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104 Selma Drive - Winchester, VA 22601 - (540) 678-2800
Patient Non-Discrimination Policy

Purpose

To define the organization’s policy regarding non-discrimination related to its patients and visitors, ensuring that all of our patients and visitors are treated in a welcoming, non-discriminatory and equal manner, consistent with applicable state and federal law.

Applicability

This policy applies to Selma Medical Associates, Inc. (“Selma”), including its employees, staff and any other individuals providing healthcare services on behalf of Selma (collectively, “Personnel”).

Policy

Selma and its Personnel will not discriminate against any patients or visitors on the basis of age, race, color, creed, ethnicity, religion, national origin, ancestry, marital status, sex, sexual orientation, gender identity or expression, disability, socioeconomic status, veteran or military status, or any other basis prohibited by federal, state or local law. Selma and its Personnel will afford visitation rights to patients and visitors free from discrimination on the basis of any of the categories set forth above. Selma and its Personnel will determine eligibility for and provide services, financial arrangements and other benefits to all patients in a similar manner, with subjecting any individual to separate or different treatment based on any of the categories listed above.

Procedures

Selma and its Personnel will treat all patients and visitors receiving services or requesting to receive services from our practice with equality and in a welcoming manner that is free from discrimination based on any of the categories listed above in the Policy section.

Availability of Accommodations and Language Services

Selma and its Personnel will inform patients of the availability of and make reasonable accommodations for patients and visitors with disabilities consistent with federal and state requirements. A person with a disability is defined as an individual who has a physical or mental impairment that substantially limits one or more major life activities, has a record of such an impairment, or is regarded as having such an impairment. Major life activities include functions such as caring for oneself, performing manual tasks, walking, seeing, hearing, speaking, breathing, learning and working.

Accommodation of individuals with disabilities takes many forms and may include, for example, the provision of qualified sign language interpreters, without charge, and the provision of auxiliary aids and services for deaf and hard of hearing patients and those accompanying them; the consideration of reasonable modifications to policies, practices and procedures on a case-by-case basis; the need to guide or read to blind patients and visitors; assisting patients with mobility disabilities with their transfers from mobility devices; and accommodating patients and visitors with disabilities to have service animals with them. Selma will also provide written information to patients in other formats (such as large print, audio, accessible electronic formats, and other formats).

Additionally, Selma will provide free language services to people whose primary language is not English. These services include qualified language interpreters and providing individuals with information written in other languages.

Individuals needing accommodations or language services should contact Teresa Reed, Director of Clinical Operations, at (540) 678-2800.

Notices

Selma will make notices available to patients and visitors regarding its commitment to non-discrimination, the free provision of accommodations to its patients, visitors and other interested persons, and the availability of grievance procedures via multiple methods, including: posting in Selma’s waiting rooms and each examination room, posting such notice on its Website, and including such notices in all significant communications and publications.

Complaint and Grievance Procedure

Selma has adopted an internal grievance procedure providing for the prompt and equitable resolution of complaints alleging any discrimination, including any action prohibited by Section 1557 of the Affordable Care Act and its implementing regulations. Any person who believes that he, she or another person has been subjected to discrimination prohibited by this policy may file a complaint by contacting the following within 60 days of the date the person becomes aware of the alleged discriminatory act:

Teresa Reed, Director of Clinical Operations
104 Selma Drive
Winchester, VA 22601
(540) 678-2800
treed@selmamed.com [Email]

A complaint must be in writing, should contain the name and address of the person filing it, and it must state the problem or action alleged and remedy or relief sought.

The above Administrator will investigate the complaint. The investigation may be informal, but it will be thorough, and it will afford all interested persons an opportunity to submit evidence relevant to the complaint. The above Administrator will maintain Selma’s files and records relating to such grievances. To the extent possible, an in accordance with applicable law, the above Administrator will take appropriate steps to preserve the confidentiality of files and records relating to grievances and will share them only with those who have a need to know.

The above Administrator will issue a written decision on the grievance, based on a preponderance of the evidence, no later than 30 days after its filing, including a notice to the complainant of their right to pursue further administrative or legal remedies.

The person filing the grievance may appeal a decision of the above Administrator by writing to the Dr. Philip O’Donnell (President) within 15 days of receiving the Administrator’s decision. Information relating to an appeal shall be included in the written decision of the Administrator. The [CEO, etc.] shall issue a written decision in response to the appeal no later than 30 days after its filing.

The availability and use of this grievance procedure does not prevent a person from pursuing other legal or administrative remedies, including filing a complaint of discrimination of the basis of race, color, national origin, sex, age or disability in court or with the U.S. Department of Health and Human Services, Office for Civil Rights. A person can file a complaint of discrimination electronically through the Office for Civil Rights Complaint Portal, which is available at: https://ocrportal.hhs.gov/ocr/portal/lobby.jsf, or by mail or phone at:

U.S. Department of Health and Human Services
200 Independence Avenue, SW
Room 509F, HHH Building
Washington, D.C. 20201

Complaint forms are available at http://www.hhs.gov/ocr/office/file/index.html. Such complaints must be filed within 180 days of the date of the alleged discrimination.

Selma will make appropriate arrangements to ensure that individuals with disabilities and individuals with limited English proficiency are provided necessary auxiliary aids and services, respectively, if needed to participate in the grievance process. Such arrangements may include, but are not limited to, providing qualified interpreters, or assuring a barrier-free location for the proceedings. The Administrator will be responsible for such arrangements.

Non-Retaliation

Selma is prohibited from retaliating against any person who opposes, complains about or reports discrimination, files a complaint or cooperates in an investigation or other proceeding under federal, state, or local anti-discrimination law.

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