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Terms and Conditions of Use and

Authorization for Release of Information

Mohawk Valley Health System, on behalf of its affiliates including Faxton-St. Luke’s Healthcare and St. Elizabeth Medical Center, their physicians and clinics, and other participating providers (hereinafter referred to as "MVHS"), are pleased to offer patients a convenient way to manage their routine healthcare via a web-based portal called MyChart®. MyChart® is an internet application that provides registered users ("Users") with web-based access to portions of their MVHS electronic medical record and a secure communications channel with MVHS for non-urgent messages.

At this time, MVHS anticipates that MyChart® will provide the following services to Users: Manage appointments, request refills or renewals of current medications, review of portions of User’s electronic medical record, request release of selected test results, ask non-urgent questions, request referrals, and pay bills online.

MyChart® is used for routine health management only, not for emergencies or urgent questions. If you have an emergency or an urgent matter that you believe may affect your health or well being, immediately call 911 and/or go to an emergency room of a local hospital.

I. Privacy and Security

MVHS is dedicated to protecting the privacy and security of our patients’ healthcare information including medical information accessed through MyChart®. State and federal laws, including the Health Insurance Portability and Accountability Act ("HIPAA") and the Health Information Technology for Economic and Clinical Health Act ("HITECH"), protect the privacy and security of patients' protected health information. To learn more about our privacy practices, please read the MVHS Notices of Privacy Practices available at https://mvhealthsystem.org/notice-of-privacy-practices.

MVHS has implemented reasonable and appropriate security measures to protect the information of MyChart® Users. These measures include encryption, firewalls, passwords, and audit trails. However, when using MyChart®, information will be transmitted over an internet medium that is beyond the control of MVHS and its contractors. Accordingly, the User is responsible for ensuring that the computer system(s) used to access their MyChart® account has the appropriate security controls enabled.

II. Your Responsibilities; Registering for an Account

MyChart® is a service offered as a convenience to MVHS patients. MyChart® provides you with online access to portions of your medical record. You are solely responsible for any sharing of its content that you may intentionally or unintentionally communicate to others.

By accessing or using MyChart®, you are agreeing that you have read, understand, and agree to be bound to these Terms and Conditions, and are authorizing release of your medical information to you through your MyChart® account. Your medical information may include substance abuse, genetic testing, mental health, and/or confidential HIV-related information.

To sign up: To sign up for a MyChart® account, clinic staff may sign you up directly when you are at the front desk or in an exam room at your medical office, or you may be given a MyChart® activation code for self-sign up online. You must be aged 12 or older to request a personal account. For proxy access to a minor’s account, see Section "VII" below.

To dis-enroll: Use of MyChart® is optional and voluntary. You have the right to dis-enroll from MyChart® at any time, by contacting your medical office to deactivate your account.

If you do not agree to these Terms and Conditions or do not consent to the release of your medical information as outlined in this statement do not sign up for, or use, MyChart®.

III. Electronic Messages

MyChart® should never be used for emergencies or urgent matters. If you have an emergency or an urgent matter that you believe may affect your health or well being, immediately call 911 and/or go to an emergency room of a local hospital.

MVHS uses best efforts to provide timely responses to MyChart® Users' electronic messages. General turnaround time for responses is 3 to 5 business days. However, delays may occur for reasons including message volume, availability of staff, and technology disruption. Accordingly, there is no guarantee that all messages will be responded to within a specific period of time. Also, MVHS is only able to respond to inquiries based on the information provided by the User. So if insufficient information is provided, we may not able to provide a complete, accurate and/or timely response to you question.

Please note that messages will be routed to the appropriate department as necessary for handling; therefore MVHS employees other than your healthcare provider may be involved in addressing your request. Accordingly, use of MyChart® may not be appropriate for sensitive information that you wish to discuss directly with your provider.

IV. Access Codes and Passwords

When you first enroll in MyChart®, you will be provided with an access code. The access code gives you an opportunity to create a personal login name and a password. It is extremely important to keep your login name and password confidential. Anyone with access to your login name and password will be able to access your medical information. That person will also be able to read your messages and send new messages. You are solely responsible for any loss of confidentiality of your medical information resulting from sharing or losing your password.

If you believe or suspect your security has been compromised, it is your responsibility to change your password. You may change your password at any time by going to your MyChart® account in the security settings.

V. Email Privacy

When registering for a MyChart® account, you will be asked to provide a personal email address for receipt of messages. This will be the address used to send you notifications when there is new medical information to be viewed on your MyChart® account. Any person you have granted access to the email account will be able to see those notifications. Although no private medical information will be sent via emails, the notification that new medical information is available on MyChart® is information you may not want others to know. Please take this into account when deciding which email address to use when registering for your MyChart® account. You may change the email account associated with your MyChart® account at any time by going to your MyChart® account under Communications to change your Contact Information.

VI. Medical Record Data

A. Hospitals are required by law to maintain a medical record for each patient they evaluate or treat. The record must accurately and completely document all orders, test results, evaluations, care plans, treatments, interventions, and care or treatment received and responses to those treatments, interventions, and care. Please note that not all of your MVHS medical record will appear on your MyChart® account. If you wish to obtain copies of your official medical record, please contact the Health Information Management Release of Information office directly at 315-624-4964.

B. MVHS assumes no responsibility for how you use the information you obtain from MyChart®. Neither MyChart® nor any other application available through MVHS’ website is a substitute for appropriate and timely contact and consultation with your physician. Contact your clinic or your physician, or call 911 services immediately if you have an urgent issue that you believe may affect your health or well being.

C. Although MVHS uses reasonable measures to ensure the integrity of MyChart® information, it makes no guarantees or warranties with respect to the availability or accessibility to MyChart®. If you discover something that you believe is inaccurate, please inform MVHS Health Information Management at 315-624-4958 for review of your request.


