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Behavioral
Healthcare Services Privacy Notice
Click
here for the Privacy Notice in PDF format
This Notice describes how medical
information about you may be used and disclosed and how you can
get access to this information. Please review it carefully. We
are pleased you are a current or potential customer of our
agency’s services and to be providing the following information
to you as required by federal law. We are required to meet all
procedures and standards defined in this notice. You have a
right to a copy of this notice. Effective date: 4/14/03. Revised
date: 5/28/08.
Your Privacy is Important
The Portsmouth Department of Behavioral Healthcare Services
(BHS) understands your privacy is important. Any and all
information we receive about you is used only to assist you. We
handle this information only as allowed by federal/state law and
agency policy. We ask you to indicate your understanding and
receipt of this notice by signing the Acknowledgment of Receipt
of Privacy Notice form.
You can make a complaint verbally or in writing contact any time
you believe your privacy rights have been violated. Address and
phone numbers to use are listed on the third page of this
notice.
You will not suffer change in services or retaliation for filing
a complaint.
Each time you receive services from us, we document those
services. The medical record contains your assessment, service
plan, progress notes, diagnoses, treatment, and transition or
discharge plan for future care or treatment.
Your Federally Defined Rights under HIPAA
There are several rights concerning your health information in
the medical record that we want you to be aware of:
-
You have the right to request
access to your medical record in order to
inspect, copy, amend, or correct it. This
process is kept confidential. This right is not
absolute. In certain situations, we can deny
access to your medical record such as if access
would cause you harm. You may make this request
to your Primary Care Coordinator or the DBHS
Medical Records Manager
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You have the right to receive
at any time an accounting of the agency’s
disclosure of your medical record.
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You have the right to request
a restriction with regards to the use or
disclosure of your protected health information
(PHI). Your request will be given serious
consideration. You will be informed promptly
whether we will be able to use the restriction
and still offer effective services, receive
payment and maintain health care operations.
Legally we are not required to abide by any
restrictions you request.
Use and Disclosure of Your
Information
Upon signing the DBHS Consent to Treatment/ Service form, you
are allowing us to use and disclose your PHI within the agency
and with our business associates. This information will be used
and disclosed as follows:
-
Provide treatment/service -
In order to effectively provide
treatment/service, DBHS staff may consult and
share PHI about you with various service
providers.
-
Receive payment - In order to
receive payment of services provided, your
health information may be sent to those
companies or groups responsible for payment
coverage, and a monthly bill is sent to the
Responsible Party identified by you and noted on
the financial form.
-
Conduct business - In
day-to-day business practices, trained staff may
handle your physical medical record in order to
have the record assembled, available for review
by DBHS staff responsible for service
documentation, or for filing of documentation.
Certain data elements are entered into our
computer system that processes most billing, and
for state statistical reporting to the
Department of Mental Health, Mental Retardation,
and Substance Abuse Services (DMHMRSAS).
-
Quality Management - As a
part of our continuous quality management
efforts to provide the most effective services,
professional staff may review your record to
assure accuracy, quality, and organization.
Enhancing Your Healthcare
Some agency programs provide the following support to enhance
your overall health care:
-
Appointment reminders by call or letter
-
Describing or recommending treatment/service alternatives
-
Providing information about health-related benefits and services
that may be of interest to you.
Specific Circumstances for Disclosure
without Authorization
We are allowed by federal and state law in certain circumstances
to disclose specific health information about you without your
consent, authorization, or opportunity to agree or object. There
is documentation available to you upon your request listing what
information was disclosed, to whom and for what reason.
These specific circumstances are:
-
Required by law (ex:
Court-ordered warrant or subpoena)
-
Public Health authorities for
authorized activities (ex: Communicable
diseases)
-
Legal proceedings (ex: Order
from a court or administrative tribunal)
-
Law Enforcement purposes (ex:
reporting of gun shot wounds; limited
information requested about suspects, fugitives,
material witnesses, missing persons; witnesses
criminal conduct on premises)
-
Avert a serious threat to
Health and Safety (ex: in response to a
statement/action made by person served to harm
self or another)
-
Children or incapacitated
adults who are victims or Abuse, Neglect or
Exploitation
-
Specialized Government
functions
-
Military
Services (ex: in response to
appropriate military command)
-
National
Security and Intelligence
activities (ex: in relation to
protective services to the
President of the United States)
-
State
Department (ex: medical
suitability for the purpose of
security clearance)
-
Correctional Facilities (ex:
to correctional facility about an inmate)
-
Research (ex: for research
approved by institutional review board)
-
Health Oversight Activities
(ex: DMHMRSAS monitoring)
-
Workers Compensation (ex:
facilitate processing, treatment and payment)
-
Coroners and Medical
Examiners (ex: for identification of a deceased
person or to determine cause of death)
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Secretary of Health and Human
Services (ex: secretary may monitor for HIPAA
compliance)
-
Emergencies (ex: serious
health condition for treatment)
Other Used and Disclosures of Your
Information by Authorization Only
When you request information to be disclosed to another party or
yourself, we respond in accordance with federal and state law as
follows:
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We are required to obtain
your authorization prior to use or disclose your
PHI for any reason other than
treatment/services, payment, or health care
operations, and those specific circumstances
outlined previously.
-
We use an Authorization to
Use/Disclose Protected Health Information form
that is signed by you or your legal
representative and specifically states what
information can be given to whom, and for what
purpose.
-
You have the right to revoke
the signed authorization at any time by a
written statement given to us for that purpose.
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In most circumstance, only
the minimum necessary information is
used/disclosed.
Changes to Privacy Practices
BHS reserves the right to change any of its privacy policies and
related practices at any time, as allowed by federal and state
law. You will receive notice of changes either by mail, posting,
or discussion with an agency representative or electronically or
a combination of the four.
Additional Information
If you would like additional information concerning our Privacy
Policy, or the federal and state laws pertaining to privacy,
please contact:
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City of Portsmouth Compliance
Officer, Phone # 393-8618
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City of Portsmouth Privacy
Officer, Phone # 393-8618
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DBHS Quality Assurance
Administrator, Phone # 393-8618
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DBHS Medical Records Manager,
Phone # 391-3288
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Secretary of Health and Human
Services, Phone # (202) 619-0257
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