HIPAA (45 CFR Part 164) 164.502(i) — Uses and disclosures consistent with notice

What this control requires

Standard: Uses and disclosures consistent with notice: A covered entity that is required by 164.520 to have a notice may not use or disclose protected health information in a manner inconsistent with such notice. A covered entity that is required by 164.520(b)(1)(iii) to include a specific statement in its notice if it intends to engage in an activity listed in 164.520(b)(1)(iii)(A)-(C), may not use or disclose protected health information for such activities, unless the required statement is included in the notice.

In plain English

Standard: Uses and disclosures consistent with notice: A covered entity that is required by 164.520 to have a notice may not use or disclose protected health information in a manner inconsistent with such notice. In practice, this means you can prove you information management-level controls on a defined cadence.

Why it matters

HIPAA non-compliance is a strict-liability matter: OCR civil monetary penalties are assessed per-record per-violation (up to USD 1.9 million per identical-violation calendar year as of 2024), and willful neglect can trigger criminal referral.

What an auditor looks for

HHS OCR investigators and SOC-2+HIPAA auditors look for the specific 45 CFR § citation, whether the safeguard is required vs addressable (and if addressable, the documented decision), the implementation specification, the workforce member responsible, and the records that show it runs.

Within Privacy Rule, the assessor will trace your implementation back to the catalogue reference (§ 164.502(i)) and look for objective evidence on the latest two assessment cycles.

How to implement

Policy Management

Docs. Keep each policy in version-controlled Markdown alongside the code that implements it; ship a signed PDF snapshot at each annual review and link the SHA into the SoA.

Operational checklist

• Information. Document the trigger, the owner and the cadence.
• Policy. Document the trigger, the owner and the cadence.
• Notice. Document the trigger, the owner and the cadence.
• Uses. Document the trigger, the owner and the cadence.
• Disclosures. Document the trigger, the owner and the cadence.
• Scope: management, notice, policy, uses, activity, b, c, iii.

Evidence to collect

• Policy Document. A signed and version-controlled policy / standard / procedure document.

Signed policy or standard documents the safeguard. Focus: Uses and disclosures consistent with notice.

Common pitfalls

• Policies that no engineer has read; the version in Confluence drifts from the version that's actually being enforced.

How it maps to other frameworks

Computed from shared tags, control component and key-operation subjects — handy when you are reconciling controls across an audit.

• NIST SP 800-53 Rev. 5 PL-6 — Security-Related Activity Planning
• BSI C5:2020 SP-01 — Documentation, communication and provision of policies and instructions
• ISO/IEC 27001:2022 A.5.5 — Contact with authorities
• SOC 2 (2017 TSC) CC2.3 — External Communication on Internal Control Matters
• NIST SP 800-171 Rev. 3 3.13.15 — Session Authenticity

Related controls in HIPAA (45 CFR Part 164)

• § 164.512(e) — Disclosures for judicial and administrative proceedings
• § 164.512(h) — Uses and disclosures for cadaveric organ, eye or tissue donation
• § 164.512(k)(3) — Uses and disclosures for specialized government functions - Protective Services
• § 164.512(k)(5) — Uses and disclosures for specialized government functions - Correctional institutions
• § 164.512(k)(2) — Uses and disclosures for specialized government functions - National Security and intelligence activities
• § 164.510(b)(2) — Uses and disclosures with the individual present

References

• U.S. HHS Office for Civil Rights — HIPAA (45 CFR Part 164)
• Catalogue identifier: § 164.502(i)

Topics: governance riskpolicy management