Client Confidentiality and Release of Client Information

Any information or records pertaining to the identity, diagnosis, prognosis or treatment of clients involved with Life-Line Resources, LLC programming is released only by specific written consent of the client and in accordance with regulations contained “Confidentiality” laws according to state and federal authority. This means that absolutely no information is released to anyone who is not a member of the Life-Line Resources, LLC staff without the client’s specific written permission. This applies whether or not the person is, or has been, an active client. There are some extraordinary circumstances under which the confidentiality regulations allow for release of information without client’s consent. The express permission of the Owner/Supervisor must be obtained prior to releasing information.

General Policy

No Life-Line Resources, LLC employee, consultant or other personnel is due to discuss or share information regarding clients of Life-Line Resources, LLC with any unauthorized individual. This requirement is necessary so that Life-Line Resources, LLC can comply with all ethical and legal guidelines regarding confidentiality. All staff shall be made aware and act in accordance with the following policies and procedures.

Phone Confidentiality Policy

As an employee of Life-Line Resources, LLC, you may periodically be placed in situations while on the phone which could jeopardize the confidentiality or safety of a child or family. Releasing information to anyone regarding a child’s treatment issues is strictly prohibited by law.

In no way should an employee acknowledge that a child or family has been, is, or will be involved with any program of Life-Line Resources, LLC. If a phone call is received and you do not know the caller personally, take his/her number and state that someone will return the call as soon as possible. Do not acknowledge in any way that the child is known to you (i.e., by transferring the call by stating that you need to speak with the child’s therapist). Check the name and number against the phone contract. If not listed, contact the in-home worker, counselor, or therapist. Do not give out Social Security numbers, dates of admission or discharge, etc. Ask the caller to send or fax a written release of information to the Office Manager.

Files

Master Files shall consist of all original reports and all clinical information regarding the client in question. They shall be maintained and kept in locked files. Master Files are to be checked out/in only by authorized personnel, who shall list their name, the chart/file name and the date the Master File is removed and returned.

All Files Must Be Returned At The End Of Each Day.

Security of Confidential Materials

Reports and evaluations are confidential and should not be left where any client or other unauthorized individual will have access to such materials.

Destruction of Confidential Materials

We are obligated to retain files for seven (7) years.  After program completion, files of clients at Life-Line Resources, LLC will be shredded before placing in trash container. This is the responsibility of the person doing the filing in the program.

Bulletin Board Policy

No clients’ complete name is to be placed on a bulletin board in the program. If necessary, to refer to a client on a bulletin board, the reference shall be limited to the client’s first name and last initial.

Client File Name References

The complete name of one’s client should not be used in the file of another client. If it is necessary to refer to a client in the file of another client, only the first name and last initial should be used.

Audio/Video Taping Policy

All families and/or children will be advised if the audio/video taping is to occur for a purpose of ongoing psychological and/or psychiatric assessment and evaluation. No such audio/video taping is to be done; however, unless and until consent is obtained by the appropriate parties of Life-Line Resources, LLC and families and/or clients and documented on the “Audio/Visual Permission Form”. 

Release of Information

The release of Records containing mental health information about a client is substantially restricted by the laws of the State of Iowa. In some circumstances, a Record may also contain drug and/or alcohol information. The laws of the State of Iowa as well as certain federal statutes and regulations also govern the release of this type of information. Although it is not possible to analyze all of these laws and regulations as applied to all of the circumstances in which Life-Line Resources, LLC may be requested to release Records or information from Records, all Life-Line Resources, LLC staff must be made aware of the existence of these laws and regulations, in general, and be instructed to direct all such requests to the Office Manager. The Office Manager shall, in turn, consult with the Owner and a qualified Records practitioner in the event the Office Manager has any questions regarding the legality of, or procedures necessary to comply with, any request. If the Officer Manager and Owner are unable to determine whether Life-Line Resources, LLC is authorized under the law to comply with the request and/or the procedure which must be followed under the law to comply with the request, they shall contact legal counsel for Life-Line Resources, LLC.

In order to provide some guidance to Life-Line Resources, LLC’s staff as to this sensitive issue; however, the following paragraphs generally discuss some of the circumstances in which mental health information concerning a client may be released to third parties. The following discussion is also not a substitute for a careful review of the law in light of the specific facts surrounding each request for mental health information regarding a client of Life-Line Resources, LLC and can only be assumed to be current as of the date this Manual was last reviewed.

1.   Restrictions on disclosure of “mental health information”; Section 228.2 of the Code of Iowa provides that a mental health professional or employee or agent of a mental health professional or for a mental health facility shall not disclose or permit the disclosure of mental health information except as specifically authorized in certain other specified Sections of the Code of Iowa. “Mental health information”, as defined, indicates the identity of an individual receiving professional services and which relates to the diagnosis, course, or treatment of the individual’s mental or emotional condition. “Mental health information” is hereinafter referred to as “MHI”

2.   Voluntary disclosure by a client: One means by which MHI may be disclosed is pursuant to a written, voluntary consent. Section 228.3 of the Code of Iowa provides that a client eighteen (18) years of age or older or a client’s legal representative may consent to the disclosure of MHI relating to the individual by signing a voluntary written authorization. The authorization shall, at a minimum:

a.       Specify the nature of the MHI to be disclosed, the person or type of persons authorized to disclose the MHI and the purpose for which the MHI may be used, both at the time of the disclosure and in the future.

b.      Advise the individual of the individual’s right to inspect the disclosed MHI at any time.

c.       State that the authorization is subject to revocation and state the condition of revocation.

d.      Specify the length of time for which the authorization is valid.

e.       Contain the date on which the authorization was signed.