| It is the policy of Huckleberry House, Inc. that all members of our
workforce will preserve the integrity and confidentiality of information
about our clients while ensuring that we have sufficient information to
provide the highest quality care. Huckleberry House will collect, use
and disclose protected health information only in conformance with state
and federal law and current client authorizations, as appropriate. Huckleberry House will not disclose protected health information unless
the client (or his or her parent/guardian or his or her authorized
representative) has properly permitted, consented to, or authorized the
release, or the release is otherwise permitted by state or federal law. All members of Huckleberry House’s workforce must adhere to this policy. Violation of this policy is grounds for disciplinary action, up to and
including termination of employment, termination of association or
affiliation with Huckleberry House, and criminal, civil, or professional
sanctions in accordance with Huckleberry House’s policies and
procedures. A copy of the Authorization Form and the Notice of Disclosure and
Notice of Prohibition on Redisclosure form will be placed in the
client’s record by records room staff. Procedures:
The Privacy Officer will provide the reception office staff with an
authorization to release information form for clients to complete when
the client wants information maintained by Huckleberry House released. The blank authorization form may be mailed, e-mailed or faxed to the
client at the client’s request. If the client currently has an open
case, the Authorization To Release Confidential Information form can be
accessed through the direct service staff and forwarded directly to the
Program Supervisor for processing.
Reception office staff will ensure that the
authorization form is completely and accurately
filled out, dated, and signed by the client (or his
or her parent/guardian or his or her authorized
representative).
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If necessary, reception office
staff may request
documentation from the client (or his or her
parent/guardian or his or her authorized
representative) to confirm the identity of the
person authorized to consent. Any questions
regarding identification, authenticity, capacity,
signature or client representation should be
referred to the Privacy Officer for prompt
resolution. Once the authorization form is completed, it will be forwarded by the
reception office staff to the appropriate Program Supervisor for
processing in accordance with its contents. Any questions regarding
compliance with the client’s directives as contained on the
authorization form should be referred to the Privacy Officer for
resolution. The Privacy Officer may consult with the Client’s Rights
Officer in order to promptly resolve any issues presented by the
client’s directives on the authorization form.
After review by the Program Supervisor, the client information that
is requested to be released on the form shall be promptly procured and
duplicated by records room staff. Once prepared, the Notice of
Disclosure and Notice of Prohibition on Redisclosure form shall be
attached to the client information and returned to the Program
Supervisor for final review. After final review, the documents shall be
placed in a sealed envelope for mail, courier or personal delivery to
the recipient identified by the client. In the alternative, information
can be faxed to the recipient at the client’s request. The Notice of
Privacy Practices will notify the client that the privacy of this
alternative delivery method cannot be assured by members of Huckleberry
House’s workforce. Prior to sending information via fax, records room
staff will take reasonable steps to ensure that the fax number submitted
by the client belongs to the recipient identified by the client.
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