Therapist’s Policies for Protecting the Privacy of Client Health Information
This notice describes how the client’s psychological and medical information may be used, disclosed, and accessed.
I. Uses and Disclosures for Treatment, Payment, and Health Care Operations.
The client’s protected health information (PHI) may be used or disclosed for treatment, payment, and health care operations with the client’s consent. (“Use” refers to handling PHI within this practice. “Disclosure” refers to sharing PHI with others outside of this practice.)
- Treatment – Coordination or management of care. Example: consultation with the client’s physician or another provider.
- Payment – Activities to obtain reimbursement or verify coverage. Example: sharing PHI with the client’s insurer.
- Health Care Operations – Administrative functions such as quality improvement, audits, or case management.
II. Uses and Disclosures Requiring Authorization
PHI may be released for other purposes only with the client’s written authorization. This includes disclosure of psychotherapy notes, which receive extra protection and are kept separate from the medical record. The client may revoke an authorization in writing, except where (1) the information has already been relied upon, or (2) it was obtained as a condition of insurance coverage and the insurer has a legal right to contest the claim.
III. Uses and Disclosures Without Consent or Authorization
PHI may be disclosed without the client’s consent in limited circumstances:
- Child Abuse – Required reporting of suspected neglect or abuse.
- Vulnerable Adult Abuse – Required reporting of suspected maltreatment or unexplained injury. A “Vulnerable adult” means a person unable to care for or protect themselves due to physical or mental limitations.
- Health Oversight – Professional licensing boards (e.g., Psychology, Social Work, Marriage and Family Therapy) may subpoena records as part of an investigation.
- Court Proceedings – Information is privileged and cannot be released without the client’s authorization or a court order, except for court-ordered or third-party evaluations (the client will be informed if this applies).
- Serious Threats – If a specific, credible threat of harm to self or others is communicated, the provider may notify potential victims, law enforcement, or take steps to protect the client.
- Worker’s Compensation – Relevant information may be shared with the client’s employer, insurer, or the Department of Labor and Industry as required by law.
IV. Patient Rights
- Right to Request Restrictions – Client may request limits on how their PHI is used or disclosed; however, the provider is not required to agree.
- Right to Confidential Communications – Client may request alternate contact methods or addresses (e.g., bills sent to a different address).
- Right to Inspect and Copy – Client may review or obtain copies of their PHI and psychotherapy notes. Access may be limited in certain situations, with review of rights available.
- Right to Amend – Client may request corrections to their records. Denials will be discussed with the client.
- Right to Accounting of Disclosures – The client may request a list of disclosures made without the client’s consent or authorization.
V. Provider Duties
The provider is required by law to:
- Maintain the privacy of the client’s PHI.
- Provide the client with this notice of legal duties and privacy practices.
- Abide by the current terms of this notice until revised.
If policies change, the client will be notified, and a revised notice will be posted in the office and on the LDR website (www.lifedrs.com).
VI. Complaints
If the client believes their privacy rights have been violated, they may discuss their concern with the provider directly, file a written complaint with the office Privacy Officer, or contact the U.S. Department of Health and Human Services or the therapist’s state licensing board.
Effective Date and Acknowledgment
This notice is effective as of the date signed and remains in effect until amended.