Notice of Privacy Practices

Student Health, Counseling and Psychiatric Services

Effective Date:  January 5, 2015 

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.

To serve you better, this Notice about our privacy practices and your privacy rights is provided to you.  Please read the entire document for a full description of our practices and your rights. If you need more information or have any questions, you may call the Privacy Officer at (913) 588-0940.

Our responsibilities regarding your medical information.

Each time you utilize Student Health, Counseling or Psychiatric Services, a record is generated. This record contains medical information about you ("medical records").  This Notice applies to all of your medical records generated by the Counseling and Educational Support Center and the Student Health Center on the University of Kansas Medical Center campus.  All of the providers at the Student Health Center and the Counselors and Psychiatrist at the Counseling and Educational Support Center will follow the terms of this Notice.  This Notice does not apply to records created by Academic Accommodations, The Writing Center, and Educational Support Services.

We are required by law to protect the privacy of your medical information, provide you with this Notice, abide by the terms of the Notice currently in effect, and notify you if we are unable to agree to a requested restriction on use or disclosure of your medical information.

How We May Use and Share Your Medical Information

We may use and share your medical information as listed below. Not every possible use or disclosure will be listed. However, all of the ways we may use and share information falls into one of these areas.

For Treatment. When you first apply for services from Student Health, Counseling or Psychiatric Services we will ask you to consent to the release of your medical records for treatment purposes.  This means we may use your medical information to give you medical care, and we may share your medical information with doctors, nurses, technicians, or other staff. For example, we may share your information with other people outside Student Health, Counseling and Psychiatric Services to coordinate care.  This information may include medical records, prescriptions, and lab work.

For Payment. When you first apply for services from Student Health, Counseling or Psychiatric Services we will ask you to consent to the release of your medical records for payment purposes. This means we may use and share your medical information with your insurance plan or others who help pay for your care. For example, we may tell your health plan about a treatment you are going to receive. We do this to find out if your plan will pay for the treatment.

For Health Care Operations.  When you first apply for services from Student Health, Counseling or Psychiatric Services we will ask you to consent to the release of your medical records for health care operations purposes. For example, we may use medical information to review our treatment and services and to measure the performance of our staff and how they care for you. This allows us to share medical information for teaching purposes or preparatory to research. If you are a student at the University of Kansas we may release limited information about you regarding receipt of certain tests, lab results, and vaccinations required for you to be enrolled at the University of Kansas or meet the requirements of a facility to which you rotate.

Business Associates. We may contract with outside businesses to provide some services for us. For example, we may use the services of collection agencies and software vendors. Under such contracts, we may share your medical information with them to do the job we have asked them to do. These contracts require businesses to protect the medical information we share with them and to provide you with access to your medical information and a list of any of your medical information that they disclose.

Appointment Reminders. We may contact you to remind you about your appointment for medical care.

People Involved In Your Care. Unless you ask us not to, we may share your medical information with a family member or friend who helps with your medical care. We may share your medical information with a group helping with disaster relief efforts. We do this so your family can be told about your location and condition. If you are not present or able to say agree or object to the sharing of your information, we may use our judgment to decide if sharing your information is in your best interest.

To Prevent A Serious Threat To Health Or Safety. We may use and share your medical information to prevent a serious threat to your health and safety and that of others. We will only share your medical information with persons who can help prevent the threat.

How We May Use and Share Your Medical Information Special Situations

In certain situations, Student Health, Counseling and Psychiatric Services may use or disclose medical information about you without your consent or authorization, for example, when there is an emergency or when there are substantial communication barriers to obtaining consent from you. Further, Student Health, Counseling and Psychiatric Services may use or disclose your medical information without your consent or authorization in the following circumstances:

As Required by Law. When you first apply for services from Student Health, Counseling and Psychiatric Services, we will ask you to consent to disclosures required by law.  These uses and disclosures to the following types of entities: Food and Drug Administration; The Department of Health and Human Services or Education, Public health authorities or legal authorities charged with tracking, preventing or controlling diseases (e.g., communicable diseases, STDs, HIV), injuries or disabilities; workers compensation agents; proper military authorities, state or national security or intelligence authorities; and health oversight agencies.

Law Enforcement/Legal Proceedings. Student Health, Counseling and Psychiatric Services may disclose health information for law enforcement purposes as required by law or in response to a valid subpoena or other legal process. If you are a student, we will make reasonable effort to notify you in advance of complying with the subpoena or court order so that you can take protective action unless we are legally required not to disclose the existence of the subpoena.

