Confidentiality of Treatment Records

Records relating to substance use disorder diagnosis, treatment, or referral are protected by a strict federal confidentiality law, 42 CFR Part 2. Under this law, we cannot disclose these records, or even acknowledge that you are a client, without your specific written consent, except in narrow circumstances such as a medical emergency, a specialized court order, or as otherwise expressly permitted by the regulation. Anyone who lawfully receives your records from us is prohibited from re-disclosing them without your consent.

Before we share your information with anyone outside the clinic, we ask you to sign a consent form that states exactly who will receive the information, what will be shared, why, and when the consent expires. You receive a copy, and you may revoke your consent at any time. If the law ever requires a disclosure without your consent (for example, mandated reporting of child abuse or a court order), we document it and tell you about it as soon as reasonably possible.

All client records are maintained electronically in a secure, HIPAA-compliant electronic health record system. Every staff member has a unique login with multi-factor authentication, access is limited by role to only the staff involved in your care, access logs are audited, and access ends immediately when someone leaves the clinic. Administrative and technical staff do not have access to clinical records. All staff sign confidentiality agreements and complete privacy training at hire and annually.

Sessions are conducted through secure, encrypted, HIPAA-compliant telehealth platforms. Sessions are never recorded without your prior informed consent. Our clinicians conduct sessions from private settings, and we will help you plan for privacy on your end as well.

To request your records, ask questions, or report a privacy concern, contact our Privacy Officer at 717-208-2889 or compliance@sunflowerclinic.com. You may also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights. We will never retaliate against you for raising a privacy concern.