Privacy & Policies

Your Rights Regarding Health Information

Please find below the Health Insurance Portability and Accountability Act (HIPAA), dealing with the privacy and security of health information. HIPAA applies to the Orchard Place Campus, Child Guidance Center, PACE Juvenile Center adn Integrated Health Program. HIPAA also applies to our employees, volunteers, interns and consultants.

This notice describes how health information about you may be used and disclosed and how you can get access to this information. Please review it carefully.

You have the following rights regarding health information we maintain about your child and family:

Right to Inspect and Copy

You have the right to inspect and copy health information that may be used to make decisions about your child's care. Usually, this includes medical and billing records, but does not include psychotherapy notes, information compiled in reasonable anticipation of, or for use in, civil, criminal, or administrative proceedings, or psychological test materials.

To inspect and copy health information that may be used to make decisions about your child and family, contact your child's therapist/caseworker. If you request a copy of the information, we may charge a fee for the cost of copying, mailing, or other supplies associated with your request.

We may deny your request to inspect and copy in certain very limited circumstances. If you are denied access to health information, you may request that the denial be reviewed. Another licensed health care professional chosen by the Agency will review your request and the denial. The person conducting the review will not be the person who denied your request or who was involved in the denial of your request. We will comply with the outcome of the review.

Right to Amend

If you feel that health information we have about your child and family is incorrect or incomplete, you may ask us to amend the information. You have the right to request an amendment for as long as the information is kept by or for the Agency.

To request an amendment, your request must be made in writing and submitted to the Privacy Officer. In addition, you must provide a reason that supports your request. We may deny your request for an amendment if it is not in writing or does not include a reason to support the request. In addition, we may deny your request if you ask us to amend information that:

  • Was not created by us, unless the person or entity that created the information is no longer available to make the amendment
  • Is not part of the health information kept by or for the Agency
  • Is not part of the information which you would be permitted to inspect and copy
  • Is accurate and complete

Right to an Accounting of Disclosures

It is very rare that we would disclose health information about your child and family except for purposes of treatment, payment, or operations of the Agency. However, if we do make other disclosures, you have a right to request an accounting of these disclosures.

To request this list or accounting of disclosures you must submit your request in writing to the Privacy Officer. Your request must state a time period which may not be longer than 6 years and may not include dates before April 14, 2003. Your request should indicate in what form you want the list (for example, on paper or electronically). The first list you request within a 12-month period will be free. For additional lists, we may charge you for the cost of providing the list. We will notify you of the cost involved and you may choose to withdraw or modify your request at that time before any costs are incurred.

Right to Request Restrictions

You have the right to request a restriction or limitation on the health information we use or disclose about your child and family for treatment, payment, or Agency operations. You also have the right to request a limit on the health information we disclose about your child and family to someone who is involved in your care or the payment for your care.

Please note, we are not required to agree to your request. For example, if you requested us to withhold information about your child's treatment from another parent who has a legal right to access this information, we would be unable to do so. We may also not agree to your request if health information is needed to provide your child emergency treatment.

To request restrictions, you must make your request in writing to your child's therapist/caseworker. In your request you must tell us:

  • What information you want to limit
  • Whether you want to limit our use, disclosure, or both
  • To whom you want the limits to apply

Right to Request Confidential Communications

You have the right to request that we communicate with you about health matters in a certain way or at a certain location. For example, you may ask that we only contact you at home or by mail. You may make this request by informing your child's therapist/caseworker.You have the right to request that we communicate with you about health matters in a certain way or at a certain location. For example, you may ask that we only contact you at home or by mail. You may make this request by informing your child's therapist/caseworker.

Right to a Paper Copy of This Notice

You have the right to a paper copy of this privacy notice. You may ask us to give you a copy of this Privacy Notice at any time by requesting a copy from any member of our Agency personnel.

Who will follow this notice?

This notice describes our Agency's practices and that of:

  • Any professional authorized to review or enter information into your child's file
  • All departments and units of the Agency
  • Any member of a volunteer group we allow to help your child and family while your child is receiving services
  • All Agency employees from any of our branch offices including the Child Guidance Center, PACE, and Orchard Place programs.

All these entities, sites, locations, and individuals will be required to follow the terms of this notice. In addition, these entities, sites, locations, and individuals may share health information with each other for treatment, payment, or operations purposes described in this notice.