Confidentiality and Privacy

Information shared in counseling is confidential and cannot be disclosed to any party outside the center without the client's prior written consent. 

In these circumstances, confidentiality may be broken:

  1. If such disclosure is necessary to protect the client or someone else from imminent danger

  2. In cases of suspected child, elder, and in some cases animal abuse or neglect

  3. When courts subpoena counseling records

Privacy Notice

This notice describes how psychological and medical information about clients may be used and disclosed, as well as how clients can access their information.

Please review the policies carefully.

Our goal is to take appropriate steps to safeguard any treatment or other personal information that is provided to us. Records maintained by our clinic are classified as treatment records under the Health Insurance Portability and Accountability Act (HIPAA). As such, we are committed to:

  1. Maintaining the privacy of treatment information provided to us

  2. Providing notice of our legal duties and privacy practices regarding treatment information

  3. Abiding by the terms of our Notice of Privacy Practices currently in effect

Treatment records are created and maintained by licensed professionals or paraprofessionals solely in connection with providing treatment to students and are not available to anyone other than those providing treatment, except as permitted by law or with the client’s written consent.

I. Uses and Disclosures for Treatment and Health Care Operations

Counselor may use or disclose your treatment information for purposes related to your care and clinic operations, with your consent. To help clarify these terms, here are some definitions:

  • Treatment Records: Refers to personal and identifiable health information about you that is created and maintained by our clinic as part of providing treatment. Portions of these records may be stored in electronic format and are protected in accordance with applicable federal and state laws.

  • Treatment: Involves providing, coordinating or managing your care and related services. For example, we may consult with another health care provider, such as your physician or another psychologist or counselor, to support your care.

  • Clinic Operations: Refers to activities that are necessary for running our clinic and ensuring quality care. Examples include quality assessment and improvement activities, business-related matters such as audits and administrative services, and case management and care coordination.

  • Use: Applies only to activities within our clinic, such as sharing information among our staff for treatment or operational purposes.

  • Disclosure: Refers to activities outside of our clinic, such as releasing, transferring, or providing access to information about you to other parties.

II. Uses and Disclosures Requiring Authorization

Counseling and Psychological Services may use or disclose PHI for purposes outside of treatment and health care operations with your appropriate authorization. An "authorization" is written permission above and beyond the general consent that permits only specific disclosures. If we are asked for information for purposes outside of treatment and health care operations, we will obtain an authorization from you before releasing this information.

You may revoke all such authorizations at any time, provided each revocation is in writing. You may not revoke an authorization to the extent that we have relied on that authorization.

III. Uses and Disclosures with Neither Consent nor Authorization

Counseling Services may use or disclose PHI without your consent or authorization in the following circumstances:

  • Child Abuse: If, in our professional capacity, we know or suspect that a child under 18 years of age or developmentally disabled, or physically impaired child under 21 years of age has suffered or faces a threat of suffering any physical or mental wound, injury, disability, or condition of a nature that reasonably indicates abuse or neglect, we are required by law to immediately report that knowledge or suspicion to the Ohio Public Children Services Agency, or a municipal or county peace officer.

  • Adult and Domestic Abuse: If we have reasonable cause to believe that an adult is being abused, neglected, or exploited, who resides in Ohio and is unable to provide for his or her own care and protection because of the infirmities of aging or physical or mental impairment, we are required by law to immediately report such belief to the County Department of Job and Family Services.

  • Animal Abuse: If we have reasonable cause to believe that an animal is being abused, some of our mental health providers (i.e., counselors and social workers) are required by Ohio law to immediately report maltreatment of an animal to a local animal cruelty reporting agency.

  • Judicial or Administrative Proceedings: If you are involved in a court proceeding and a request is made for information about your evaluation, diagnosis and treatment and the records thereof, such information is privileged under state law and we will not release this information without written authorization from you or your personal or legally-appointed representative, or a court order. The privilege does not apply when you are being evaluated for a third party or where the evaluation is court ordered. You will be informed in advance if this is the case.

  • Serious Threat to Health or Safety: If your counselor or psychologist believes that you pose a clear and substantial risk of imminent serious harm to yourself or another person, we may disclose your relevant confidential information to public authorities, the potential victim, other professionals, and/or your family in order to protect against such harm.

  • Worker's Compensation: If you file a worker's compensation claim, we may be required to give your mental health information to relevant parties and officials.

IV. Patient's Rights and Provider's Duties

Patient's Rights

  • Right to Inspect and Copy: You have the right to both inspect or obtain a copy of your protected health information (i.e., your case file). At your request, we will discuss with you the details of the request process.

  • Right to an Accounting: You generally have the right to receive an accounting of disclosures of PHI for which you have neither provided consent nor authorization (as described in Section III of this Notice). On your request, we will discuss with you the details of the accounting process.

V. Effective Date

7/2025