VII. Parent/Legal Guardian Proxy Access to Minor’s Information

A. Parent/Legal Guardian proxy access to MyChart® account of a minor up to their 12th birthday. A Parent/Legal Guardian may request proxy access to the MyChart® account of their child aged 0 to their 12th birthday. To request proxy access to the MyChart® account of your child in this category, please refer to Subsection "C" below.

B. Parent/Legal Guardian proxy access to billing balance only of account of a minor aged 12 to 18 years old. Under State and Federal law, there are certain types of medical information that a Parent/Legal Guardian of a minor age 12 or older may not view without consent of that minor. Because of these requirements, we are unable to offer Parents/Legal Guardians of minors in this age category with full access to their child’s account. However, we are able to offer them access to the billing balance of their child's account.

Accordingly, when an account holder reaches age 12, parental/guardian access will be restricted to billing balance only. When the minor reaches age 18, all parental/guardian access to the minor’s account will be cancelled. To request proxy access to the billing balance of the account of your teen aged 12 to 17 years old, please refer to Subsection "C" below.

C. To Request Proxy Access. At this time, MVHS offers only the 2 types of Proxy Access that are outlined above: (1) Parent/Legal Guardian access to MyChart® account of child aged 0 up to their 12th birthday and (2) Parent/Legal Guardian access to billing balance only of teen aged 12 to their 18th birthday. You can attain proxy access directly from your MVHS medical office. Such access will only be granted to parties with parental rights or legal guardianship over the account holder and only to the extent that the party requesting proxy access can demonstrate the legal right to account holder's medical information. Only one person will be granted proxy access to a minor’s account. If the proxy’s legal relationship with the account holder changes, the proxy must inform MVHS immediately by calling 315-624-4958, or by sending written notice to the MVHS Health Information Management, MVHS, 1656 Champlin Avenue, Utica New York 13503. MVHS reserves the right to revoke proxy access at any time for any reason.

VIII. Appropriate Use; Termination of Access

A. Appropriate Use. Access to MyChart® is provided for the purpose of managing User’s routine healthcare. Use of the system unrelated to this purpose, violating these Terms and Conditions, and/or improper use or abuse of access to this system may result in the restriction, suspension, or termination of MyChart® access.

Improper uses include, but are not limited to: Use of an account without authorization, including signing on as or pretending to be another person; language, images, or material that is obscene, profane or vulgar, predatory, threatening, harassing, abusive, deceptive, defamatory, slanderous, hateful, or bullying; infringing on or violating the intellectual property rights of others or the privacy or publicity rights of others; violating MVHS rules or policies, or federal, state or local law; uploading/attempting to upload programs to infiltrate or damage the system or to interfere with the operations of the system; unusual or unusually excessive account activity; reserving appointment times that are not needed or are frequently cancelled; or activities MVHS deems to cause a disruption to clinic operations.

B. Restriction, Suspension, or Termination of Access. Determination of whether a use is improper or violates these Terms and Conditions, and whether to restrict, suspend, or terminate access, are all decisions made in the sole discretion of MVHS. There is no right of the User to appeal or request reconsideration of such determinations.

IX. Links to Other Sites

MVHS may offer links or references to other sites not managed by MVHS. MVHS does not endorse and makes no representations as to the accuracy of information provided by third party sites. Any links or references to such sites are provided as a convenience only. MVHS has no responsibility for their content and shall not be liable for any damages or injuries arising from such content. Users that decide to access third party sites are doing so at their own risk.

X. Other Terms and Conditions

A. Ownership. The content of the MVHS website and medical information accessed through MyChart® are the property of MVHS. The words "MVHS" and its associated logos, icons and other marks are the trademarks and service marks of Mohawk Valley Health System and are protected by copyright and trademark law. All other trademarks, service marks, and logos used on this site, are the trademarks, service marks, or logos of their respective owners. Nothing on the MVHS site shall be construed as granting any license or right to use any trademark, service mark, or logo displayed on this site without the express permission of MVHS or the third party that may own the trademark, service mark, or logo.

B. Limitations on MVHS' Responsibility. Access to MyChart® may not always be available, for example for reasons of system maintenance, back-ups or failures. Access is provided on an "as is available" basis. Users are not guaranteed access. MVHS is not responsible for injuries, damages, costs, or expenses of User or third parties arising out of User's inability to access or view information on MyChart®. MVHS reserves the right to revoke or cancel MyChart® access at any time for any reason. MVHS is not responsible for any injuries, damages, costs, or expenses of User or third parties relating to, directly or indirectly, the material and information contained in MyChart®. MVHS is not liable to the User or any other person for direct, indirect, special, incidental or consequential damages of any type relating to the use or content of MyChart®, even if informed of the possibility of such damages. By registering for or using MyChart®, User agrees to defend and hold MVHS harmless and indemnify it against injuries, damages, costs, expenses, actions, suits, or claims asserted against MVHS arising out of, or in any way connected to, User's utilization of MyChart® or the information contained therein. MVHS reserves any and all rights and remedies that it may have under applicable law, rule or regulation; nothing contained in these Terms and Conditions shall effect a waiver of such rights and remedies.

C. Governing Law. These Terms and Conditions shall be construed, interpreted, and enforced in accordance with the laws of the State of New York without giving effect to choice of law rules or principals.

D. Entire Agreement. This statement contains the Terms and Conditions governing use of MVHS MyChart®. These Terms and Conditions may be changed at any time in the discretion of MVHS. The updated Terms and Conditions will be posted on the MyChart® website.

XI. Support/Help

For support or information about registering or using MVHS MyChart®, call 315-624-6990.