This notice describes how protected medical, drug, and alcohol-related information about you may be used and disclosed and how you can access this information. Please review it carefully.
General Information
Information regarding your health care, including payment for health care and treatment, is primarily protected by three federal laws:
- The Health Insurance Portability and Accountability Act of 1996 (HIPAA), 42 U.S.C. § 1320d et seq., 45 C.F.R. Parts 160 & 164;
- The additional privacy and security requirements enacted under Subtitle D of the Health Information Technology for Clinical Health Act (HITECH), including 45 C.F.R. Sections 164.308, 164.310, 164.312, and 164.316;
- The Confidentiality Law, 42 U.S.C. § 290dd-2, 42 C.F.R. Part 2.
Under these laws, The Coleman Institute may not disclose to any person outside The Coleman Institute that you attend the program, nor may The Coleman Institute disclose any information identifying you as someone with a substance use disorder or share any other protected information about you, except as permitted by federal law.
How The Coleman Institute May Use and Disclose Medical Information About You
The following list describes how The Coleman Institute may use and disclose your medical information. The examples provided serve as guidance and do not include every possible use or disclosure.
- For Treatment. We may use and disclose your Protected Health Information to provide, coordinate, or manage your health care and related services.
- For Payment. We may use and disclose medical information about you to bill for the treatment and services you receive and to collect payment from you, an insurance company, or a third party. We may also disclose information to obtain prior approval from your health plan or to determine coverage for services.
- For Health Care Operations. We may use and disclose medical information for operational purposes necessary to run The Coleman Institute efficiently and ensure quality patient care.
- Treatment Reminders. We may use and disclose medical information to remind you of scheduled treatment appointments or procedures.
- Business Associates. The Coleman Institute may disclose your information to third parties for claims processing, quality assurance, legal, accounting, and administrative functions, provided a Business Associate Agreement is in place.
- Required by Law. We will disclose medical information when required by federal or state law.
- To Avert a Serious Threat to Health or Safety. We may disclose information to medical or law enforcement personnel when necessary to prevent a serious threat to your health and safety or the health and safety of others.
- Sale of The Coleman Institute. In the event of a sale, transfer, merger, or consolidation, The Coleman Institute may disclose medical information to another healthcare entity, except for substance use disorder treatment records, which require your written authorization.
- Electronic Disclosure. Your medical information may be disclosed orally, in paper format, or electronically.
Special Situations
We may disclose medical information in the following specific situations:
- Organ and Tissue Donation. If you’re an organ donor, we may release information to organizations handling procurement or transplantation.
- Military and Veterans. If you are in the armed forces, we may release information as military authorities require.
- Workers’ Compensation. We may release medical information about workers’ compensation or similar programs that provide benefits for work-related injuries or illnesses.
- Qualified Personnel. We may disclose information for research, audits, or evaluations, provided your identity is protected.
- Public Health Risks. We may disclose information to prevent or control disease, report abuse or neglect, and notify individuals at risk of disease exposure.
- Health Oversight Activities. We may disclose information to oversight agencies for audits, inspections, and investigations.
- Law Enforcement. We may release information in response to court orders, subpoenas, or when necessary to prevent imminent harm.
- Coroners, Medical Examiners, and Funeral Directors. We may release information to assist in identifying a deceased person or determining the cause of death.
- Inmates. If you are in a correctional facility or under custody, we may release information for your care and safety or the facility’s security.
Other Uses and Disclosures
The Coleman Institute will not use or disclose your medical information for purposes not described in this notice, including marketing, unless you provide written authorization. You may revoke such authorization in writing, except where we have already acted upon it.
Substance Use Disorder Treatment
Medical information related to substance use disorder treatment is specifically protected by federal law (42 C.F.R. Part 2) and will only be used or disclosed under the following circumstances:
- With your written authorization;
- As required by a court order or other legal mandate;
- In a medical emergency to qualified medical personnel;
- For research, audit, or program evaluation by qualified personnel.
If you do not provide written authorization in the event of a sale, transfer, or merger of The Coleman Institute, your information will not be transferred, which may impact your treatment. Additionally, federal law does not protect information about crimes committed by a patient or workforce member of The Coleman Institute, nor does it protect suspected child abuse or neglect, which must be reported as required by state law.
Your Health Information Rights
- Right to Inspect and Copy. You can inspect and request copies of your medical information, except in limited circumstances.
- Right to Amend. If you believe your records are incorrect, you may request an amendment by submitting a written request to the Privacy Officer.
- Right to an Accounting of Disclosures. You may request a list of disclosures of your medical information for purposes other than treatment, payment, or healthcare operations.
- Right to Request Restrictions. You may request restrictions on how we use or disclose your information. While we are not required to agree, we will comply with requests when feasible.
- Right to Request Confidential Communications. You may request that we contact you in a specific manner or at a particular location, and we will accommodate reasonable requests.
Changes to This Notice
The Coleman Institute reserves the right to change its privacy and security practices. Any updates will be posted in our facilities and on our website.
Complaints
If you believe your privacy rights have been violated, you may file a complaint with The Coleman Institute’s Chief Human Resources Officer or with the Office for Civil Rights, U.S. Department of Health and Human Services at 200 Independence Avenue, S.E., Washington, D.C. 20201. We will not retaliate against you for filing a complaint.
