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Best Care has always provided excellent follow-up and feedback. Very confidential and professional. Also excellent support for managers with staff concerns. The best!

Marilyn Herek, Director of HR
Kutak Rock LLP
Omaha, NE


HIPAA / Privacy

BEST CARE EMPLOYEE ASSISTANCE PROGRAMS 
NOTICE OF PRIVACY PRACTICES 

THIS NOTICE DESCRIBES HOW CLINICAL 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 or services 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

►Substance Abuse Expert Services ● (402) 354-8000 / (800) 666-8606 

Privacy Officer (402) 354-8003 

Understanding Your Record/Clinical Information 

The programs and services listed above will share your clinicial information with each other, as necessary, to carry out counseling, payment and clinical services operations.  Every time you visit a Best Care Employee Assistance Program clinical service, a record of your visit is made.  This record may include your presenting problems, background information, assessments, treatment, and plans for future clinical services.  This information - your client record – is used to plan your clinical services. 

Your Rights 

Although your client record belongs to the program or service that compiled it, you do have certain rights with regard to your clinical information. 

  • You have a right to expect that your clinical information will be kept secure and used only for legitimate purposes.
  • You have a right to understand how your clinical information may be used and disclosed.
  • You have a right to receive this privacy notice that tells you how your clinical 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 right to know who has seen your clinical information during the previous six years, 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 view, and to keep a copy or summary of all of your clinical records in the format you requested (electronic or paper) (except for psychotherapy notes).  Your request for a copy of your record must be in writing.  We may charge you a reasonable, cost-based, copying or labor fee for such copy.
  • You have a right to ask for correction of anything in your records that you feel is in error.  You also have the right to request that a statement of disagreement be included in your record.  Your request must be in writing and include supporting documentation.
  • You have a right to authorize or refuse additional uses of your clinical information, such as for fundraising, marketing, or research.
  • You have a right to request extra protections for clinical information you consider especially sensitive, and to request that we communicate with you by alternative means.  However, we are not required to accommodate your request except as provided below.

Our Responsibilities 

We also have certain responsibilities.  These include:

  • Maintaining the privacy of your clinical 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 clinical information by alternative means or at alternative locations. 

We may revise this notice as our information practices change.  Any revision will be effective for all information in the record, regardless of whether it was gathered before or after the change took effect.  However, before we change our practices, a copy of our new notice will be posted 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 clinical information without your authorization, except as described in this Notice.

Disclosures for Clinical Services and Operations

When state law requires us to obtain your written permission to use or disclose your information for your clinical services or Best Care EAP operations, we will do so.  However, there are also situations where we may use or disclose your information for clinical services and Best Care EAP operations without your permission.

We may use or disclose your information for Best Care EAP operations and internal business practices.

For example:  Information obtained by your clinical team will be documented in your record and used to determine the course of your clinical services.  Your clinician, his/her clinical supervisor, and Best Care EAP management will communicate with one another personally and through your client record to coordinate your services.  These exchanges may be done through electronic information networks.  This information is used in our ongoing efforts to ensure the quality and effectiveness of the clinical services we provide.

We may use or disclose your information for Best Care EAP operations and internal business practices.
This information is used in our ongoing efforts to ensure the quality and effectiveness of the clinical 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 ProvidersSome services of our program are provided through contractual arrangements with affiliate providers.  These include assessments, 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.  Our affiliate providers must use appropriate safeguards to protect your clinical information.


Business Associates
Some services of our organization are provided through contractual arrangements with business associates.  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.  In addition, we may disclose your clinical information to accrediting agencies and certain outside consultants.  Our business associates must use appropriate safeguards to protect your clinical information.

Public HealthWhen required or permitted by law, we may disclose your clinical 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 clinical information in order to avert a serious threat to health or safety.


Specialized governmental functions
We may disclose your clinical 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 clinical 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 lawWe may use or disclose your clinical information as required by law provided such use or disclosure complies with and is limited to the relevant requirements of such law.

Helath Oversight Agencies:  We may disclose your health information to an appropriate health oversight agency, public health authority or attorney involved in health oversight activities.

Judicial and Administrative ProceedingsWe may disclose your clinical 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 Best Care EAP's Privacy Officer at the phone number listed at the beginning of this Notice or the Methodist Health System (MHS) Director of Health Information Management at (402) 354-2174.  If you believe your privacy rights have been violated, you can file a complaint with the Privacy Officer, the MHS Director of Health Information Management, or the Office of Civil Rights by sending a letter to 200 Independence Avenue, S.W. Washington, D.C.  20201, calling 1-877-696-6775, or visiting www.hhs.gov/ocr/privacy/hipaa/complaints/. We will not ret
aliate against you for filing a complaint.


Effective Date:  December 18, 2013



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