PHI we have about you. You can find the most up-to-date version of this Notice:

How We Use and Share Your PHI

We may use and share your PHI in certain situations. Some types of information, like mental health records, substance use disorder treatment, reproductive health, or HIV/AIDS-related information, may have extra protections by law that may limit certain uses and disclosures of that information. Applicable state or federal laws that provide greater privacy protection or broader privacy rights will continue to apply and we will comply with such laws to the extent they are applicable.

Here are the main ways we may use or share your PHI:

  • For Treatment: To provide your medical care and treatment. This can include sharing your information with other healthcare providers to help them treat you. This also applies to telehealth services.
  • For Payment: To bill and collect payment from you or your insurance, Medicare, or other payers. This includes checking if services are covered and getting approval before treatment.
  • For Healthcare Operations: To conduct business activities like business management and planning, quality assessment, activities relating to improving health or reducing health care costs, staff evaluations, licensing, and training and learning purposes.
  • Appointment Reminders: To remind you about upcoming appointments or coordinate services if needed.
  • Treatment Options: To contact you about new or additional treatments or services that could benefit you.
  • Minors’ Information: Usually, we share minors’ PHI with their parents or legal guardians unless the law says otherwise.
  • Abuse, Neglect or Threats to Safety: If we believe you are a victim of abuse or neglect, we may share your PHI with authorities if you agree or if the law requires it. We may also share information to prevent serious harm to you or others.
  • When Required by Law or Court Order: We must share your PHI when the law requires it.
  • Law Enforcement: We may share your PHI with police or other law enforcement agencies for identification or crime-related purposes.
  • Public Health: We may share your PHI to help control disease outbreaks, report births or deaths, or track medication issues.
  • Health Oversight: We may share your PHI with government agencies that oversee healthcare for audits, investigations, or licensing.
  • Military and National Security: PHI may be shared with proper authorities for military, national security, or intelligence purposes.
  • Inmates: If you are incarcerated, PHI may be shared with prison medical staff, law enforcement, or proper authorities.
  • Worker’s Compensation: PHI may be shared for workplace injury claims or compliance with workers’ compensation laws.
  • Change in Ownership: PHI may be shared in case of sale, merger, or transfer of our organization.
  • Breach Notification: If your PHI is disclosed by mistake, we will notify you as required by law.
  • Research: Your PHI may be used in medical research if approved by ethics boards or if you agree.
  • Business Associates: PHI may be shared with third parties providing services to us, who must protect your PHI.
  • After Death: PHI may be shared with coroners, medical examiners, funeral directors as needed.
  • Organ and Tissue Donation: PHI may be shared with organizations involved in donation and transplantation.
  • De-identification: Information may be de-identified so it is no longer considered PHI and may be used freely.

Health Information Exchanges (HIEs)

We may participate in Health Information Exchanges (HIEs) to share PHI electronically with healthcare providers, hospitals, labs, insurers, and others for treatment, payment, healthcare operations, and other legally permitted purposes. You are automatically opted in but can opt out where allowed. To opt out, contact our Health Information Management/Medical Records Department.

When You Can Say No to Sharing Your Health Information

  • Facility Directory: You can request we do not share your name, location, condition, or religion.
  • Family and Friends: You can request we do not share your PHI with family or friends.
  • Disasters: PHI may be shared to help coordinate your care, unless you request otherwise.
  • Fundraising: You may opt out of fundraising communications.
  • News and Events: You may receive updates about programs or services.

Other Uses

  • Artificial Intelligence (AI): AI may be used in treatment or administrative tasks but decisions are made by your provider.
  • Data from Wearables: Data shared by wearables may not be protected under HIPAA.
  • Website and Online Tracking: PHI may be used as permitted by law with cookies and tracking technologies.

Use and Disclosure of Substance Use Disorder Records (SUD)

Federal laws require certain SUD records to be kept confidential. Written consent is usually needed to share SUD Records, with some exceptions (medical emergencies, research, audits, public health, court orders, etc.). SUD Records may be shared with your consent for treatment, payment, healthcare operations, and program coordination.

Written authorization is required for:

  • Disclosure of psychotherapy or counseling notes
  • Marketing that involves financial payment from third parties
  • Sale of PHI

PHI disclosed under this Notice may be subject to redisclosure by recipients.

Your Rights About Your PHI

  • See and Get a Copy of Your PHI (with some exceptions)
  • Ask for a Summary or Explanation
  • Get an Electronic Copy
  • Ask Us to Fix Wrong Information
  • Ask for a List of Who We Shared Your Information With
  • Ask Us to Limit How We Share Your Information
  • Ask Us to Contact You in a Specific Way
  • Choose Someone to Act for You
  • Send Your Health Information Using an App
  • Get a Paper Copy of This Notice

Conscience Rights in Healthcare

We respect your rights to decline healthcare services based on religious or moral beliefs.

Contact Information

Froedtert ThedaCare Compliance Department

MCW

  • Phone: 1-844-703-8171
  • Online: mcw.ethicspoint.com
  • Mail: Research Park Center Suite R1400, 10000 Innovation Dr., Wauwatosa, WI 53226

Health Information/Medical Records Department

  • Froedtert ThedaCare – South Region & MCW: 262-836-2510, healthinformation@froedtert.com, Fax: 262-836-8490, Mail: Hartford Health Center, Attn: Health Information Management-ROI, 110 Lone Oak Ln., Hartford, WI 53027
  • Froedtert ThedaCare – North Region: Contact Form

Patient Financial Services

  • Froedtert ThedaCare – South Region: 1-800-466-9670, financial.assistance@froedtert.com, Fax: 414-777-1503
  • Froedtert ThedaCare – North Region: 800-236-4102
  • Doctor or Clinical Billing: 920-996-3200, Mail: PO Box 8003, Appleton, WI 54912-8003
  • Hospital Billing: 920-830-5900, Mail: PO Box 2759, Appleton, WI 54912-2759
  • MCW: 1-844-239-1939

Websites:

How to File a Complaint

You may file a complaint with us or the federal government if you believe your privacy rights were violated. Filing will not affect your care.

U.S. Department of Health and Human Services

  • Website: www.hhs.gov/ocr/hipaa/
  • Phone: 202-619-0257 or 877-696-6775
  • Mail: Centralized Case Management Operations, U.S. Department of Health and Human Services, 200 Independence Ave., S.W., Room 509F HHH Bldg., Washington, D.C. 20201

Civil Rights & Language Access

We comply with federal civil rights laws. Free language assistance is available:

  • Call: 414-805-3000 (TTY: 1-800-947-3529)
  • Spanish: Llame al 414-805-3000 (TTY: 1-800-947-3529)
  • Hmong: Hu rau 414-805-3000 (TTY: 1-800-947-3529)

Effective Date: April 14, 2003
Last Revision Date: January 19, 2026
Item #: 62157 (supersedes 3/20, 10/19, 10/16, 06/16, 05/15, 07/13, 03/12, 09/10, 04/10, 07/09)

PDF Versions

Joint Notice of Privacy Practices (English PDF)

Joint Notice of Privacy Practices (Español PDF)

Joint Notice of Privacy Practices (Hmong PDF)