BEST CARE EMPLOYEE ASSISTANCE PROGRAMS
PRIVACY NOTICE
THIS NOTICE DESCRIBES HOW COUNSELING INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.
This Notice applies to the following programs that are affiliated as part of Best Care Employee Assistance Programs (Best Care EAP) and share similar information practices:
►Best Care Employee Assistance Program ● (402) 354-8000 / (800) 666-8606
►Community Counseling Program ● (402) 354-6891
►Nebraska Licensee Assistance Program ● (402) 354-8055 / (800) 851-2336
Privacy Officer (402) 354-8003
Understanding Your Counseling Record/Information
Every time you visit our counseling services, a record of your services is made. This record may include your presenting problems, background information, assessments, treatment, and plans for future counseling or other services. This information - your client record – is used to plan your counseling service. Although your client record belongs to Best Care EAP, you do have certain rights with regard to your counseling information.
Your Rights
•You have a right to expect that your counseling information will be kept secure and used only for legitimate purposes.
•You have a right to understand how your counseling information may be used and disclosed.
•You have a right to receive this privacy notice that tells you how your counseling information may be used or disclosed.
•You have a right to ask questions about any privacy issue and have those questions clearly and promptly answered.
•You have a (limited) right to know who has seen your counseling information, and for what purpose. If you make additional requests for such an accounting during any 12-month period, we may charge you a reasonable, cost-based fee.
•You have a right to see, and to keep a copy of, all of your counseling records (except psychotherapy notes). Your request for a copy of your record must be in writing. We may charge you a reasonable, cost-based, copying fee.
•You have a right to ask for correction -- or inclusion of a statement of disagreement -- for anything in your records that you feel is in error. Your request must be in writing and include supporting documentation.
•You have a right to authorize -- or refuse -- additional uses of your counseling information, such as for fundraising, marketing, or research.
•You have a right to request extra protections for counseling information you consider especially sensitive, and to request that we communicate with you by alternative means.
Our Responsibilities
We also have certain responsibilities. These include:
•Maintaining the privacy of your counseling record;
•Providing you with a copy of this Notice;
•Abiding by the terms of this Notice;
•Notifying you if we are unable to agree to a requested amendment or restriction; and
•Accommodating reasonable requests you may have to communicate counseling information by alternative means or at alternative locations.
If our information practices change, we may change this Notice. If we do so, the change will be effective for information gathered both before and after the effective date of such change. However, before we change our practices, we will post a copy of our new notice at all Best Care EAP offices and on our web site. The effective date of our Notice will always appear at the end of the Notice.
We will not use or disclose your counseling information without your authorization, except as described in this Notice.
Disclosures for Counseling
We may use or disclose your information for counseling services and Best Care EAP operations. However, if state law requires us to obtain your written permission to use or disclose your information for counseling services or Best Care EAP operations, we will do so.
We will use or disclose your information for counseling services, Best Care EAP operations and internal business practices.
For example: Information obtained by your counselor will be recorded in your record and used to determine the course of your counseling services. Your counselor, his/her clinical supervisor, and Best Care EAP management will communicate with one another personally and through the client record to coordinate your counseling services and assess your counseling and outcomes. This information is used in our ongoing efforts to ensure the quality and effectiveness of our counseling and services we provide.
Other Disclosures That May be Made Without Your Authorization
Unless we are otherwise restricted from doing so, we may also use or disclose your information for the following purposes without your authorization:
Affiliate Providers: Some services of our program are provided through contractual arrangements with affiliate providers. These include counseling, training, consultation, coaching, and other related services. When services are provided by an affiliate, we may exchange your information with each other so that we can provide the services that we have been asked to provide and they can bill us for those services. In addition, we may disclose your counseling information to accrediting agencies and certain outside consultants. Our affiliate providers must use appropriate safeguards to protect your counseling information.
Business Associates: Some services of our organization may be performed pursuant to contractual arrangements with business associates. These may include transcription and data management. When services are provided by a business associate, we may disclose your health information to our business associate so that they can perform the job we have asked them to do. Our business associate must use appropriate safeguards to protect your health information.
Public Health: When required or permitted by law, we may disclose your counseling information to public health or legal authorities responsible for preventing or controlling disease, injury, or disability or performing other public health functions. In addition, we may disclose your counseling information in order to avert a serious threat to health or safety.
Specialized governmental functions: We may disclose your counseling information for military and veterans activities, national security and intelligence activities, and similar special governmental functions as required or permitted by law.
Law enforcement: We may disclose your counseling information for law enforcement purposes as required or permitted by law or in response to a valid subpoena, court order or other binding authority.
Disclosures required by law: We may use or disclose your counseling information as required by law provided such use or disclosure complies with and is limited to the relevant requirements of such law.
Judicial and Administrative Proceedings: We may disclose your counseling information for judicial or administrative proceedings as required or permitted by law or in response to a valid subpoena, court order or other binding authority.
For More Information or to Report a Problem
If you have questions or would like additional information, you may contact the Best Care EAP Privacy Officer. If you believe your privacy rights have been violated, you can file a complaint with the Privacy Officer, at the phone number listed at the beginning of this Notice, with the Methodist Health System Director of Health Information Management at (402) 354-2174, or with the Secretary of Health and Human Services. We will not retaliate against you for filing a complaint.
Effective Date: April 14, 2003
