Confidentiality Policies

Confidentiality, Privacy and Disclosure Policy Notice

Privacy and Disclosure Authorization Policy:

For Storage and Disclosure of Confidential Information and Records

 

This Notice describes how your mental wellness information, including coaching records, may and may not be used and disclosed to others, and how you may gain access to this health information. Please review the information in this notice carefully.

The Federal Health Insurance Portability and Accountability Act of 1996 (HIPAA) provides strict guidelines about the maintenance, use, storage, and disclosure of client medical information called Protected Health Information (PHI). HIPAA also requires that those who receive health services be given written statements of the privacy policies of the health providers. In addition to HIPAA guidelines, there are many other federal, state, and professional guidelines and ethical standards that inform our policies and services of The Empowerment Coach, LLC. While we are required to keep records of services provided, we are also required to safeguard this information. The Empowerment Coach, LLC will follow all state and federal regulations and guidelines in an effort to safeguard your privacy and your rights.

You as a consumer have a right to know how information about you and about services you receive may be utilized. You also have the right to request limits on the disclosures made on your behalf and to have appropriate access to your information for review and release.

The policies and practices of The Empowerment Coach, LLC regarding PHI privacy and disclosure are contained in the notice. The purposes for the maintaining and disclosing of client records relates to providing services, as requested by our clients, and generally are involved in services, payment, and other mandated procedures, such as those required by state and government agencies and or in emergency situations.

Based on legal regulations and ethical guidelines, The Empowerment Coach, LLC will only disclose information about you to persons or organizations outside of our sessions in a limited number of situations:

1. With your written and specific permission (consent).
2. If required to do so by certain specific court orders, subpoenas, or Workers’ compensation inquiries.
3. In cases where laws require reporting for protection, such as significant danger to self or others, exploitation of a child and or elderly abuse or neglect.

• Note: When the client is a minor, privacy rights belong to the parents, except in certain situations. Please discuss age-related rights with your coach.

Based on legal regulations and ethical guidelines, The Empowerment Coach, LLC will use or disclose your PHI within the limitations:

1. To maintain business records, for example, support staff may document payment receipts.
2. To contact you when appropriate, and with as little disclosure as feasible, for example, about appointments.
3. To maintain treatment records, as required legally and ethically. We maintain client records in file folders, kept in locked file cabinets, and destroyed by shredding after they have been held as required by law (and not less than seven years after client discharge). The Empowerment Coach, LLC also maintains records on a computer, respecting legal and ethical privacy guidelines.
4. To share and discuss with you your PHI as contained in coaching records, with a prior written request; also, you may update or correct (add to) your PHI as needed. State law does provide some restrictions on these rights (when judged to be in your best interest). In addition, you may request a listing of non-routine disclosures made of your PHI records. You may also choose how we communicate with you, via an alternative address or phone number.
5. Examples of other situations that might involve disclosure: Consultation regarding emergency planning, defense of lawsuits, processing of grievances, or including family or life partners during coaching sessions.

The Empowerment Coach, LLC and any other individual or entity providing services cannot and will not be held liable for breach of information due to technological breaches or third-party app breaches under no circumstances. All services provided will be covered under this agreement and cannot be altered under legal penalty or civil now or later. This includes all clients, caregivers, families, and or guardians. 

Consent: Rendering any amount for services now or in the future indicates that you are aware of the collection and storage of treatment, payment, and other health care information and that you consent to its use in the course of service provision, billing and collection procedures, and within The Empowerment Coach, LLC, as discussed above. This form has no expiration date unless amended or revoked. You may restrict this consent with written notice at any time, except to the extent that it has already been acted upon. You may revoke the released information and its use, as indicated on the appropriate form, or restrict its use within The Empowerment Coach, LLC, but doing so may legally or ethically compromise our ability to provide you with coaching services. We may therefore determine that we are unable to provide those services in good faith.

 

Other relevant information: Fees for Copying Records: A uniform and reasonable fee may be charged for copying records. That fee may be reduced or waived in accordance with The Empowerment Coach policy. The Empowerment Coach, LLC will ordinarily have 2 weeks to respond to a request to copy records. Transportation of Records: Whenever records must be transported out of the office, great care will be taken to protect client privacy. Electronic Transmissions: E-mail and Internet communications may be used within The Empowerment Coach, LLC. In those rare instances, The Empowerment Coach, LLC staff will take care to limit identifying information within the messages and to make sure the recipient is authorized to receive the information. Future Changes: The Empowerment Coach, LLC will revise and update this information and form as needed, and in compliance with the law. Complaints: The Empowerment Coach, LLC has a Grievance Policy posted in the office: clients may ask any The Empowerment Coach, LLC coaching for a copy of the policy. You may also contact any The Empowerment Coach, LLC coaching for further information about our privacy and disclosure policies, or about HIPAA questions. Privacy concerns may be addressed to the Secretary of the U.S. Department of Health and Human Services. Information and assistance may be found through the HHS Office for Civil Rights (website: www.hhs.gov/ocr/hipaa).