PHI
Protected health information (PHI) is all of the documentation, notes, and files collected over the course of treatment. The release of PHI, verbal, physical, or digital, can only take place after the client, or client legal guardian, provides a release of information that allowing information to be shared. When discussing our policy on PHI, we will refer to “ you” or “your” as the person(s) receiving services at SimpliPsy Counseling and Teletherapy Services, LLC (SCTS). When we refer to disclosers of information to “you,” we mean disclosures to adults or children, the parent of the children, guardian or other person legally authorized to receive information about the person(s) receiving services with SCTS.
How PHI is Used
There are many ways in which PHI can be used while participating in services. Some of these include:
For Receiving Payments. We may use and disclose PHI to send bills and collect payment from you, your insurance company, or other payors (government agencies) for the services rendered at SCTS. Some examples include: determining eligibility or coverage for insurance benefits; sending claims to an insurance company; a review of services provided to determine medical necessity; or utilization review activities.
For Healthcare Operations. PHI may be disclosed about you for operations at SCTS. These usages could include: quality assessment activities; employee review; and licensing activities.
For Future Communication. SCTS may use your name, address, and telephone number to contact you to provide newsletters, program information, or other services being offered. Your information will never be shared with anyone or any entity outside of SCTS.
Appointments. Your PHI may be used to send you appointment reminders via mail, telephone/cellphone, or email. Messages left for you will not contain specific health information.
Legal Requirements. There are specific situations during which SCTS is required by law to disclose your PHI. These include:
Public health requirements
Facilitating the functions of federal or state government agencies
If elder or child abuse is suspected, law enforcement agencies could be contacted to further investigate the concern
If a valid court order is received
If there is an active investigation of abuse, neglect, physical injury, death or violent crimes by human services or law enforcement
If a court-ordered guardian or agent is appointed healthcare power of attorney and requests records
If you are in custody and prison officials request information
If a worker’s compensation official requests your information and your condition is work-related
If it is necessary to prevent or reduce a serious and imminent threat to the health and safety of a person or the public
**If PHI is shared outside of SCTS, it is only the information that is reasonably necessary unless in response to a written permission or law requirements. In these cases, all PHI requested by you or required by the law is shared.
Your Rights
You have the following rights to your PHI:
The Right to Request Restrictions. You have the right to request restrictions of use and disclosure of you PHI by SCTS for treatment, payment, or operations. You also have the right to restrict disclosure to someone that is involved in your care. A request for restriction must be made in writing for the restriction of disclosure.
The Right to Inspect and Copy. While there are exceptions, you have the right to inspect and receive a copy of your PHI. You will be required to do so in the presence of your provider. There may be a fee if you wish to copy any of your PHI.
The Right to Amend or Correct. If you feel the PHI we have is incorrect or incomplete, you may ask to amend the information for as long as the information remains with SCTS. Requests to amend or correct must be submitted in writing and could take up to 45 days to be fulfilled. We are not required to agree to the amendment(s).
The Right to Account for Disclosures. You have the right to request the individuals/entities with whom SCTS has shared your PHI. This does not include the information shared for purposes of treatment, payment, healthcare, or when you have authorized us to do so. Requests for disclosures must be submitted in writing and could take up to 45 days to be fulfilled. This could result in a fee if multiple requests are made within a 12-month period.
The Right to Confidential Communication. You have the right to request how you are contacted. If you request only being contacted in a certain way or at a certain time, we will respect all reasonable requests.
The Right to Revoke Authorization. All disclosers of PHI will be made with your authorization. If you would like to revoke authorization, you can do so at any time by submitting a request in writing. We are unable to reverse any disclosers that may have been made previously with your authorization.
The Right to File a Complaint. If you believe your rights have been violated, you have the right to contact your local Department of Human Services.