Research. Student Health Counseling and Psychiatric Services may disclose medical information to researchers when their research has been approved by an institutional review board 

Your Rights Regarding Medical Information About You

You have the following rights regarding medical information we maintain about you:

Right To Access and To Receive Copies. You have the right to look at and to receive copies of the medical information used to make decisions about your care, including information kept in an electronic health record, and/or to tell us where to send the information. Usually, this includes medical and billing records. It does not include some records such as psychotherapy notes.

To look at and to receive copies of medical information used to make decisions about you, you must submit your request in writing to Student Health and Fitness Information Manager for SHS records or Senior Director of Counseling and Educational Support for counseling or psychiatric records.  We may charge a fee for the costs of processing your request. In some limited cases, we may say no to your request, such as a request for psychotherapy notes. You may ask that such a decision be reviewed. To ask for a review, contact the Privacy Officer in writing at 3901 Rainbow Blvd. Mailstop 1032, Kansas City, Kansas 66160.    

Right To Amend. You have the right to ask for an amendment of your medical information that you believe is inaccurate, misleading, or in violation of your rights. You must make your request in writing on the approved form and submit it to the Privacy Officer at 3901 Rainbow Blvd. Mailstop 1032, Kansas City, Kansas 66160.  You must give a reason that supports your request. We will give the form to request amendment of your medical records to you upon request.

We may say no to your request for an amendment to your record if your request is not in writing or does not include a reason to support the request. We also may say no to your request if you ask us to amend information that:

•·         we did not create, unless the person or entity that created the information is no longer available to make the amendment;

•·         is not part of the records used to make decisions about you;

•·         is not part of the information which you are permitted to inspect and to receive a copy; or

•·         is accurate and complete

Right To Accounting of Disclosures. You have the right to get a list of the disclosures we made of your medical information including medical information we maintain in an electronic health record. This list may not include all disclosures that we made. For example, this list will not include disclosures that we made for treatment, payment or health care operations purposes. To ask for this list you must submit your request in writing on the approved form. We will give you the form upon request.

Right To Request Restrictions. You have the right to ask for a restriction or limitation on the medical information we use or share for treatment, payment or health care operations. In addition, you have the right to request that we restrict disclosure of your medical information if the disclosure is to a health plan for the purpose of carrying out payment or health care operations (and is not for the purpose of carrying out treatment) and the medical information pertains solely to a health care item or service for which you have paid out-of-pocket in full. You also have the right to ask for a limit on the medical information we share with someone who is involved in your care or in the payment for your care. Such a person may be a family member or friend. We do not have to agree to your request. If we do agree, we will fulfill your request unless the information is needed to provide you with emergency treatment.

To ask for restrictions, you must make your request in writing on a form that we will give you upon request. You must tell us:

•·         what information you want to limit,

•·         how you want us to limit the information, and

•·         to whom you want the limits to apply.

Right To Request Confidential Communications. You have the right to ask us to communicate with you about medical matters in a certain way or at certain places. You must make your request in writing on a form that we will give you upon request. We will fulfill all reasonable requests.

Right To a Paper Copy of This Notice. You may ask us to give you a copy of this Notice at any time. Even if you have agreed to get this Notice electronically, you still have a right to receive a paper copy.

Revisions To This Notice

We may update this Notice to show any changes in our privacy practices. We reserve the right to make the updated Notice effective for medical information we already have about you. It also will be effective for any information we receive in the future. We will post a copy of the current Notice in the places where you receive services. The effective date of this Notice is on the first page.

Complaints

If you think your privacy rights have been violated, you may file a complaint with Student Health, Counseling and Psychiatric Services or with the Secretary of the Department of Health and Human Services (medical records) or the United States Department of Education (education records). If you want to file a complaint with Student Health, Counseling and Psychiatric Service, contact the Privacy Officer at (913) 588-0940. You will not be retaliated against for filing a complaint.

Notification of Breach

We will keep your medical information private and secure as required by law. If any of your medical information which is acquired, accessed, used or disclosed in a manner that is not permitted by law we will notify you within 60 days following the discovery of a breach.

Other Uses of Medical Information

Other uses and disclosures of medical information not covered by this Notice or by other laws that apply to us will be made only with your written permission. The following is a description of some situations, but not all, where our use and disclosure of your medical information will require your written permission:

Psychotherapy Notes. Most uses and disclosures of your psychotherapy notes will require your written permission. Generally speaking, psychotherapy notes are notes that are made by a mental health professional documenting or analyzing the contents of his or her conversations with you during a counseling session and that are kept separate from the rest of your medical record.

Marketing Purposes. Subject to limited exceptions, uses and disclosures of your medical information for marketing purposes will require your written permission.

Last modified: Sep 03, 2015
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