Privacy Notice

Counseling and Psychological Services is committed to maintaining your privacy and confidentiality. You have the right to know the privacy guidelines concerning your mental health care. All care and counseling received at CAPS will be kept strictly confidential, except as required by law. No member of the University’s administration is entitled to receive health information about you.

Your mental health record is accessible only to treatment providers managing your care (individual counselors, group counselors, supervisors, or psychiatrist). Your mental health record is not a part of your medical record stored at Student Health Services. Your physician needs your written authorization to review your mental health records.

Disclosure of Protected Health Information

You must specifically authorize CAPS to use or disclose protected health information in most non-routine circumstances. With your written permission, a copy of part or all of your mental health record may be sent to another mental health or health professional at no charge. There is a charge for each copy sent to attorneys, investigating agencies, or others you designate or for yourself.

Under the Health Insurance Portability and Accountability Act (HIPAA) we may use and disclose your mental health information for: Treatment (to facilitate your treatment), Payment, or Healthcare Operations (e.g., review of quality of care, training). We may also use your mental health information for other purposes without your written authorization as required by law (e.g., reporting of child abuse, elder abuse or dependent adult abuse), in judicial proceedings (in response to court or administrative orders), to law enforcement (e.g., to assist in involuntary hospitalizations), or if it is necessary to prevent a serious threat of harm to you or others.

Your Rights

You have the right to receive a copy of this notice when you obtain care.
Your have the right to request restrictions or limitations on the mental health information we disclose about you for treatment, payment or healthcare operations (requests must be submitted in writing, we are not required to agree with your request).
To revoke (or cancel), in writing, an authorization you gave to disclose information to others. If you revoke your authorization, we will follow your instructions except to the extent that we have already relied upon your authorization and taken some action.
To inspect and request a copy of your mental health record except in limited circumstances. A fee will be charged to copy your record. Your request must be submitted in writing.
To request an amendment and/or addendum to your mental health record. If you believe that information is incorrect or incomplete, you may submit a written request to amend the information or add an addendum to your records.
To receive accounting of certain disclosures we have made of your mental health information. You must put your request in writing.
To request that we contact you by alternate means or alternate locations. Your request must be in writing.

If you believe that your privacy protection has been violated, you may file a formal complaint with CAPS, the University or the federal Office for Civil Rights, U.S. Department of Health and Human Services. You may also have the right to pursue formal legal action in a state or federal court.

This written notice of CAPS privacy practice and your privacy rights is provided as a matter of law. We reserve the right to change this notice. Should we change our information practices, we will post the new Notice in our waiting room, online, and a copy of the new Notice will be available upon request (657-278-3040).