Flatirons Recovery takes the following measures ensure that all communication and/or coordination of protected health information (PHI) is shared in accordance with all applicable State and Federal requirements, as well as to protect the confidentiality unless otherwise mandated by law.
- All outpatient medical and therapy records will be kept for period of at least 7 years from the time of actual discharge by Flatirons Recovery.
- Medical and therapy records consisting of client PHI may include but are not limited to: name, demographic information, referral information, admission notes, admission paperwork, assessments, evaluations, progress notes, treatment plan, medical and medication protocols, discharge care plan, discharge summary and financial/payment information. These records are necessary to provide clients with quality therapeutic care, and to receive payment for treatment services from third party payers and are required by state licensing mandates.
- All client medical and therapy records are confidential to protect our client’s privacy and require informed written consent to be shared.
- Written/informed consent incorporates the following information: Name of person/agency/organization to which information is being shared; specific PHI to be disclosed; specific nature for the disclosure of PHI; client signatures with date; notice of release of information; signature of staff witnessing release.
- Clients may revoke their written consent to share PHI at any time by informing treatment staff and signing the proper documentation.
- Access to PHI and its use is limited to Flatirons Recovery clinicians and staff members, and only as those records pertain to the overall care and treatment of the client.
- Medical and/or clinical records shall be made available to the client upon request.
- Flatirons Recovery may provide a copy or a summary of client’s PHI, usually within 30 days of a request, unless it is determined that to do so would substantially harm the client, or another individual.
- Clients may ask Flatirons Recovery not to use or share certain PHI for treatment, care coordination, payment, or our operations. However, in the event of such a request, Flatirons Recovery may deny the request if it is determined that to do so would impact client safety and/or care.
- A client’s file may be released under court-order or for a State audit.
- Client PHI will only be disclosed to those outside of Flatirons Recovery when express written consent or authorization has been obtained except as required by law, or allowable court order. This includes, but is not limited to: reporting suspected child abuse or neglect; reporting suspected elder abuse or neglect; when court ordered to release information; when there is a legal duty to warn or take action regarding imminent danger to others; if a client is determined to be a danger to themselves or others or if they are gravely disabled; if a client dies and a coroner is investigating their death.
- All releases of information for PHI will be clearly identified and include a confidentially statement on the form.
- All client PHI shared will be documented in the client’s electronic health record.
- Flatirons Recovery may have to release information in an emergency situation. If this occurs, the staff member will document what information was released, to whom, and for what reason in the client’s electronic health record. Additionally, the client and/or their guardian will be made aware of such a release.
- All client records will be kept and maintained in compliance with all applicable Federal and State laws.
- Clients may file a complaint/grievance if they feel that Flatirons Recovery have violated their rights by writing, or emailing Flatirons Recovery’s Executive Director.
- Clients may also file a complaint/grievance with:Colorado Department of Human Services, Office of Behavioral Health 3824 Princeton Circle, Denver, CO 80236 (303) 866-7400
U.S. Department of Health and Human Services Office for 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/.
- Flatirons Recovery will not retaliate in any way if a client chooses to file a grievance with Flatirons Recovery, CDHS-OBH, or USDHHS.